Presentation slides prepared for a lecture on digital preservation given at the University of the West of England, Bristol on the 19th February 2013.

1. A centre of expertise in digital information management
www.ukoln.ac.uk
UKOLN is supported by:
Digital Preservation
Michael Day
Digital Curation Centre
UKOLN, University of Bath
m.day@ukoln.ac.uk
Information Systems and Services, UWE, Bristol, 19 February 2013

2. A centre of expertise in digital information management
www.ukoln.ac.uk
Presentation outline
• Digital preservation overview
– Some definitions
– Technical challenges
– Organisational challenges
• Approaches to solving the problem
– Preservation Strategies
– Tools for:
• Format characterisation
• Preservation Planning
– The OAIS model:
• Preservation metadata
• Repository audit frameworks (TRAC, DRAMBORA)
• Institutional assessment tools: (DAF, CARDIO)
• Research Data Management

3. A centre of expertise in digital information management
www.ukoln.ac.uk
Definitions
• Digital preservation:
– Is mainly concerned with the sustainability of “content” for
a given period of time (probably not forever)
– Largely about ensuring “continued access” to content
– “The series of managed activities necessary to ensure
continued access to digital materials for as long as
necessary” - Digital Preservation Coalition (DPC) Digital
Preservation Definitions and Concepts list:
http://www.dpconline.org/advice/preservationhandbook/in
troduction/definitions-and-concepts?q=definitions
– A combination of technical, organisational and legal
challenges

4. A centre of expertise in digital information management
www.ukoln.ac.uk
Digital preservation basics
• An ongoing (lifecycle) approach to managing digital
content based on:
– The identification and adoption of appropriate
preservation strategies for content
– The collection and management of appropriate metadata
(explicit and implicit knowledge, contexts)
– The ongoing monitoring of technical contexts and the
application of preservation planning techniques
– Continual monitoring of the organisation (audit)
– Not about keeping everything, forever

5. A centre of expertise in digital information management
www.ukoln.ac.uk
A multi-faceted set of challenges
• Technical
– Strategies needed to
deal with ongoing
obsolescence and
scale
• Organisational
– Access and reuse
– Authenticity and
integrity
– Sustainability (costs)
– Legal
– Deciding what needs to
be retained

6. A centre of expertise in digital information management
www.ukoln.ac.uk
Technical challenges (1)
• Physical
– Bits stored on a physical medium (or in the cloud?)
– Focus 20 years ago was on new media types (e.g. optical
storage technologies) as a panacea
– Bit-level preservation is still important – the first layer in a
viable preservation strategy

7. A centre of expertise in digital information management
www.ukoln.ac.uk
Obsolete media
Image courtesy of Frank Carey
Exhibition at NASA White
Sands Test Facility, 2009

8. A centre of expertise in digital information management
www.ukoln.ac.uk
Technical challenges (2)
• Hardware and software dependence
– Most digital objects are dependent on particular
configurations of hardware and software
– Relatively short obsolescence cycles

9. A centre of expertise in digital information management
www.ukoln.ac.uk
Hardware and software dependence
Exhibition at NASA White
Sands Test Facility, 2009Image courtesy of Frank Carey

10. A centre of expertise in digital information management
www.ukoln.ac.uk
Conceptual challenges (1)
• What is an digital object?
– Some are analogues of traditional objects, e.g. meeting
minutes, research papers
– Others are not, e.g. Web pages, blogs, GIS, 3D models
of chemical structures, research data more generally
• Complexity
• Dynamic nature
• Interactivity
– Born digital vs. product of digitisation initiatives
– Logical layer between physical storage of bits and the
conceptual objects that need preservation (includes data
types, formats, etc.)

