Introduction
Digital archiving and preservation ensures that digital content remains in a format that is usable and accessible both in the present period and in the future. In the context of an organization, digital preservation is a process that involves planning, resourcing, and actual archiving using relevant technologies and applications. In the case of an institutional repository as this university, it is necessary to have policies and regulations that would guide the digital archiving and preservation program. Such policies would serve as a guide for the program while setting out its objectives. It is therefore necessary to have an evaluation of the factors necessary to ensure the institutional repository serves its objectives over a long period. Such factors include policies and best practices as well as the necessary resources.
Importance of Digital Archiving
Digital archiving plays two important roles: it ensures continued dissemination of information over an extended period and it also ensures the preservation of digital data. Dissemination of digital content is a critical aspect especially in a learning environment such as the environment. This is because such content plays an integral role in terms of passing on knowledge to students in the university as well as other stakeholders. It is therefore the case that digital archiving is not merely for the sake of storage of digital data but ensuring that it is in a manner that is accessible and usable for the present period (Chowdhury, 2010).
However, the most important element of digital archiving is digital preservation. Traditional sources of information such as books and photographs had the inherent ability to survive for a prolonged period. However, digital content faces numerous vulnerabilities that make its durability not as prolonged in comparison to traditional sources. Some of the vulnerabilities include malware attacks. Such vulnerabilities imply that it may be difficult to retain the data in both form and meaning without specific steps being undertaken to preserve the data.
The creation and distribution of digital content is easy; however, as a result, it introduces a number of complexities which require professional digital data management. In this regard, data preservation serves to alleviate some of the complexities. One such complexity is that the technology that supports digital data platforms has a high rate of obsolescence. As a result, data preservation makes it possible to have a backup for the digital content regardless of the form and type of technology being used and its currency (IFLA, 2016).
Secondly, technology platforms through which digital data can be accessed and disseminated is not uniform. This is because of the various formats and devices that can be used to access and disseminate the information. One of the important aspects of digital archiving is to ensure that the information is accessible and usable regardless of the formats or devices being used (IFLA, 2016). Digital preservation provides a means through which the digital data can be accessed and used regardless of the formats and devices being used. It is because digital preservation techniques are undertaken in a manner that is universal.
One of the primary hindrances to digital preservation has been the high initial cost of archiving. However, one of the benefits of digital archiving is that in the long run, it is cheaper in comparison to traditional sources of information such as books (Gold, 2010). This is especially the case when it comes to storage. In the library setting, traditional sources tend to consume more space.
On the other hand, archived digital content is not as voluminous hence does not consumer a lot of space. In the long run, the cost of storage for digital data is much lower than that of traditional sources of information. Such an aspect is important especially for the university given its size; digital archiving will free up resources that would otherwise have been invested in expanding physical library space.
Lastly, digital preservation ensures that the institution is in line with technological changes. There has been a shift in which learning is increasingly taking place within the digital space. Aspects such as distance learning in the university make it necessary for the university to archive its digital data so as to ensure it can easily be disseminated to its student population and other stakeholders as well as ensuring that the information is available for posterity. From the foregoing, it is therefore evident that digital archiving and preservation is important in ensuring sustainability in terms of acquiring, disseminating, and storage of information. As a result, it plays an important role especially for a learning institution as is the case with the university.
Issues to be Considered
As mentioned earlier, there are a number of processes that are taken into account in undertaking digital archiving. The processes include planning, resourcing, and actual archiving using relevant technologies and applications. In each of these processes, there are a number of issues that arise. In instituting a digital archiving and preservation program, there are a number of factors that have to be taken into consideration. Such issues include security of the data, copyright concerns as well as where to store the data among others.
