1. LIFE 2 LIFE2 Conference The Life Model Paul Wheatley Digital Preservation Manager The British Library

2. LIFE 2 2 Summary and aims Summary Introduction to the LIFE Model and a recap of LIFE Model v1.0 Development of the LIFE Model v1.1 Looking ahead to LIFE Model v2.0 Scope of lifecycle costs and aims of costing LIFE Methodology Generic Preservation Model Future work: LIFE3? Aims: Summarise recent developments in the LIFE approach and costing tools Provide a foundation for the Case Study discussions later today Highlight some outstanding issues for discussion and debate

3. LIFE 2 3 Introducing the LIFE Model Map of the digital lifecycle Standard way of representing the key functions in a lifecycle Mappings required from each unique lifecycle to the LIFE Model Provides sufficient detail to enable useful analysis of lifecycles Remains broadly high level to ensure relevance across different lifecycles and content types Enables like with like comparison between different lifecycles

4. LIFE 2 4 LIFE Model v1.0 AcquisitionIngestMetadataAccessStoragePreservation SelectionQACharacterisation Reference linking Bit-stream storage costs Technology watch IPRDepositDescriptiveUser support Preservation tool cost Licensing Holdings update Administrative Access Mechanism Preservation metadata Ordering and invoicing Preservation action Obtaining Quality assurance Check-in Lifecycle Stage Lifecycle Elements

5. LIFE 2 5 Reviewing and refining the Model Feedback from a variety of sources: Feedback from the LIFE1 Conference Results of LIFE1 Case Studies Feedback from third parties Review by independent economics consultant Mappings to related standards (OAIS, DRAMBORA, Cedars) Internal review and production of LIFE Model v1.1 (Nov 07) Further comment and feedback: Feedback from LIFE2 Conference Results of LIFE2 Case Studies Feedback from third parties Other lifecycle work (DCC Lifecycle Model, Keeping Research Data Safe JISC Study) Production LIFE Model v2.0 (August 08)

6. LIFE 2 6 Developing the LIFE Stages Access Content Preservation Bit-stream Preservation Metadata Creation IngestAcquisition Creation or Purchase PreservationStorageAccessMetadataIngestAcquisition LIFE Model V1.0 LIFE Model V1.1

7. LIFE 2 7 LIFE Model v1.1: Stages and Elements Check-in InspectionObtaining Backup Reference Linking Ordering & Invoicing.... User Support Refreshment Metadata Extraction Holdings Update IPR & Licensing.... Access Control Storage Provision Metadata Creation Deposit Submission Agreement.... Access Provision Repository Admin Re-use Existing Metadata Quality Assurance Selection.... Lifecycle Elements Access Re-ingest Preservation Action Preservation Planning Preservation Watch Content Preservation Bit-stream Preservation Metadata Creation IngestAcquisition Creation or Purchase Lifecycle Stage

8. LIFE 2 8 LIFE Model v1.1: Sub-elements Ensuring the Model is clear and unambiguous to apply: Detailed definitions Sub-element descriptions Sub-elements are suggested functions or activities only Sub-elements of Quality AssuranceExplanation / notes QA Policy (policy/procedure) Description of quality requirements and required mitigation actions should quality requirements not be met. Policy for sampling of objects for QA (if appropriate) QA Characterisation (action) Characterisation of the digital object. Identification of file format, and assessment of whether the object is valid, well formed, and/or renders correctly with current access software Content Examination (action) Assessment of whether the content of the digital object is of an expected, agreed or sufficient level of quality. Typically, a manual process on a sample of the ingested objects Mitigation (action) Action to mitigate quality issues (might include virus cleaning or re- ordering or obtaining the digital object) QA Metadata (metadata)Record QA metadata

9. LIFE 2 9 Reference Linking Disposal LIFE Model v1.1 to 2.0 – key issues to resolve Check-in InspectionObtaining Backup Holdings Update Ordering & Invoicing.... User Support Refreshment Metadata Extraction Deposit IPR & Licensing.... Access Control Storage Provision Metadata Creation Scoping, Reqs, Repair Submission Agreement.... Access Provision Repository Admin Re-use Existing Metadata Quality Assurance Selection.... Lifecycle Elements Access Re-ingest Preservation Action Preservation Planning Preservation Watch Content Preservation Bit-stream Preservation Metadata Creation IngestAcquisition Creation or Purchase Lifecycle Stage Scoping, Reqs, Repair Metadata Extraction Metadata Creation Re-use Existing Metadata Metadata Creation Disposal

10. LIFE 2 10 Scope: Lifecycle or none-Lifecycle cost? LIFE1: concept implicit but not explicit Lifecycle costs are directly related to functions applied to the content considered in a particular lifecycle. Eg: Purchase of content Deposit of content into a digital repository Quality assurance of the content Preservation action to migrate from one file format to another Non-Lifecycle costs are supporting functions or miscellaneous costs not directly related to lifecycle activities. Eg: Management Repository software Electricity costs Buildings/accomodation costs How do we define this scope?

11. LIFE 2 11 Aim of costing digital preservation activity Assessment of the various practical aims or purposes of costing digital preservation activity Assessment of the usefulness of costing approaches for each aim Two key approaches considered: Audit: a top down assessment of all infrastructure, staff and other costs associated with a digital repository. As demonstrated by the Dutch National Archives, Digitale Bewaring Project, http://www.digitaleduurzaamheid.nl/bibliotheek/docs/CoDPv1.pdf http://www.digitaleduurzaamheid.nl/bibliotheek/docs/CoDPv1.pdf Lifecycle Costing: a bottom-up lifecycle costing of activities relating to a particular content stream. As demonstrated by the LIFE Project, http://www.life.ac.uk http://www.life.ac.uk Results useful for: informing adopters of where each approach will be useful decision making on scope of lifecycle and non-lifecycle costs

12. LIFE 2 12 Costing approaches vs aims Costing AimCosting approach AuditLifecycle Costing Cost of new repository Complete cost of existing repository Repository running cost Cost of new content stream Evaluate efficiency of a content stream Impact of new tool or process change Comparison of analogue and digital Plan for recurrent preservation activities Useful approach Difficult to achieve aim with this approach Probable useful approach / some uncertainty / lack of evidence

13. LIFE 2 13 Methodology A clearly defined step by step approach to costing a lifecycle Provides guidance on how the LIFE Model should be applied Standard approach to ensure consistency between studies of different lifecycles Key aspects include: Developing a process flow diagram Mapping to the LIFE Model Assessing function/activity costs Scope of lifecycle and non-lifecycle costs Assessing recurrent and non-recurrent costs Generating estimates of future lifecycle costs The Methodology will be published end of August 08

14. LIFE 2 14 Generic Preservation Model No data available to assess in LIFE1 Case Studies Generic Preservation Model created to estimate the costs of Content Preservation Review conducted to refine, fix known issues and incorporate feedback from LIFE1 Conference (May/June 08) Review by experts group led by Chris Rusbridge Generic Preservation Model V2.0 to be released at the end of the Project Basic Content Profile Predicted Lifecycle Cost Cost Estimation Tool Organisational policy

15. LIFE 2 15 Looking ahead: LIFE3? Access Content Preservation Bit-stream Preservation Metadata Creation IngestAcquisition Creation or Purchase Estimative models for each stage of the lifecycle

16. LIFE 2 16 Questions...? www.life.ac.uk Paul Wheatley Digital Preservation Manager The British Library paul.wheatley@bl.uk