11. A centre of expertise in digital information management
www.ukoln.ac.uk
Conceptual challenges (2)
• Need to identify and document the “significant
properties” (or characteristics) of content:
– Recognises that preservation is context dependent, even
user specific (OAIS concept of 'designated community')
– Helps with choosing an acceptable preservation strategy
• Compare the ‘performance model’ developed by the
National Archives of Australia (2002) - “The source of
a record is a fixed message that interacts with
technology. This message provides the record’s
unique meaning, but by itself is meaningless to
researchers since it needs to be combined with
technology in order to be rendered as its creator
intended. The process is the technology required to
render meaning from the source”
– Focus on re-use (e.g., data curation)

12. A centre of expertise in digital information management
www.ukoln.ac.uk
Organisational challenges (1)
• Sustainability:
– Ultimately the sustainability of content depends upon the long-
term sustainability of organisations
• Focus on business models
• Embedding preservation into the core task of organisations
– Organisational commitment:
• “An institutional repository needs to be a service with
continuity behind it … Institutions need to recognise that
they are making commitments for the long term” Clifford
Lynch
• Need for policy development
– Incentives for preservation:
• Clarity on roles and responsibilities needed
• Who benefits? Who pays? “Free riding?”

13. A centre of expertise in digital information management
www.ukoln.ac.uk
Organisational challenges (2)
• Economic perspectives:
– Blue Ribbon Task Force on Sustainable Digital
Preservation and Access: http://brtf.sdsc.edu/
• Final report (Feb 2010) “Ensuring that valuable digital
assets will be available for future use is not simply a
matter of finding sufficient funds. It is about mobilizing
resources - human, technical, and financial - across a
spectrum of stakeholders diffuse over both space and
time. But questions remain about what digital
information we should preserve, who is responsible
for preserving, and who will pay.”
– JISC-funded LIFE (Life Cycle Information for E-
Literature) has developed a predictive costing tool:
http://www.life.ac.uk/

14. A centre of expertise in digital information management
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Organisational challenges (3)
• The challenge of scale:
– The Web
– Digitised “textual” content:
• Google Books
• DPLA / Europeana
– The “data deluge” in e-Science:
• New generations of instruments, computer
simulations
• Many terabytes generated per day, petabyte scale
computing (and growing)
• Cory Doctorow, “Welcome to the petacentre.” Nature,
455, pp 17-21, 4 Sep 2008

15. A centre of expertise in digital information management
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Organisational challenges (4)
• The need for collaboration:
– Need for 'deep-infrastructure' for preservation recognised
as far back as 1996 by the Task Force on Archiving of
Digital Information
• Digital preservation involves the "grander problem of
organizing ourselves over time and as a society ... [to
manoeuvre] effectively in a digital landscape" (p. 7)
– Building on existing networks
– Role for national-level co-ordination:
• Digital Preservation Coalition (DPC), nestor
(Germany), National Digital Information Infrastructure
and Preservation Program (NDIIPP)

16. A centre of expertise in digital information management
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Organisational challenges (5)
• Learn the lessons from
the past:
– Things will go wrong
– Do what you can to
enable recovery from
disaster
– Digital technologies
support replication
(create more than one
point of failure)

17. A centre of expertise in digital information management
www.ukoln.ac.uk
Digital preservation strategies (1)
• Main approaches:
– Technology preservation (e.g., computing museums)
– Digital archaeology (a post hoc approach)
– Emulation (focusing on the environment, often used
where look-and-feel is important, e.g. computer games)
– Migration (focusing on the content)
• A mature approach: A set of organised tasks
designed to achieve the periodic transfer of digital
information from one hardware and software
configuration to another, or from one generation of
computer technology to a subsequent one - CPA/RLG
report (1996)

18. A centre of expertise in digital information management
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Digital preservation strategies (2)
• Preservation strategies are not in competition
– Different strategies will work together, may be value in
diversification
– Migration strategies mean difficult choices need to be
made about target formats
• But the strategy chosen has implications for:
– The technical infrastructure required (and metadata)
– Collection management priorities
– Rights management
• Owning the rights to re-engineer software
– Costs

19. A centre of expertise in digital information management
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Digital preservation strategies (3)
• Tools for format characterisation and validation
– DROID - Digital Record Object Identification (based on
the PRONOM registry
• Very important to know what types (formats) of
content exist in a particular collection (e.g.,
institutional repository or Web archive)
• Performs batch identification of file formats
• http://www.nationalarchives.gov.uk/PRONOM/Default.
aspx
– JHOVE - JSTOR/Harvard Object Validation Environment
• Used for format validation
• http://hul.harvard.edu/jhove/

