T Bahr M Lindlar Goportis Digital Preservation Pilot
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The Goportis pilot project, conducted from 2009 to 2011, aimed to evaluate the technological, institutional, and organizational needs for a cooperatively operated digital preservation system among three German national subject libraries. Key lessons include the importance of community involvement, the need for cross-functional collaboration, and the differentiation between traditional and digital workflows. The project's findings emphasize the necessity for strategic planning in digital preservation processes, workflows, and the continuous development of staff expertise.
T Bahr M Lindlar Goportis Digital Preservation Pilot
- 1. The Goportis Digital Preservation Pilot Project Experiences made, lessons learned Michelle Lindlar and Thomas Bähr Future Perfect 2012 March 26th 2012, Wellington – New Zealand
- 2. The Goportis Pilot project Conducted from October 2009 – October 2011 Goportis consists of the three German national subject libraries: the German National Library of Science and Technology (TIB) the German National Library of Medicine (ZB MED) the German National Library of Economics (ZBW) Goal: To determine and evalute technological, institutional and organisational needs for a cooperatively operated digital preservation system. Cooperatively operated means that all partners can work equally in the system. 2
- 3. „Building a digital preservation system“ dps processes workflows hardware software people organisation mandate 3
- 4. „Pyramid foundation“ Organisation dps • type: library, archive, research institute, … processes workflows • level; national, state, university, … people • size: holdings, staff, budget, users, … hardware software • defines your (national) position ! organisation mandate Mandate •Given by: act/law, superordinate organization/institution, self-given, … •For content: (sub)collection level, type of content, … •Including action:collecting, archiving, making available, … • defines your (national) role ! 4
- 5. A distributed national (research) library system national bibliography national research literature and information supply Sammlung Sonder- Deutscher sammel- Drucke gebiete „special „Collection of subject German German prints“ German National collections“ National Library 6 libraries Subject Libraries 33 libraries 5
- 6. Goportis Subjects: engineering, Subjects: medicine, Subject: economics architecture, information nutrition, environmental technology, chemistry, science, agricultural mathematics, physics science Staff: 212 Staff: 122 Staff: 239 Holdings: 8.9 mio units Holdings: 1.6 mio units Holdings: 4.4 mio units different technical infrastructures (e.g. repositories, cataloguing systems) different digital collections (e.g. AV, 3D objects) 6
- 7. Pyramid foundation – lessons learned One for all or all for one? Partner oriented model: almost identical organizations / mandates Service oriented model different forms of organizations / mandates More partners mean more complextiy (communication, documentation, methods of operation) Think about hierarchy within your institution digital preservation is a cross-functional task and an organisational change process during implementation phase it is beneficial to position dps the digital preservation in the hierarchy as close to library management as possible processes workflows A permament position of digital preservation within an hardware software people institution will have to be found post-pilot organisation mandate 7
- 8. Pyramid 1st floor Hardware / Infrastructure dps •Central or decentralized •Open infrastructure ? processes workflows •Scalability and reliability hardware software people Software •System or service organisation mandate •custom-built or off-the peg •commercial or open source People •size and structure •Qualifications / knowhow •Outsourcing possible? 8
- 9. System Choice: System vs. Service System Service control over your data low staff costs decision regarding actions no hardware / software cost institutional/organizational needs time from project start to roll out can be met (flexibility) time from project start to roll out no control over data cost hardware / software actions based on service provider more staff needed decisions access only in pre-defined cases 9
- 10. System choice: Off-the-peg vs. Custom build Custom build Off-the-peg licensing cost low lower IT resources (development) modularity continued development quality time from project start to roll out transperence central end-to-end system community support/service integration and development licensing cost costs integration of other systems time from project start to roll-out dependency on company support drawbacks in fullfillment of specific ongoing IT costs for development needs 10
- 11. Pyramid 1st level – lessons learned „software“ Is the software ready for you? high value of a user community system is close to user needs – but are the user needs YOUR needs? high value of a flexible system (in regards to configuration, integration points, …) clear exit scenario has to be defined dps processes workflows hardware software people organisation mandate 11
- 12. People – qualification / know-how strategic Goportis direction Steering committee operative project management / level preservation specialists (1 FTE from each library) library specialists IT specialists (1 FTE for administration (2 from each library 1 from each library temporarily) temporarily for implementation ) 12
