ARCW Digital Preservation Group 2009 report

Sally McInnes & Vicky Phillips 29th October 2009 On behalf of ARCW Digital Preservation Group
Recommendations and action plan
  1. Key policies and procedures – Provide advice and guidance on the types of key policies and procedures required to facilitate the deposit and preservation of digital material.
  2. Key documents relating to digital preservation – Raise awareness of the importance of the creation of key documentation, such as policy documents, digital preservation plans and provide templates.
  3. File formats – Provide training and guidance on file formats, such as the definition of file formats, issues to consider when selecting file formats, proprietary vs Open Formats etc.
  4. Digital material selection criteria – Raise awareness of the need to update selection criteria policies in order to incorporate digital material. Provide guidance on possible selection criteria.
  5. Digital preservation work of organisations and projects – Circulate information about relevant activities and projects. Create an easily accessible resource, which draws information together in one place. Create a mailing list to raise awareness of new initiatives.
  6. Standards – Raise awareness of standards and their importance. Provide examples of standards and their implementation.
  7. Data schemas – Raise awareness of the data schemas that are available and how these are used to safeguard digital material. Consider the creation of generic schemas.
  8. Digital and technological obsolescence – Raise awareness of digital obsolescence with in relation to storage media and file formats. Provide advice, guidance and training regarding the migration of these to robust storage media and the selection of appropriate file formats suitable for archiving. Ensure that measures in are in place to safeguard the integrity of the files. (Demonstrate use of open source software such as DROID so that Archives are able to discover exactly what is contained within their collection of digital material. Assist with implementation of Gaip or CDAS/Prometheus)
  9. Accessioning procedures – Provide advice and guidance on procedures and workflows relating to the accession of digital material and the content of forms / documents that will enable the accessioning process, e.g. metadata information, rights clearance.
  10. Providing access to material – Provide advice and guidance on the various ways of providing access to material, the potential rights issues, and awareness of the issues relating to the nature and level of access.
  11. Records Managers – raise awareness of digital preservation within the Records Management field. Provide advice and guidance on the embedding of digital preservation within the lifecycle management of electronic records and promote an integrated approach to digital preservation.
  12. Raising awareness at organizational level – Raise awareness of the critical role of digital preservation in maintaining access to information at the organizational level. Support collaboration between organisations through the sharing of knowledge, skills and expertise and applications for funding.
  13. Relationship with ICT support – Promote and sustain the working relationship with ICT support to ensure a robust, appropriate and integrated technical infrastructure.
  14. Open source software and tools – Raise awareness of the existence of relevant tools and share knowledge and experience of their implementation within Wales.
  15. Digital preservation projects and resources – Raise awareness of the numerous projects and resources regarding digital preservation that are available free of charge. These contain invaluable information and guidance for archives.
  16. Infrastructure of repository – Consider the options for developing institutional repositories at a local, regional or national level and undertake a feasibility and cost evaluation of the options.