20. A centre of expertise in digital information management
www.ukoln.ac.uk
Digital preservation strategies (4)
• Plato preservation planning tool
– Developed by EU Planets project
– A decision support tool that helps users explore the
evaluation of potential preservation solutions against
specific requirements and for building a plan for
preserving a given set of objects
– Integrates file format identification (using DROID); some
migration services; XML-based generic format
characterisation using XCL (eXtensible Characterisation
Languages)
– More info: http://www.ifs.tuwien.ac.at/dp/plato/intro.html
– Integration with repositories tested by JISC KeepIt
project: http://preservation.eprints.org/keepit/

21. A centre of expertise in digital information management
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OAIS Reference Model (ISO 14721)
OAIS Functional Entities (Figure 4-1)
http://public.ccsds.org/publications/archive/650x0m2.pdf

22. A centre of expertise in digital information management
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Preservation metadata
• Metadata and documentation is vitally important
– Relates to OAIS concepts like Representation
Information and Preservation Description Information
– Functions:
• Enables resource discovery - supports the
development of finding aids
• Records meaning (structure and semantics)
• Records context and provenance (authenticity)
– Standards that support digital preservation activities:
• PREMIS Data Dictionary (for core metadata):
http://www.loc.gov/standards/premis/

23. A centre of expertise in digital information management
www.ukoln.ac.uk
Repository audit frameworks (1)
• Repository audit frameworks first developed out of the
OAIS Reference Model (ISO
– OAIS Mandatory Responsibilities (only six of them):
• The main focus was on technical and organisational
aspects, e.g.:
– That repositories ensure that preserved
information (content) can be understood
(independently understandable)
– That documented policies and procedures are
being followed
• No clear concept of OAIS “compliance”

24. A centre of expertise in digital information management
www.ukoln.ac.uk
Repository audit frameworks (2)
• ISO 16363:2012 -- Audit and certification of trustworthy digital
repositories
– Trusted Repositories Audit and Certification (TRAC)
– Criteria cover three main aspects:
• Organisational Infrastructure
– Governance and viability, structure and staffing,
financial sustainability, contracts, etc.
• Digital Object Management
– Ingest, preservation planning, archival storage, etc.
• Infrastructure and security risk management
– Systems and infrastructure, etc.
– A basis for certification
– http://public.ccsds.org/publications/archive/652x0m1.pdf

25. A centre of expertise in digital information management
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TRAC Checklist example page

26. A centre of expertise in digital information management
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Repository audit frameworks (3)
• DRAMBORA (Digital Repository Audit Method Based on Risk
Assessment)
– Developed by the Digital Curation Centre and Digital
Preservation Europe
– “Presents a methodology for self-assessment, encouraging
organisations to establish a comprehensive self-awareness of
their objectives, activities and assets before identifying,
assessing and managing the risks implicit within their
organisation“
– Identifying risks and scoring each one on likelihood and impact
– Covers: organisational context, policies, assets, risks, etc.
– Online tool: http://www.repositoryaudit.eu/

27. A centre of expertise in digital information management
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Repository audit frameworks (4)
• A means of "asking the right questions" about repositories
(and the wider organisation) and documenting appropriate
procedures and risks
• More than one role:
– External badge of quality (a "certified preservation
repository")
• DINI-Zertifikat für Dokumenten- und Publikationsservices:
http://www.dini.de/english/dini-certificate/
• ISO 16363
– Management tool for self assessment

28. A centre of expertise in digital information management
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Core repository principles (1)
• Ten Principles - agreed 2007 by CRL (US), Digital Curation
Centre (UK), Nestor (Germany) and Digital Preservation
Europe
– The repository commits to continuing maintenance of digital
objects for identified community/communities.
– Demonstrates organizational fitness (including financial,
staffing structure, and processes) to fulfill its commitment.
– Acquires and maintains requisite contractual and legal rights
and fulfills responsibilities.
– Has an effective and efficient policy framework.
– Acquires and ingests digital objects based upon stated criteria
that correspond to its commitments and capabilities.

