1. Digital Stewardship Curriculum
Digital Preservation
Digital Stewardship Curriculum
30 minutes slides 1-18
Repeat - how different? Project level - explain Reference Worksheet Important for digital

2. get it - bring materials into your institution (donations, collecting, scanning documents at another institution)
check-it - check and manage - check for quality, description. make sure they come in safely - make sure they stay safe/intact.
save it - secure storage, suited to your size requirements, with potential to grow - systematically backed up (multiple copies in multiple locations), meaningful organization
share it - providing access ti materials - online, exhibits, education, research

3. Digital Preservation Runs through all of your digital projects
Can’t just “set it and forget it”
Must be updating, researching, monitoring
-any time you digitize or accept digital files in a donation - must think about how the files will be preserved in the long term
-not something that you will set up once and be ready for the next 20 years, need to be updating frequently
-lots of new developments in technology, need to be on top of understanding what your needs are, and finding a solution
-Since DP can get very complicated, and is unique to each situation, we created a Pyramid of Digital Preservation...

4. Broke down digital preservation into 3 essential parts that any Digital Preservation Plan will have to involve
File storage - where is content stored, on what media, how is it backed up
File integrity - making sure that files stay the same over time, making sure that only the people responsible for them can delete or change files,
File access - who has access to the files internally, what information goes along with the files, what copies are for what purpose
All these elements come together to make up digital preservation - important for your institution, sustainability, grant funding, disaster planning

5. Digital Preservation - Storage
Tribal Stewardship Cohort Program

6. Storage is the base of our pyramid -
Making sure that content is stored safely and securely -You might not be doing this work! But that doesn’t mean that you don’t have a responsibility to make sure that it is being carried out, and your files are securely preserved.

7. Storage Storage space for content Integrate with what IT already has
Consider types of storage
Multiple layers
-Get what you need for your digital content, AND what will be created in the future
-Talk to IT, they may be the ones setting you up, or may prefer a certain type of storage, figuring out funding
-Many options for storage - all storage options have pros and cons - make a decision that will fit best for you (and try to avoid flash drives/single hard drives)
-think about migration! Think about how your backups fit in with each other
-workflows for backing up content, multiple places for backups - failsafes if one is destroyed

8. 3-2-1 rule: File - Storage Have 3 copies of any valuable information
Store 2 on different types of media
Store 1 in a different geographic location
Or “rule of 3” - 3 copies total, 2 different types of media , 1 in a different geographic location, For ALL digital material marked for long term preservation

9. Versions of your Files Preservation Master files Access copies
Web Ready copies

10. Storage - People and Questions
Who do I need to talk to?
IT Department
Administration
Funders
Always structured differently -
-you will need permission to purchase equipment, help to get it set up, and ongoing management of storage solutions.
-will need to migrate, or get more storage (not just a one-time cost) -grant funding can be a part of this
-anyone have people involved that don’t fall into these buckets

11. Storage - Roles What roles are related to storage?
Anyone who has permission to edit or move access to the files
Anyone responsible for transfer of files
Whoever is in charge of content backup
(IT, Admin, any staff who are responsible for working with the files)

12. Storage - Information What do I need to know or find out?
How often content is backed up
What types of storage devices are used
Does your institution follow the rule?
How often storage devices are migrated
What risks are present in your region
-what does IT already have -our basic recommendation is the rule - does your institution have something like that or better?
-don’t want to step on anyones toes, IT/Admin may already have these covered, but if these questions are not being asked, you have to step up and get what you need for your materials

13. Storage - Policy What policy or document will relate to storage?
Digital Preservation Policy
IT department agreements
Digitization Workflows
storage is your baseline - so it will apply to a lot of policies, file structures, etc. but the main documents would be…
DPP -- the base of your pyramid.
Any conversation you have with your IT department will have an element of storage attached.
Digitization workflows --- where the in process master files will live, where will the access copies live, what will be the directory structure and who will have access to all of this stuff….

14. Communication with IT Fit your needs into what already exists
Maintain communication
Balance responsibilities
-to do this,...need to FIND OUT what already exists
- when going to get funding from outside agencies or within your own organization it is imperative have a conversation about what you organization already so any new funding can be put to the best use.
-don’t want to replicate anything!
--or duplicate work done in two separate departments
-also want to make sure all responsibilities are covered
-who is transferring/backing up?

15. DP Activities List - Storage
[Initial Activities] -Inventory existing digital content -Plan and purchase storage solutions
[Regularly] -Backup files on a regular basis
Looking back to last time, DP activities checklist - DP activities that occur, separated into WHEN you might do them. So...here are some related directly to storage

16. DP Activities List - Storage
[Less frequently] -Upgrade storage media
[Disaster] -Retrieve all content from backup systems

17. Digital Preservation in Policies
Digital Preservation Plan
Digital Preservation needs regular updates in your policies and documents
Can be one comprehensive policy, and among existing policies
-One of the TSCP goals is to have a Digital Preservation Plan (this is the storage you will get set up, the people involved, and the steps you take to make sure your files are protected and sustainable)
-While we work towards that, DP can be running through other policies.
-Don’t need to repeat word-for-word, but each policy can reinforce DP goals.
-Keep Digital Preservation as a top priority
-Example - collections policy (what types of digital files you accept)
-Example - access and use policy (access copies)

18. Space calculators! Video - Digital Rebellion Audio - The Audio Archive
Photograph - NAU
Paper - simple Cornell equation
Use these links to estimate storage of digital files

19. Storage Media external hard drives flash drives RAID hard drive array
cloud storage
LTO Tape
Network Attached Storage
hosted storage
Alex - Briefly define each in order (of sheet) - discuss pros and cons of each (walk cohort through, supplying advice when asked)
Split into 3 groups

20. Example - Disaster Zones
Eastern Washington Threats
Wild fires
Winter storms/power outages
Flooding
Earthquakes
Volcanos!
What threats are present in your geographic area?

21. Discuss: Your Institutions
What is your current storage setup?
Based on the new information and activity, is there anything you want to change?
Who do you need to talk to to make changes?
Thought questions to consider and talk over with others in your institution

22. 3-3-3 Digital Storage Action Plan
Fill out worksheet
People
What you know
What to find out/accomplish