In determining where to archive the data, it is necessary to consider the size of the digital data being stored (Prairienet, 2016). A repository approach is therefore called for in this process (Chapman, Reynolds, & Shreeves, 2009). For the case of the university, the digital data to be held will inherently be large. As a result, it is necessary to have an institutional repository. According to Chapman et al (2009), an institutional repository is responsible for collecting, managing, and disseminating of digital data. The process is inclusive of digital preservation. In often cases, institutional repositories contain administrative data (Chapman et al., 2009). However, for the case of the university, it is expected that the primary component of the repository will contain scholarly and research material with only a small proportion being dedicated to administrative concerns.
Having made a decision on the repository approach to undertaken, it is necessary to make a consideration on the kind of data to be archived. In this regard, it is critical to understand that not all forms of data can be archived. This is as a result of economic constraints; digital archiving requires resources for it to be undertaken.
Therefore, there has to be prioritization of data. For the case of the university, material that has been determined by the various faculties to be relevant to the courses undertaken could be given a priority. The process of prioritization will also often include copyright concerns. Works in which there are no copyright issues will often times be given a priority.
It is therefore necessary that in undertaking the digital archiving and preservation program, individuals to be contracted by the university should be well versed in copyright law. This is because copyright and intellectual property concerns are automatically invoked when the process of digitizing information begins.
In light of this, it is necessary to have an evaluation of the various copyright rights that may affect the digital archiving project for the university’s repository. One of the most common copyright rights with regard to institutional repositories is the reproduction right. According to Besek (2003), it implies work that is fixed but whose content can be passed on through other means other than the fixed work.
There is also the right to distribute copies of the work to the public under the first sale doctrine (Besek, 2003). In essence, it implies that after the initial sale, the copyright owner forfeits the rights to control the intellectual property arising out of the work. For the sake of digital archiving, the resultant electronic distribution that may occur in the university qualifies as public distribution.
It is also important for the contractor putting in place the university’s repository to be aware of the copyright exceptions that exist. This may include the allowance given to libraries and archives to make at most three copies of a particular work for the purposes preservation and security (Besek, 2003). The exceptions may also include the fair use doctrine (Paradigm, 2008). Having an understanding of the copyright issues is necessary so as to ensure that the university is compliant with the copyright and intellectual property laws (Paradigm, 2008).
Another issue of concern is having a system of identification. A system of identification is necessary given the fact that institutional repository is inherently going to hold vast amounts of academic, research, and administrative data. Having a logical system of identification serves a dual purpose: providing ease of identification for those using the digital data as well as making digital data management easy (Sinclair, 2010).
Identification may be undertaken through a number of means. Filenames are one of the means through archived digital data can be identified. However, due to the changing nature of such data, it may not be the most preferable for the university’s repository. It would therefore be necessary that descriptive metadata be used as the primary form of identification for the repository.
Ease of identification also implies that the software used to run the repository should contain factors such as search engines. A search engine in a university repository is important given that the amount data held in it is large. A combination of a search engine and a means of identification offer a form of convenience for those using the repository to access data ((Sinclair, 2010).
Security of the archived data is also an important consideration while setting up the university’s repository. A secure repository attracts a high level of integrity. The integrity arises from the fact that the archived data does not defer from that contained in the original source. While it is not always the case that a one to one copy of the data can be obtained, utmost care has to be undertaken so as to ensure that the integrity of the repository is maintained.
However, there are those instances when changes may be necessary so as to improve the object and meaning of the data being stored in the repository. In this regard, some level of deviation from the original source may be allowed. However, this needs to be guided by policy imperatives as will be discussed later in the paper.
Security for the institutional repository has both physical and virtual implications. For the case of physical security, it is necessary that the servers and data centers that act as storage facilities for the data will be well guarded against any physical intrusion that may compromise the integrity of the data. The software applications used in running and managing the repository should also have firewalls to prevent against virtual intrusions such as malware attacks.
The flexibility of the university’s repository will also be an important factor to consider. This is especially due to high rate of technology obsolescence within the field of digital archiving. The repository should therefore be developed in such a manner that it can accommodate future technologies, formats, and devices.
