USING PREMIS TO AUTOMATE RIGHTS MANAGEMENT Bradley D. Westbrook Head, Metadata Analysis and Specification Unit Digital Preservation Workshop, 15 October 2009 The UC San Diego Libraries Digital Asset Management Coordination Group is collectively responsible for the work described in this presentation. Members are: Robin Chandler, Matt Critchlow, Declan Fleming, Chris Frymann, Cristela Garcia-Spitz, Rob Joyce, Gabriela Montoya, Joy Sargis, and Steve Wieda.

UCSD Digital Asset Management System –250K+ objects –Heterogeneous content, formats, and sources Ad hoc management of rights data –Rights assigned frequently at collection level and independent of object level metadata Some objects unduly restricted Not all rights data transmitted with objects –No procedure for managing expiration of restrictions –Not reliable for supporting a harvesting service 2 Problem Summary Oct. 7, 2009PREMIS Implementation Workshop

Implement object-based metadata practice Determine access status Enable override of access status Automate updating metadata Phased implementation Oct. 7, 2009PREMIS Implementation Workshop 3 Targeted Solution

Required for each digital object –Copyright status –Copyright jurisdiction –Copyright note for naming rights holder –Copyright note for intended use –Copyright note for limits on use Copyright information Oct. 7, 2009PREMIS Implementation Workshop 4

Required when applicable –Act –Restriction –Start date –End date License information Oct. 7, 2009PREMIS Implementation Workshop 5

IF premis/restriction =”Display currently prohibited” THEN accessPermitted=”False” ELSE IF premis/rightsGranted/act=”Display” THEN accessPermitted=”True” ELSE IF premis/copyrightStatus=”Under copyright” | “Unknown” THEN accessPermitted=”False” ELSE IF premis/copyrightStatus=”Copyright UC Regents” | “Public Domain” THEN accessPermitted=”True” Results in two data caches: “Access Denied” & “Access Provided” –accessPermitted “Yes | No” –accessDateAssessed Oct. 7, 2009PREMIS Implementation Workshop 6 Access Status Determination

Confirms results of first step IF premis/restriction=”Display currently prohibited” THEN access permitted changed to “FALSE” and object removed from Access provided group IF premis/copyrightStatus=”Under copyright” | “Unknown” THEN access permitted changed to “FALSE” and object removed from Access provided group Any objects for which access was errantly permitted will be flagged and access status will be corrected. At conclusion of process Group A2 should not include any objects for which access is not permitted as determined by rights status of the object. Oct. 7, 2009PREMIS Implementation Workshop 7 Access Status Check

Access status override Access approving agent Access status override date Access status override note Oct. 7, 2009PREMIS Implementation Workshop 8 Overriding Access Status

Restriction: –IF premis/restriction = "Display currently prohibited" –AND premis/dateEND is < Current Date, –THEN change accessPermitted from "False" to "True" –AND delete premis/restriction, premis/beginDate, premis/endDate (OR notify DLP that restriction's for identified objects have expired and request that metadata be updated). Copyright ( Rules to be developed ) Oct. 7, 2009PREMIS Implementation Workshop 9 Updating Rights Metadata

Periodic application: –Updates –Access status determination –Access status check –Record access status –Add overrides (manual) Reports –Tally of objects at start of process “N” DAMS objects assessed for access status on YYYY-MM-DD –Tally of objects assessed as being publicly accessible “N” DAMS objects were determined to be public accessible on YYYY-MM-DD –Tally of objects corrected from publicly accessible to not publicly accessible “N” DAMS objects had access status corrected to “False” on YYYY-MM-DD List objects by ARKs Oct. 7, 2009PREMIS Implementation Workshop 10 Access Status Process

QUESTIONS?