1 A journey of a thousand miles A journey of a thousand miles begins with a single step. begins with a single step. Chris Erickson Chris Erickson 2004 2004 Chinese Proverb Chinese Proverb
Dec 28, 2015
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A journey of a thousand miles A journey of a thousand miles begins with a single step.begins with a single step.
Chris EricksonChris Erickson 2004 2004
Chinese ProverbChinese Proverb
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Digital PreservationDigital Preservation
What are we doing?What are we doing?
Where are we going?Where are we going? How do we get How do we get
there?there?
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What Are We Doing What Are We Doing Today?Today?
Computer Backups on various mediaComputer Backups on various media Individual responsibility for digital dataIndividual responsibility for digital data Paper and microfilm records Paper and microfilm records
managementmanagement
No coordinated digital preservationNo coordinated digital preservation Concerns:Concerns:
Records & research being lostRecords & research being lost High cost of storage, managing digital dataHigh cost of storage, managing digital data Short digital media lifespanShort digital media lifespan
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Where Are We Going?Where Are We Going?
Accept responsibility for digital Accept responsibility for digital preservationpreservation
Evaluate the current processesEvaluate the current processes Create a plan for the futureCreate a plan for the future Inventory our collectionsInventory our collections Implement our planImplement our plan Evaluate our effortsEvaluate our efforts Continue onContinue on
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Digital Preservation Digital Preservation MissionMission
TTo preserve and maintain o preserve and maintain readability and accessibility readability and accessibility
for all selected digital for all selected digital materials produced materials produced
within or acquired by within or acquired by Brigham Young
University
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What is Digital What is Digital Preservation?Preservation?
DDigital preservation refers to the igital preservation refers to the
seriesseries of of managed activitiesmanaged activities necessary to ensurenecessary to ensure continued continued access to and preservation ofaccess to and preservation of digital materials.digital materials.Kelly Russell. Digital
Preservation and the Cedars Project Experience. 2000.
DDigital preservation is a continuous obligation
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Preservation ActivitiesPreservation Activities
1.1. Organizational and structuralOrganizational and structural
2.2. Technical infrastructure Technical infrastructure
Ongoing financial supportOngoing financial support Legal and rights managementLegal and rights management Lifecycle ManagementLifecycle Management Personnel and training Personnel and training
opportunitiesopportunities Integration with other Integration with other
institutionsinstitutions
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Structural ActivitiesStructural Activities Organizational and structural Organizational and structural
Identify the current structureIdentify the current structureEstablish preservation processesEstablish preservation processesCreate a ‘Needs Inventory’Create a ‘Needs Inventory’
Technical infrastructure Technical infrastructure Safe digital storage facilitySafe digital storage facilityRepository: Documentum, DSpaceRepository: Documentum, DSpaceHardware, software, mediaHardware, software, mediaQuality control and verificationQuality control and verificationDescription / MetadataDescription / MetadataBest practicesBest practicesUser AccessUser Access
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Preservation ProjectsPreservation Projects
Institutional Repository (DSpace)Institutional Repository (DSpace) QualityQuality AssuranceAssurance andand StorageStorage SpecialSpecial CollectionsCollections RepositoryRepository Audio /Audio / Visual PreservationVisual Preservation PeriodicalsPeriodicals (LOCKSS)(LOCKSS) EmailEmail PreservationPreservation DigitalDigital ImagesImages
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Theory of Digital Theory of Digital PreservationPreservation
Establishing A Digital Preservation Establishing A Digital Preservation ModelModel FollowFollow Applicable Applicable International International
StandardsStandards Allow Interaction Between Allow Interaction Between
OrganizationsOrganizations Be Sustainable For Future GenerationsBe Sustainable For Future Generations Preserve Readability and AccessibilityPreserve Readability and Accessibility
Follow Established Best PracticesFollow Established Best Practices Support Goals of UniversitySupport Goals of University
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Acquire Archive Access
RemoteStorage
PreservationPlanning
Adapted from http://www.dlib.org/dlib/july04/beagrie/07beagrie.html
Simplified Model forSimplified Model forAccess and PreservationAccess and Preservation
Administer
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OAIS Functional ModelOAIS Functional Model
Reference Model for an Open Archival Information System (OAIS)
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Ingest ActivitiesIngest Activities
Accepts content from producersAccepts content from producers Packages contents: storage, preservation, Packages contents: storage, preservation,
