Preservation Planning for Digital Information

1. The Future is Now Star Wars or 1984? Preservation Planning for Digital Information HVC2 Retreat, June 2, 2004

2. A long time ago, in a galaxy far, far away… When George Orwell wrote the fictitious work “1984” in the year 1948, the “future” probably seemed far, far away, much further than merely 36 years separating the two dates. As we have all learned, however, in some ways Orwell’s fictive imaginings weren’t so far from the truth after all! We invite you to join us for the next ½ hour, as we glimpse into the future, right here in our own galaxy, at home in the heartland, at the University of Kansas. We have taken the creative liberty of writing some fictional scenarios to help bring the future home to you, from the perspective of a faculty researcher, a student, and an administrator. It is the year 2010, and the future is now before us…

3. Researcher:The Crystal Palace and the Great Exhibition of 1851

4. Researcher:The Crystal Palace and the Great Exhibition of 1851

5. Researcher: Inaccessible URLs Included as Supporting Evidence in Footnotes • [11] The Greater Western Library Alliance: http://www.gwla.org/ • [12] The University of Kansas: http://www.ku.edu/ • [13] SPARC: http://www.arl.org/sparc/ • [14] Allen Press: http://www.allenpress.com/ • [15] “Principal Contacts for BioOne,” http://www.bioone.org/bioone/?request=get-static&name=get-contacts (accessed 18 May 2002) • [16] Rhind-Tutt, Stephen. "What a Tangled Web We Weave," Against the Grain 10: 1 (February 1998), 24. His table of pricing models is reproduced at http://www.cas.usf.edu/lis/lis6511/week4/pricing.htm (accessed 27April 2002). • [17] "BioOne Price List," http://www.bioone.org/images/price-list.pdf (accessed 23 April 2002). • [18] Kaser, Dick."Ghost in a Bottle: Elsevier Science Chairman Derk Haank Responds to the Public Library of Science Initiative," Information Today 19:2 (February 2002): http://www.infotoday.com/it/feb02/kaser.htm (accessed 25 April 2002). • [19] CrossRef: http://www.crossref.org/home.htm (accessed 26 April 2002). • [20] Publishers are authorized to use the SGML-tagged files created by BioOne in independ publications one year after they appear in the BioOne database. See the BioOne Electronic Licensing Agreement, http://www.bioone.org/images/lic-agree.pdf (accessed 12 May 2002). • [21] "Benefits for Participating Publishers," http://www.bioone.org/images/pub-benefits.pdf • (accessed 23 April 2002). • [22] Public Library of Science: http://www.publiclibraryofscience.org (accessed 25 April 2002). • [23] Budapest Open Access Initiative: http://www.soros.org/openaccess/ (accessed 25 April 2002).

6. Researcher: Inaccessible URLs Included as Supporting Evidence in Footnotes • [11] The Greater Western Library Alliance: http://www.gwla.org/ • [12] The University of Kansas: http://www.ku.edu/ • [13] SPARC: http://www.arl.org/sparc/ • [14] Allen Press: http://www.allenpress.com/ • [15] “Principal Contacts for BioOne,” http://www.bioone.org/bioone/?request=get-static&name=get-contacts (accessed 18 May 2002) • [16] Rhind-Tutt, Stephen. "What a Tangled Web We Weave," Against the Grain 10: 1 (February 1998), 24. His table of pricing models is reproduced at http://www.cas.usf.edu/lis/lis6511/week4/pricing.htm (accessed 27April 2002). • [17] HTTP/1.0 404 The Internet site reports that the item you requested could not be found. • [18] HTTP/1.0 404 The Internet site reports that the item you requested could not be found. • [19] HTTP/1.0 404 The Internet site reports that the item you requested could not be found. • [20] HTTP/1.0 404 The Internet site reports that the item you requested could not be found. • [21] HTTP/1.0 404 The Internet site reports that the item you requested could not be found. • [22] HTTP/1.0 404 The Internet site reports that the item you requested could not be found. • [23] HTTP/1.0 404 The Internet site reports that the item you requested could not be found.

7. Student: Applying for Jobs – Accessing the Course Catalog

8. Administrator: Institutional Decisions Based on Spotty Data? Analysis of the following datasets is inconclusive: • Early 1980’s – data lost due to degraded storage media • 1985 – 1997 – data available • 1997 – 2001 – data unavailable due to storage in a format no longer readable in 2010 • 2001- 2010 – data available

9. The Digital Preservation Challenge – We Are Not Alone! • Maintaining access to digital materials is a challenge that faces all universities. • Key to fulfilling educational, research, and administrative responsibilities. • Digital preservation is still in its infancy. • Key issues: organizational and cultural, not technological.

10. Technology: Unstable and Obsolescent • Digital storage media are unstable • Tape • Disks • CD • The software, formats, and operating systems required to use digital materials are obsolescent • Remember Wordstar and Appleworks? • The current version of PowerPoint can’t open files created with earlier versions/formats of PowerPoint

11. Organization: Upstream vs. End-point Preservation Planning • Print-based preservation is largely an "end-point" activity. • Museums, libraries, and archives are authorized to select and preserve. • Digital preservation must start "upstream," closer to the point of information creation. • Planning is essential. • Back-ups are not enough.