29. A centre of expertise in digital information management
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Core repository principles (2)
• Ten principles (continued)
– Maintains/ensures the integrity, authenticity and usability of
digital objects it holds over time.
– Creates and maintains requisite metadata about actions taken
on digital objects during preservation as well as about the
relevant production, access support, and usage process
contexts before preservation.
– Fulfills requisite dissemination requirements.
– Has a strategic program for preservation planning and action.
– Has technical infrastructure adequate to continuing
maintenance and security of its digital objects.
• Available: http://www.crl.edu/archiving-preservation/digital-
archives/metrics-assessing-and-certifying/core-re

30. A centre of expertise in digital information management
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Digital preservation basics (reprise)
• An ongoing (lifecycle) approach to managing digital
content based on:
– The identification and adoption of appropriate
preservation strategies for content
– The collection and management of appropriate metadata
(explicit and implicit knowledge, contexts)
– The ongoing monitoring of technical contexts and the
application of preservation planning techniques
– Continual monitoring of the organisation (audit)
– Not about keeping everything, forever

31. A centre of expertise in digital information management
www.ukoln.ac.uk“It is always a mistake for a historian to try and predict the future.
Life, unlike science, is simply too full of surprises” - Richard J.
Evans, In defence of history (1997, p. 62)

32. A centre of expertise in digital information management
www.ukoln.ac.uk
Further reading
– DPC Technology Watch reports:
http://www.dpconline.org/advice/technology-watch-reports
– Blue Ribbon Task Force on Sustainable Digital Preservation
and Access, Final Report (NSF, 2010) http://brtf.sdsc.edu/
– Digital Preservation Coalition, Digital preservation handbook:
http://www.dpconline.org/advice/preservationhandbook/
– Marieke Guy, JISC Beginner’s Guide to Digital Preservation
(UKOLN, 2010) http://blogs.ukoln.ac.uk/jisc-beg-dig-pres/
– Digital Preservation Coalition and Digital Curation Centre,
What’s New (monthly current awareness bulletin):
http://www.dpconline.org/newsroom/whats-new
– JISC infoNet, Digital repositories infoKit:
http://www.jiscinfonet.ac.uk/infokits/repositories
– Paradigm Project, Workbook on Digital Private Papers:
http://www.paradigm.ac.uk/workbook/index.html

33. A centre of expertise in digital information management
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Web links:
– Digital Preservation Coalition: http://www.dpconline.org/
– Abby Smith talk (2011) at Yale: http://youtu.be/Yk9ccNP9xTk
– Plato Preservation Planning tool:
http://www.ifs.tuwien.ac.at/dp/plato/intro.html
– RSP briefing paper on preservation and storage formats:
http://www.rsp.ac.uk/pubs/briefingpapers-docs/technical-
preservformats.pdf
– PRESERV project: http://preservation.eprints.org/
– KeepIt project: http://preservation.eprints.org/keepit/
– WePreserve cartoons at:
http://www.youtube.com/user/wepreserve

34. A centre of expertise in digital information management
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Available: http://youtu.be/PGFOZLecjTc

35. A centre of expertise in digital information management
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Research Data Management:
activities, roles and requirements

36. A centre of expertise in digital information management
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Introduction and overview
• What is research data management?
– Caring for,
– Facilitating access to,
– Preserving and
– Adding value to digital research data throughout its
lifecycle.
• Rationale (researchers, institutions)
• Who is involved and how?
• Roles and responsibilities?

37. A centre of expertise in digital information management
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Researcher perspectives (1)
• Managing and sharing data is simply part of good
research practice:
– Adhering to disciplinary and/or institutional codes of
practice and policies
– Has been practiced since the advent of modern science,
but not always consistently; data intensive research
makes it even more critical
– Meeting the specific requirements of funding bodies
– Reputational risks if data management is not handled
properly

38. A centre of expertise in digital information management
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Researcher perspectives (2)
• Potential benefits:
– Scholarly communication/access to data
– Re-purposing and re-use of data
– Stimulating new networks/collaborations & new research
– Knowledge transfer to industry
– Verification of research/research integrity
– Re-purposing data for new audiences
– Secure storage for data intensive research
– Availability of data underpinning journal articles
– Increased visibility/citation
Keeping Research Data Safe Factsheet
http://www.beagrie.com/KRDS_Factsheet_0910.pdf

39. A centre of expertise in digital information management
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Institutional perspectives
• Institutional drivers
– Safeguarding research integrity
– Increasing number of FOI requests for data
– Adhering to existing codes of research practice and
ethics
– Developing new institution-wide strategies, policies and
services for data storage and management
– Increased institutional focus on research management
(e.g., in response to REF)
– Benchmarking – self-assessing infrastructure and
planning for improvement
– More demands but less resources to work with

