1. Preservation for Institutional Repositories: practical and invisible Jessie M.N. Hey 1, Steve Hitchcock, Tim Brody, Leslie A. Carr Intelligence, Agents, Multimedia Group, School of Electronics and Computer Science, 1 also University of Southampton Libraries, University of Southampton http://preserv.eprints.org/ Ensuring Long-term Preservation and adding Value to Scientific and Technical Data (PV2005) Royal Society of Edinburgh, Edinburgh, UK 21-23 Nov 2005

2. Institutional Repositories – the next stage Institutional Repositories – early development but growing fast globally Access leading to preservation Academic author deposit/mediator – must be low barrier/low maintenance Fundamental is collaboration on services but what practical choice for our environment? First practical steps e.g. EPrints software/The National Archives/British Library (PRESERV project)

3. What is an Institutional Research Repository? S outhampton Press Release 15 Dec 2004 'We see our Institutional Repository as a key tool for the stewardship of the University's digital research assets,' said Professor Paul Curran, Deputy Vice- Chancellor of the University. 'It will provide greater access to our research, as well as offering a valuable mechanism for reporting and recording it. Our vision includes all research output as part of a broad institutional repository in a landscape of interconnecting repositories

4. A national and international development of IRs The JISC vision reflecting the individual repositories (JISC Inform no. 8)

5. In an ideal world of scholarly communication – all research is freely available June 27 th 2005 11 th anniversary of Stevan Harnads Subversive Proposal leading to the open access vision for scholarly material See also Harnad, S. and Hey, J. M. N. (1995) Esoteric Knowledge: the Scholar and Scholarly Publishing on the Net. In Proceedings of Networking and the Future of Libraries 2: Managing the Intellectual Record, Proceedings of an International Conference, Bath, 19-21 April 1995, 110-16. Dempsey, L., Law, D. and Mowlat, I., Eds. And journals still become more and more expensive Even the work of researchers in our own institution is still often unavailable to us ………… but were making progress

6. Include reports and new journal articles as yesterday but watch out also for art exhibitions and music and data: full text/objects or links if possible otherwise metadata only

7. We heard earlier from Peter Murray-Rust on 100,000 chemical objects and CCLRC have a poster about their 5000 technical reports

8. IRs: UK growth…..

9. IRs: Global expansion…

10. University of Southampton Research Repository: e-Prints Soton

11. A topical example to focus the mind: A fire at the University of Southampton 31 st Oct 2005 Photo: Tom Kazmierski and John Lewis

12. Key ingredients: We still have the people and the pub ….and the support of the university community and the external community ….. for long term preservation Photos: Adrian Pickering Mark Furness We need smart tools to provide cost effective preservation of service to move calmly from first shock to work as normal

13. Collaborating with The National Archives PRONOM – one of a future family of technical registries

14. PRONOM: the technical registry - file formats et al

15. What is PRONOM?

16. Exploring with University of Southampton Research Repository/ Oxford Eprints More developments forthcoming from PRONOM Opportunity to feed in – varied IR formats Potential: Reports to administrators etc Explore with PRESERV test database; then Southampton and Oxford repository pilots

17. e-Prints Soton Pronom Survey Format Number of Records WinZip Compressed Archive ()15 Rich Text Format (1.4)1 Raw JPEG Stream ()1 Portable Document Format (1.6)16 Portable Document Format (1.5)99 Portable Document Format (1.4)315 Portable Document Format (1.3)714 Portable Document Format (1.2)100 Portable Document Format (1.1)12 OLE2 Compound Document Format ()18 Microsoft Powerpoint Presentation (97- 2002) 38 JPEG File Interchange Format (1.01)1 JPEG File Interchange Format (1.00)1 Hypertext Markup Language (4.0)1 Hypertext Markup Language ()9

18. Format Pronom Matches Binary Interchange File Format (BIFF) Workbook (8)4 Binary Interchange File Format (BIFF) Workbook (8X) 4 Hypertext Markup Language ()9 Hypertext Markup Language (4.0)1 JPEG File Interchange Format (1.00)1 JPEG File Interchange Format (1.01)5 Microsoft Powerpoint Presentation (95)70 Microsoft Powerpoint Presentation (97-2002)70 Microsoft Word for Windows Document (6.0/95)26 Microsoft Word for Windows Document (97-2002)26 OLE2 Compound Document Format ()24 PKZIP Compressed Archive ()17 Portable Document Format (1.1)12 Portable Document Format (1.2)100 Portable Document Format (1.3)735 Portable Document Format (1.4)317 Portable Document Format (1.5)99 Portable Document Format (1.6)16 Raw JPEG Stream ()1 Rich Text Format (1.0)1 Rich Text Format (1.1)1 Rich Text Format (1.2)1 Rich Text Format (1.3)1 Rich Text Format (1.4)1 WinZip Compressed Archive ()17 And more

19. Collaborating with the British Library for services Basic model OAIS but exploring which model for services Our administrators want low cost, low overhead for a sustainable archive – utilising expert skills Other archives will have similar needs Partnering to share knowledge

20. PRESERV collaboration and OAIS

21. Identifying options: surveying stakeholders First our academics – What is important to you/your group to preserve: Early indications from interviews: they want the works Their ideal: capture publications in context Therefore web archiving will play a role Taking one step at a time

22. Practical and invisible PRONOM and other preservation activities can often be hidden from view unless we need our authors to act Just as our Institutional Repository Project TARDis has become invisible as the IR became an embedded service

23. Preservation for Institutional Repositories: practical and invisible Thank you and for more detail see the paper and the web site Jessie Hey, Steve Hitchcock, Tim Brody, Leslie Carr, University of Southampton jessie.hey@soton.ac.uk http://preserv.eprints.org/ http://www.eprints.org/