12. Culture: Leadership, Selection, Prioritization • Prioritization and planning are essential. • An important new role for members of the campus community will be to help identify criteria for appraising and selecting digital material.

13. The Digital Preservation Task Force Charged to explore the implications of a University commitment to the preservation of digital assets, academic and administrative: • Define what “digital preservation” means in the context of University commitment and stewardship. • Identify existing and potential University digital assets. • Recommend criteria for selecting the assets for which the University will (and will not) take responsibility. • Characterize a digital preservation infrastructure: organizational, technical, policy, financial.

14. Task Force Activities • Research into international best practices • Defining “university digital asset” • Developing a model for surveying university digital assets • Testing the model in interviews with sample departments • Next steps: • Representative survey of KU’s digital assets • Near-term recommendations for good preservation practices • Website for campus communications • Recommendations for longer-term implementation

15. Back to the Future: Where are we going? • A fictional outlook that is brighter than where we started… • Dean XX saves the day!

16. 2010:A morning in the life of Dean XX… • 8:00: Tuition analysis – start data gathering • 8:15: Review candidate vita • 9:00: Review tuition analysis data • 10:00: Reference for former student • 10:30: Finish paper for submission to journal • 12:00: Lunch meeting

17. 8:00 - Tuition analysis: start data gathering • Outline parameters for analysis • Email to assistant Dean moves on to next task…

18. Candidate Sdjskd Vita Publications Presentations Courses Committees Candidate’s Home Institution IR 1 2 3 4 404! 8:15 – Review Candidate Vita • View electronic vita • Access publication • Access citation in publication • Access presentation • View presentation • Review course materials • Review committee materials • Approve hire, send to HR

19. VIEW National Software Repository Candidate Sdjskd Vita Publications Presentations Courses Committees $? Pgm Avail? Candidate’s Home Institution IR 404! 8:15 – Review Candidate Vita • View electronic vita • Access publication • Access citation in publication • Access presentation • View presentation • Review course materials • Review committee materials • Approve hire, send to HR

20. E-portfolio System Candidate Sdjskd Vita Publications Presentations Courses Committees Candidate’s Home Institution CMS 1 2 3 4 IR 8:15 – Review Candidate Vita • View electronic vita • Access publication • Access citation in publication • Access presentation • View presentation • Review course materials • Review committee materials • Approve hire, send to HR

21. Candidate Sdjskd Vita Publications Presentations Courses Committees Committee on xxxxx Candidate’s Home Institution Web SearchEngine Candidate’s Home Institution IR 8:15 – Review Candidate Vita • View electronic vita • Access publication • Access citation in publication • Access presentation • View presentation • Review course materials • Review committee materials • Approve hire, send to HR

22. 8:15 – Review Candidate Vita • View electronic vita • Access publication • Access citation in publication • Access presentation • View presentation • Review course materials • Review committee materials • Approve hire, send to HR Approved!

23. 8:15 - Tuition analysis: data gathering • Query data warehouse system for relevant longitudinal data • Query Endowment database for relevant donor data • Search IR for similar past reports • Place information in online folder for Dean XX to review

24. 9:00 – Review tuition analysis data • Scan information in folder from assistant • Analyze data scenarios, projections • Make recommendations to Provost

25. E-portfolio System CR 10:00 – Reference for former student • Student’s photo, philosophy & goals, classes taken, papers & presentations • Course descriptions • Course content • Glowing reference!

26. CheckLinks 1 2 3 4 1 2 3 4 10:30 - Finish paper for submission to journal • Review edited draft • Review references, check links • Submit paper to publisher • Create metadata, deposit in university’s IR

27. 1 2 3 4 10:30 - Finish paper for submission to journal • Review edited draft • Review references, check links • Submit paper to publisher • Create metadata, deposit in university’s IR

28. 12:00 - Lunch meeting

29. E-portfolio System National / Local Software Repository CheckLinks CR Approved! $? 404! 2010:A morning in the life of Dean XX? Remote Institution IR Remote Institution CMS Remote Institution Web SearchEngine

30. E-portfolio System National / Local Software Repository CheckLinks CR Approved! $? Remote Institution IR Remote Institution CMS Remote Institution Web SearchEngine 404! OR 2010:A morning in the life of Dean XX…

31. Digital Preservation Task Force Membership • Brian Baird (Libraries) • Ryan Cherland (OIRP) • Richard Fyffe (Libraries), co-chair • Marilu Goodyear (Information Services) • Steve Hedden (Fine Arts), co-chair • Donna Liss (Information Technology) • Deborah Ludwig (Information Technology) • Jenny Mehmedovic (Information Services) • Cheryl Pace (Medical Center) • Mary Roach (Libraries) • Becky Schulte (Archives) • Beth Warner (Information Services) • Kristi Woolington (Information Technology)