40. A centre of expertise in digital information management
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Codes of practice for research
• UK Research Integrity Office Code of Practice for Research (2009)
– Data management planning is an essential part of research design
– Organisations should have in place procedures, resources (including
physical space) and administrative support to assist researchers in the
accurate and efficient collection of data and its storage in a secure and
accessible form [3.12.5]
• RCUK Code of Conduct on the Governance of Good Research Conduct
(2011)
– Primary data and research evidence [should be made] accessible to
others for reasonable periods after the completion of the research: data
should normally be preserved and accessible for 10 yrs (in some cases
20 yrs or longer)
– Responsibility for proper management and preservation of data and
primary materials is shared between the researcher and the research
organisation [although deposit within national collections is endorsed]

41. A centre of expertise in digital information management
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Funding body perspectives (1)
• UK Research Councils
– Help fund some data archives, e.g.:
• Archaeology Data Service, European Bioinformatics
Institute, the NERC data centres, UK Data Archive
– Support for JISC (and DCC)
– RCUK Common Principles on Data Policy
• Recognises that data are a critical output of the
research process
http://www.rcuk.ac.uk/research/Pages/DataPolicy.aspx

42. A centre of expertise in digital information management
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Funding body perspectives (2)
• RCUK Common Principles on Data (in a nutshell)
– Publicly funded research data should be made openly available
– Data with acknowledged long-term value should be preserved
and remain accessible and usable for future research
– Sufficient metadata should be recorded to enable other
researchers to find and understand the research to enable re-
use; published results should always include information on
how to access the supporting data
– Recognition that there may be legal, ethical and commercial
constraints
– Recognition that researchers may need privileged use of data
for a limited period
– All users of research data should acknowledge their sources
– Appropriate to use public funds to support MRD

43. A centre of expertise in digital information management
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Funding body perspectives (3)
• Changing expectations of funding bodies:
– Institutions need to inform themselves about main funder
policies (mandates) with respect to research data
management
– There is an explicit link between research income and
appropriate data management infrastructures

44. A centre of expertise in digital information management
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Funding body perspectives (4)
http://www.dcc.ac.uk/resources/policy-and-legal/overview-
funders-data-policies

45. A centre of expertise in digital information management
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EPSRC expectations (1)
• EPSRC policy (2011) expected all institutions receiving
grant funding:
– To develop a roadmap aligning their policies and
processes with EPSRC’s expectations by 1st May 2012
– To be fully compliant with these expectations by 1st May
2015

46. A centre of expertise in digital information management
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EPSRC expectations (2)
• Examples:
– Appropriate metadata (including unique IDs) to be made
freely available on the Internet within 12 months of data
generation
– Data not generated in digital format should be stored in a
manner to facilitate it being shared
– Data should be securely preserved for a minimum of 10
years after privileged access expires or the last date
access was requested by a third party
– Adequate resources from existing funding streams
– EPSRC will monitor progress and compliance, and
reserves the right to impose appropriate sanctions

47. A centre of expertise in digital information management
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Funding body perspectives (5)
• Implications for researchers and institutions:
– Increasing number of research councils and funding bodies with
data management and sharing requirements
– Potential loss of research income if these mandates are not met
– Need to determine the costs associated with short and longer-
term management and curation and to request funds as part of
grant
– Responsibility for infrastructure shifting more to HEIs and less
to centralised data archives, but institutional infrastructures and
services are still emerging
– Need guidance - some good external support
– But also need more local support; often fragmented (need to
draw upon existing channels within institutions wherever
possible)

48. A centre of expertise in digital information management
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Who needs to be involved?
• Funding bodies
• Archives / long-term data repositories
• At institutions:
– Senior management
– Researcher(s)
– Research support officers / project staff
– Lab technicians
– Librarians / Data Centre staff
– Faculty ethics committees
– Institutional legal / IP advisors
– FOI officer / DPA officer / records manager
– Computing support
– Institutional compliance officers

49. A centre of expertise in digital information management
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Activities, roles, requirements (1)
• Requirements gathering
– Identifying researchers’ data requirements
– Developing a shared understanding of what needs to be
done (e.g., identifying where data exist, its form and
scale, any existing retention requirements)
– Identifying good practice within the institution (and the
opposite)
– Methods: surveys, focus groups, case studies, joint R&D
projects, assessment tools (e.g. DCC Data Asset
Framework)