accessaccess Based on formatting standards, metadata Based on formatting standards, metadata
templatestemplates Extract data for inclusion in archive databaseExtract data for inclusion in archive database
Performs quality assurance testingPerforms quality assurance testing Coordinates information updatesCoordinates information updates
Archival StorageArchival Storage Data ManagementData Management
Generates reportsGenerates reports
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Data Management Data Management ActivitiesActivities
Administers the archive databaseAdministers the archive database Maintain schema and definitionsMaintain schema and definitions
Performs database updatesPerforms database updates Performs data management queriesPerforms data management queries Provides management reportsProvides management reports
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Archival Storage Archival Storage ActivitiesActivities
Adds archival packages to permanent Adds archival packages to permanent storagestorage
Manages the archival storageManages the archival storage Refreshes archival media and Refreshes archival media and
metadatametadata Performs error checking on itemsPerforms error checking on items Provides disaster recovery capabilitiesProvides disaster recovery capabilities Provides items to fill Access requestsProvides items to fill Access requests
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Administration ActivitiesAdministration Activities
Provides for overall archive operationsProvides for overall archive operations Solicits and negotiates submission Solicits and negotiates submission
agreementsagreements Audits & ensures submissions meet standardsAudits & ensures submissions meet standards Monitors and improves archive operationsMonitors and improves archive operations Maintains system configurationMaintains system configuration Establishes archive standards, policies, Establishes archive standards, policies,
servicesservices Inventories/reports on contentsInventories/reports on contents Migrates archive contentsMigrates archive contents
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Preservation Planning Preservation Planning ActivitiesActivities
Ensures information remains accessibleEnsures information remains accessible Evaluates archive contents, recommend Evaluates archive contents, recommend
updatesupdates Recommends & develops standards, Recommends & develops standards,
policies policies Monitors technology environment changesMonitors technology environment changes Develops migration plans, prototypes, test Develops migration plans, prototypes, test
plansplans Designs Designs // assists with info package assists with info package
templatestemplates
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Access ActivitiesAccess Activities
Helps users determine Helps users determine information availableinformation available
Coordinates information requestsCoordinates information requests Applies controls and access limitsApplies controls and access limits Generates and delivers responsesGenerates and delivers responses Ensures user satisfactionEnsures user satisfaction
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Information PackagesInformation Packages
Submission Information Package (SIP)Submission Information Package (SIP) Producer Producer ArchiveArchive Accepted FormatsAccepted Formats
Archival Information Package (AIP)Archival Information Package (AIP) Internal StorageInternal Storage Standardized Format(s)Standardized Format(s)
Distribution Information Package (DIP)Distribution Information Package (DIP) Archive Archive UserUser Output FormatOutput Format
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Package StructurePackage Structure Content Information and Digital ObjectContent Information and Digital Object Preservation Description InformationPreservation Description Information Description / Packaging InformationDescription / Packaging Information
Preservation Description : : Metadata for Metadata for Provenance, Context, Provenance, Context, Reference, and FixityReference, and Fixity
Content Information
(Object)
Preservation DescriptionInformation
Packaging Information
DescriptionInformation about the package
Content Information: : The digital The digital object and any and any information needed to make it needed to make it understandable, understandable, especially Technical especially Technical and Administrative and Administrative Metadata
Description Information: : Discovery about the Discovery about the packagepackage
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Technical MetadataTechnical Metadata Content InformationContent Information
File DescriptionAccess File formatsTechnical SpecificationsStructural Type
Type of objectPreservation process informationReference list of possible types
Infrastructure of Complex ObjectsEnumerate ComponentsManage component partsManage inter-relationships
Install RequirementsSpecial ProceduresUser Instructions Dependencies
Others . . .
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Preservation MetadataPreservation Metadata Preservation Descriptive InformationPreservation Descriptive Information
ReferenceBibliographic DescriptionPersistent Identifier
ProvenancePoint to master objectPreservation process information
ContextPointers to related documents in original environment at time of publication
FixityAuthenticity indicatorDigital SignatureChecksum
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Practical Digital Practical Digital PreservationPreservation
How Do We Get There?How Do We Get There?