- 13. People – know-how Preservation specialists - Excellent understanding of formats, preservation procedures, risks, … - Good understanding of workflow procedures - Basic understanding of IT procedures Library staff - Good understanding of digital preservation - Experts for one or more workflows - Experts for descriptive metadata (DC, MARC, MAB, …) IT specialists - Good understanding of digital preservation - Programming skills - Database expert 13
- 14. Pyramid 1st level – lessons learned Are you ready for digital preservation? „Know-How“ is a continuous process three pillars of knowledge: library processes, IT, preservation practise “spread the word“ within your institution ! “community sourcing“ dps processes workflows hardware software people organisation mandate 14
- 15. Pyramid – 2nd level Processes dps • Specific tasks within your institution related to preservation processes workflows • Organizational process • Technological process hardware software people • Can involve humans and/or systems organisation mandate • Community building Workflows • Combination of tasks/processes to form a meanful chain • In library context „workflows“ usually pertain to handling materials (or users) • Can involve humans and/or systems • Traditional workflows • Digital workflows 15
- 16. Processes – Community Building Value of Communities for digital preservation - we all have similar problems - „universal“ knowledge regarding formats, risks - new developments often part of „projects“ - „keeping tools alive“ - standardization for digital preservation Contributions of Communities – a few examples - DPC Technology Watch Reports http://www.dpconline.org - OPF Blogs and Wiki http://openplanetsfoundation.org/ - KEEP public deliverables http://www.keep-project.eu - DPOE workshops http://www.digitalpreservation.gov/education/ - nestor working groups http://www.langzeitarchivierung.de/eng/index.htm - PREMIS standard http://www.loc.gov/standards/premis/ 16
- 17. Processes – Goportis Community Involvement „International level“ „National level“ „Institutional level“ „Procedural level“ „product/tool level“ 17
- 18. Pyramid 2nd level – Lessons learned „processes“ Processes – Community Building - community involvement is the process to keep your know-how up to date - think about the level of community involvement right for you (related to organization structure) - try to plan how much time you can spend on community activities - never underestimate the role of institutional level communities ! dps processes workflows hardware software people organisation mandate 18
- 19. Workflows – Traditional vs. Digital workflows Traditional workflows (e.g. cataloguing, selection for acquisition) - basis of library procedures - handling materials throughout their lifecycle in the library‘s holdings - often static - always require human interaction Digital workflows (e.g. ingest, risk management) - configuration within a digital system - handling digital objects throughout their lifecycle in the library‘s digital system(s) - changes in the system may require changes in the workflow - may be automated 19
- 20. Workflows – Ingest in the Goportis Pilot Project manual ingest („dissertations“) automated ingest („repository“) Files are loaded into Rosetta by librarian Files are picked up by Rosetta from a predefined directory Librarian enters minimal set of descriptive Minimal set of descriptive metadata is supplied by Metadata repository with file Objects are „validated“ (identified, characterized, Objects are „validated“ (identified, characterized, virus check, etc.) virus check, etc.) Problems in the validation process need to be solved Problems in the validation process need to be solved by preservation specialist by preservation specialist Objects are manually linked with cataloguing system Objects are automatically linked with cataloguing system Objects are double-checked, „approved“ and passed Objects are passed to archival storage to archival storage 20
- 21. Pyramid 2nd level – Lessons learned „Workflows“ Workflows – Traditional vs. Digital - is the main difference between „traditional“ and „digital“ a move towards automation? - automation is not always a technical problem - good understanding of benefits and drawbacks of automated processes/workflows - think about your institutional approach towards preservation and what should not be automated in that context dps - just because something can be automated, should it be? processes workflows - your workflows need to be in-line with your overall archival policy hardware software people - define which sources you trust and why ! organisation mandate 21
- 22. You think you‘re done? Forget it! dps Organization position digital preservation as a fixed processes workflows unit / department / … in your institution Mandate hardware software people compare your mandate to your digital preservation strategy and to the legal situation organisation mandate Hardware / Infrastructure plan ahead for scalability and consistently check your reliability procedures Software consistently check your exit strategy; look for tools to help you with different preservation tasks (e.g. migration tools) 22
- 23. You think you‘re done? Forget it! People dps Include digital preservation as a fixed part of the work description of all staff involved – processes workflows on paper and in their heads! hardware software people Processes organisation mandate Integrate community activities as a fixed slot in your instution. Workflows Integrate more collections into your digital preservatoin system. Find the right balance between traditional and digital/automated workflows for your instution/your collections. 23
- 24. Collaboration is a key to success! 24
- 25. Thank you for your attention!