50. A centre of expertise in digital information management
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Activities, roles, requirements (2)
• Identifying motivations and benefits
– For researchers, support services, the institution
• Identifying risks
– Data loss (institution, research group, individual)
– Increased costs (lack of planning, service inefficiency,
data loss)
– Legal compliance (research funder, H&S, ethics, FoI)
– Reputation (institution, unit, individual)
• Identifying costs
– Keeping Research Data Safe (KRDS) toolkit

51. A centre of expertise in digital information management
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Activities, roles, requirements (3)
• Assessing institutional preparedness
– Identifying institutional stakeholders, existing data support
services, gaps
– Benchmarking and planning for the future
– Skills audit
– DCC CARDIO tool
• Policy development
– Policies – approval by senior management is just the start;
policies need to be embedded in research practice and
responsive to changing requirements
• Data management planning
– DMP online, DCC How-to Develop a Data Management Plan
guide

52. A centre of expertise in digital information management
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Activities, roles, requirements (4)
• Implementation and service development
– Integrating where possible with existing services, e.g. IR,
CRIS, VRE, HPC, cloud services, social media, etc.
– Appraisal, deciding what needs to be kept and for how
long
– Storage choices – no one-size-fits-all solution, e.g.
Bristol’s BluePeta petascale storage facility, Bath’s X-
Drive approach, cloud approaches
– Data documentation and metadata – layered
approaches: top-level discovery (core metadata,
collection/experiment-level?), role of standards like
DCMI, CERIF, DDI, etc.

53. A centre of expertise in digital information management
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Activities, roles, requirements (5)
• Data issues:
– Appraisal: selection criteria, retention periods (who
decides?)
• DCC How to appraise and select research data for
curation guide
– Documentation: metadata, schema, semantics
– Formats: proprietary formats, community standards, etc.
– Provenance and authenticity
– Citation (assignment of persistent IDs?)
– Access (embargo policies?)
– Licensing
• DCC How to license research data guide

54. A centre of expertise in digital information management
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DCC institutional assessment tools
• Data Asset Framework: http://www.data-audit.eu/
– Analysing institutional requirements and holdings
– Discover out what data exists, where it is stored, formats, metadata,
etc.
• CARDIO (Collaborative Assessment of Research Data Infrastructure):
http://cardio.dcc.ac.uk/
– Evaluating data management requirements, activity, and capacity
– Building consensus between data creators, information managers and
service providers
– Identifying practical goals for improvement in data management
provision and support;
– identifying operational inefficiencies and potential opportunities for cost
saving;
– Making a case to senior managers for investment in
data management support

55. A centre of expertise in digital information management
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Further reading (research data)
– Digital Curation Centre briefing papers and How-to-Guides:
http://www.dcc.ac.uk/resources/how-guides
– Royal Society, Science as an open enterprise (June 2012):
http://royalsociety.org/policy/projects/science-public-enterprise/report/
– Graham Pryor, (ed.) Managing research data (London: Facet
Publishing, 2012). ISBN: 978-1-85604-756-2
– Neil Beagrie, Brian Lavoie and Matthew Woollard, Keeping research
data safe 2 (JISC, 2010): http://www.beagrie.com/publications.php
– Neil Beagrie, Jullia Chruszcz, and Brian Lavoie, Keeping research data
safe: a cost model and guidance for UK universities (JISC, 2008):
http://www.beagrie.com/publications.php
– Liz Lyon, Dealing with data; roles, rights, responsibilities and
relationships (JISC, 2007): http://opus.bath.ac.uk/412/
– National Science Board, Long-lived digital data collections: enabling
research and education in the 21st century (NSF, 2005):
http//www.nsf.gov/pubs/2005/nsb0540/

56. A centre of expertise in digital information management
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Questions?

57. A centre of expertise in digital information management
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Acknowledgments
• The Digital Curation Centre (DCC) is a world-leading centre
of expertise in digital information curation with a focus on
building capacity, capability and skills for research data
management across the UK's higher education research
community. The DCC is funded by JISC.
• More information is available from:
http://www.dcc.ac.uk/
• UKOLN receives support from JISC and the University of
Bath, where it is based.
• More information is available from:
http://www.ukoln.ac.uk/

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Thank you!