It is therefore necessary that factors such as the repository’s software should be standardized. Standardized software applications are easier to update or upgrade when compared to customized software applications. In the event that customized software applications are used in running the repository, they should have some space to accommodate technological changes.
Strategies for Digital Preservation
There are a number of means through which data for the university’s repository can be preserved. There is not a single of these strategies that can be exclusively during the digital preservation process (Library of Congress, 2011). The use of a certain strategy over another is purely dependent on circumstantial factors rather than strict policy. Some of the circumstances may include the state of the original data as well as security. It is therefore necessary to evaluate some of these strategies below.
Bit streaming- In essence, bit streaming implies having a backup of the data being archived (Digital Preservation Management, 2016). Having a backup for the digital content in the repository is necessary - especially in the event that there is a security lapse that may affect the main hardware and/or software running the repository.
Refreshing- According to Digital Preservation Management (2016), refreshing entails the copying of digital data from one permanent format into another permanent format without changing any of the content. Such is undertaken so as to address the problem of obsolescence of technology (Cornell University Library, 2007). As mentioned earlier, one of the challenges with regard to digital archiving is that technologies used become obsolete at a much faster pace when compared to traditional forms. It is therefore necessary to have an avenue through which the data can be transferred from a media that is near obsolete to one that in more current. Refreshing provides that opportunity.
Technological preservation- It refers to the maintenance of software and hardware platforms on which the institutional repository will run on (Digital Preservation Management, 2016). Proper maintenance serves the purpose of prolonging the lifecycle of the repository and in the process helps to ensure that it is sustainable. Technological preservation may be undertaken through means such as software updates.
Digital archaeology- There a number of measures put in place to ensure the security of the data held in the digital archive. Some of those measures include bit streaming which provide a backup for the archived data. However, it is plausible that the data held in the digital archive may be lost completely especially through physical damage to the drives that hold the data (Cornell University Library, 2007). It is therefore necessary to have a means through which such data may be retrieved. Digital archaeology provides a platform through which the data may be recovered.
Policy and Practices of Digital Archiving and Preservation
A digital preservation policy will be an important aspect in managing the university’s repository. The guidance provided by the policy will encompass areas ranging from the appraisal, collection, and archiving of data in a digital format. In essence, having a policy guiding digital data management preserves authenticity and integrity of the repository (Parliamentary Archives, 2009). It is therefore important to evaluate the role that policy will play in creating the repository. Such roles are discussed below:
The policy will define the roles and responsibilities to be played by the various individuals that will be involved in managing the repository. The individuals may include the university’s staff, students, as well as contractors that may be involved in issues such as maintenance of the system.
The policy will define the various performance measures that will be used as guides for quality assurance. Such performance measures may cover factors such as security and sustainability.
The policy will set out the bar for compliance with existing laws especially those touching on copyright laws.
The policy will also offer a guideline on how digital archiving and preservation converge with the overall goals and objectives of the university.
The policy sets out the standard operating procedures. Such procedures are necessary as they assist in ensuring proper management of the repository including data protection (Archeology Data Service, 2016).
The policy also contains the penalties for failure to adhere to any of the university rules and regulations aimed at ensuring smooth running of the repository.
Other issues that may be addressed by a digital preservation policy include its coverage (Archeology Data Service, 2016). For example, the policy may spell out what forms of academic and administrative material that may be archived. It may also give guidelines on how and where such information may be sourced. The policy may also set out the parameters and conditions under which hardware, software, and digital content in the repository may be upgraded, updated, or completely overhauled.
Ultimately, the setting up of the university’s repository is a resource intensive project. The resources range from financial to human. Most of the financial resources will be directed towards the acquisition of hardware and software necessary for the project. Some of the hardware components include servers, scanners, and personal computers. Some of the software applications include imaging and audio software. The primary human resources to be used in undertaking the project are librarians and archiving personnel with the latter including data management specialists.
References
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