Editor's Notes
- #4: A lot of people think that when we talk about „dps“ we mean software it‘s more than that Alle steine sind verbunden Die unterliegenden sind eine strikte vorraussetzung für die darüberliegende Goportis – profile and mission „ Pyramid foundation“ Technology System off the peg vs. Custom made Ressources Skills & Know-How Community Building Workflows Business lead workflows Technology lead workflows An in-between? Summary Highs & lows Experiences made & lessons learned
- #5: Dps differs greatly depending on different factors Organisation and mandate two of the basic ones Also important to look at the things you DO NOT have a mandate for Fine line between mandate and right! E.g. i can have the mandate to archive something, but am not allowed to migrate it tue to intellectual property rights. This is something very dependend on national law – will not be further elaborated on.
- #6: With one of its oldest grant programmes, the Deutsche Forschungsgemeinschaft (DFG, German Research Foundation) supports a cooperative system for providing science and academia with specialised literature: the system of Special Subject Collections (Sondersammelgebiete, SSG) in research libraries. The changes in the information world caused by the digital revolution demand adaptations that affect the entire library system. Along with that, researchers’ working methods and their expectations of an optimal information infrastructure have changed significantly. The DFG has therefore commissioned an evaluation study to assess the performance of the SSG system in terms of the scientific community’s needs and to identity opportunities for development. Special attention was given to the role of digital media http://www.dfg.de/download/pdf/dfg_im_profil/evaluation_statistik/programm_evaluation/ib02_2011en.pdf Hier auch erzählen, was die goportis partner gemeinsam haben !!!!!!!!!!!1 Unterschiedliche materialien Internationale user Etc. .
- #7: different technical infrastructures (e.g. repositories, cataloguing systems) different digital collections (e.g. AV, 3D objects)
- #8: Methods of operation = action of „how things are done“ within an organisation, e.g. Wo ist der break-even-point in der deckungsgleichheit zwischen „organisation“ und „mandat“, der ein kooperativ betriebenes system erlaubt?? Anstelle einer keine „Dienstleistung“ Unterschiedliche kommunikationswege in unterschiedlichen organisationen werden oft unterschätzt und müssen berücksichtigt werden - Nicht nur „bescheid sagen“, sondern auch sicher gehen, dass die andere seite versteht, was gemeint ist More partners = more complexity in regards to communication ( „communication“ is more than „information“ ! ) in regards to documentation ( not only the IT crowd hates to document ! ) In regards to methods of operation ( things are different than how they are presented to be ! )
- #11: Custom build to system choice comparsion of systems available
- #15: Even if developments are tailored towards user needs, individual customers still need to find creative workarounds Everybody in the library has something to contribute to digital preservation E.g. stacks how materials are handled ………… . Know-how is not just know-how of people directly involved in digital preservation team, but the know-how of the institution at large
- #22: Trusted source
- #23: Unfortunatly mandate and legal restrictions do not always go hand in hand.