Presentation on theme: "Bringing Preservation to the Forefront: Preservation Initiatives at the UCF Libraries Michael A. Arthur Head of Acquisitions & Collection Development Lee."— Presentation transcript:
Bringing Preservation to the Forefront: Preservation Initiatives at the UCF Libraries Michael A. Arthur Head of Acquisitions & Collection Development Lee Dotson Digital Services Librarian Florida Library Association 2009 Annual Conference May 5-8, 2009
Agenda for Today Importance of a Preservation plan Why now at UCF Getting Started Creating a shared vision Developing the plan – UCF Initiatives Digital preservation is the new challenge Conclusion and Summary
Importance of a preservation plan Assigns responsibilities across departments Policies and procedures Identifies training needs Address environmental issues Raise awareness Prioritizes funding needs Addresses long term challenges
Why preservation at UCF? UCF Libraries relatively new collection Need to focus on older materials Special Collections/Rare books No formal preservation plan until now Preservation is not just book repair Digital preservation/spacing needs Migration to online
Getting Started Seek administrative support early Establish a working group Review preservation literature Have some key focus areas in mind Identify a budget range for preservation General idea areas/materials to be included
Creating a shared vision Be inclusive – represent all departments Best to get volunteers with some interest Consider a standing preservation committee Focus early meetings on attainable goals Inspire others to promote preservation Survey all library staff-training/knowledge Report small victories to the library
Developing the Plan @ UCF Address survey results Identify training needs Identify attainable goals over specified time Note necessary equipment and supplies Assign responsibility for carrying out plan Seek out ways to include all departments
Developing the Plan @ UCF Working group has met several times Surveys completed by staff at all levels Identified attainable goals Raising awareness Preservation training in Circ Dept. Equipment and supplies identified Branch and regional libraries taking steps
Pre-1900 Imprints Project Goal to identify and review older books Over 1500 books identified by bib records Cataloged to current standards 800+ in good condition & received no care 300+ titles brittle Several titles sent for rebind or phase box Over 100 titles reviewed by Special Collections
ASERL Unique Titles List Around 1800 titles indentified by ASERL That seemed really high so it was reviewed List included many titles pre-1900 Many titles cataloged under previous rules Cataloging Dept cleaned up many records Items remain in current location Final list will be reviewed for preservation Some titles relocated to Special Collections
Digital Preservation @ UCF Libraries Digital Services Who we are… What we do… Through extensive collaboration with internal and external partners, the Digital Services team seeks to create a collection of digitized materials unique to the Central Florida community.
Digital Services: Preservation role The Digital Services unit takes responsibility for preservation of images created in our offices by adhering to proven standards and polices for image creation and maintaining backup copies of master images. Digitization for access. Preserve physical copy by reducing handling.
What is digital preservation? Maintains the ability to display, retrieve, and use digital collections in the face of rapidly changing technological and organizational infrastructures and elements: Retain the physical reliability of the image files, accompanying metadata, scripts, and programs Ensure continued usability of the digital image collection Maintain collection security From Digital Preservation section of Cornell’s Digital Imaging Tutorial: http://www.library.cornell.edu/preservation/tutorial/preservation/preservation-01.html
When should you think about digital preservation? Now! Before you start a digital project During a digital project At the end of a digital project In between digital projects Not just for digital projects Always!
Challenges facing Digital Preservation Changes in technology Organizational priorities Institutional memory Lack of policies and procedures Distributed creation Insufficient funds Copyright Local challenges? No one proven solution
DP Café Menu Appetizers: Ongoing care Refreshing Main course: Migration Emulation Dessert: Technology Preservation Digital Archaeology
DP Café Menu Appetizers: Ongoing care Everyday policies and strategies for creation, monitoring, and storage of digital resources. Refreshing Transferring digital content from storage media to storage media (CD to DVD).
DP Café Menu Main course: Migration Transferring digital assets to a new generation of hardware/software. Emulation Recreate the environment required to view/use digital assets. Information about the original hardware/software is necessary.
DP Café Menu Dessert: Technology Preservation Goes beyond simply preserving the digital assets. Involves preserving the entire technical environment that runs the system. Digital Archaeology Rescuing content from media or hardware that has been damaged or become obsolete.
What the UCF Libraries is doing… Before the scanning begins… Importance of selection. Understand our purpose. Collaborate with other departments. Create digital surrogates for rare, damaged, brittle materials to reduce handling of physical item. Follow recommended standards and policies for image creation and maintenance.
What the UCF Libraries is NOT doing… Garbage in Garbage out
What the UCF Libraries is doing… During scanning… Tiff images are created according to standards and saved as the archival masters. Master tiff images are saved to the Libraries’ server or on an external hard drive as they are digitized and stored for upload. Images stored on the Libraries’ server are routinely backed up on tape.
What the UCF Libraries is doing… After scanning… Practice redundancy. Master tiff images are archived in a minimum of two locations which include the Libraries’ server, CDs, DVDs, portable hard drives, and the Florida Digital Archive. Maintain copy on server if possible. Local backups - Master tiff backups from CD and DVD to portable hard drives.
What the UCF Libraries is doing… After scanning… Remote backups - To assist with long term storage and migration, the UCF Libraries has contracted with the Florida Digital Archive (FDA) at the Florida Center for Library Automation (FCLA).Florida Digital Archive
Ongoing research and training… Digital Preservation section of Cornell’s Digital Imaging Tutorial: http://www.library.cornell.edu/preservation/tutorial/preservation/preservat ion-01.html http://www.library.cornell.edu/preservation/tutorial/preservation/preservat ion-01.html Digital Preservation Management: Implementing Short- term Strategies for Long-term Problems tutorial hosted by University of Michigan: http://www.icpsr.umich.edu/dpm/dpm-eng/introduction.html http://www.icpsr.umich.edu/dpm/dpm-eng/introduction.html Digital Preservation Pathfinder: http://www.ndiipp.uiuc.edu/index.php?option=com_content&task=view&id= 25&Itemid=52 http://www.ndiipp.uiuc.edu/index.php?option=com_content&task=view&id= 25&Itemid=52 My preservation links: http://del.icio.us/leedot/preservation http://del.icio.us/leedot/preservation
Digital Preservation Management tutorial hosted by University of Michigan
Preservation @ UCF Libraries Questions? Contact us: Michael A. Arthur Head of Acquisitions & Collection Development firstname.lastname@example.org 407-882-0143 Lee Dotson Digital Services Librarian email@example.com 407-823-1236