Changing Theory
Into Practice
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BBYU YU EElectronic lectronic AArchival rchival MManagement anagement SSystemystem
Administration - Legal - Archives - Records Management - O I T - Digital Preservation
Administration of Archive System
FFAACCUULLTTYY
University Records Committee
Selection &Acquisition
User Access
DataManagement
Archives /Storage
Metadata SSTTUUDDEENNTTSS
Faculty Research Publications
Curriculum content KBYU Media
ISPART University Records
Digital Library . . . Others
Processing Testing
BYU Provo - BYU Idaho - BYU Hawaii - CES - LDS Business College
Church Office BuildingModeled on OAIS Standard
Preservation Research and Planning
&&
DescriptiveInfo
DistributionInfo
ArchivalInfo
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BBYU YU EElectronic lectronic AArchival rchival MManagement anagement SSystemystem
Administration - Legal - Archives - Records Management - O I T - Digital Preservation
Administration of Archive SystemAdministration of Archive System
FFAACCUULLTTYY
University Records Committee
Selection &Selection &AcquisitionAcquisition
User User AccessAccess
DataDataManagementManagement
Archives /Archives /StorageStorage
MetadataMetadata SSTTUUDDEENNTTSS
EmailEmailDocumentsDocumentsDatabasesDatabases
ImagesImagesAudio VisualAudio Visual
CurriculumCurriculum
Processing Processing TestingTesting
BYU Provo - BYU Idaho - BYU Hawaii - CES - LDS Business CollegeBYU Provo - BYU Idaho - BYU Hawaii - CES - LDS Business College
Church Office BuildingChurch Office BuildingModeled on OAIS Standard
Preservation Research and PlanningPreservation Research and Planning
&&
DescriptiveDescriptiveInfoInfo
DistributionDistributionInfoInfo
ArchivalArchivalInfoInfo
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BBYU YU EElectronic lectronic AArchival rchival MManagement anagement SSystemystem
Administration - Legal - Archives - Records Management - O I T - Digital Preservation Administration - Legal - Archives - Records Management - O I T - Digital Preservation
Administration of Archive SystemAdministration of Archive System
FFAACCUULLTTYY
University Records CommitteeUniversity Records Committee
Selection &Selection &AcquisitionAcquisition
User User AccessAccess
DataDataManagementManagement
Archives /Archives /StorageStorage
MetadataMetadata SSTTUUDDEENNTTSS
EmailEmailDocumentsDocumentsDatabasesDatabases
ImagesImagesAudio VisualAudio Visual
CurriculumCurriculum
Processing Processing TestingTesting
BYU Provo - BYU Idaho - BYU Hawaii - CES - LDS Business CollegeBYU Provo - BYU Idaho - BYU Hawaii - CES - LDS Business College
Church Office BuildingChurch Office BuildingModeled on OAIS Standard
Preservation Research and PlanningPreservation Research and Planning
&&
DescriptiveDescriptiveInfoInfo
DistributionDistributionInfoInfo
ArchivalArchivalInfoInfo
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OAIS Functional ModelOAIS Functional ModelActivitiesActivities
Administration
Ingest Access
DataManagement
ArchivalStorage
Producers
Preservation Planning
Consumers
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BBYU YU EElectronic lectronic AArchival rchival MManagement anagement SSystemystem
Administration - Legal - Archives - Records Management - O I T - Digital Preservation Administration - Legal - Archives - Records Management - O I T - Digital Preservation
Administration of Archive SystemAdministration of Archive System
FFAACCUULLTTYY
University Records CommitteeUniversity Records Committee
Selection &Selection &AcquisitionAcquisition
User User AccessAccess
DataDataManagementManagement
Archives /Archives /StorageStorage
MetadataMetadata SSTTUUDDEENNTTSS
Processing Processing TestingTesting
BYU Provo - BYU Idaho - BYU Hawaii - CES - LDS Business CollegeBYU Provo - BYU Idaho - BYU Hawaii - CES - LDS Business College
Church Office BuildingChurch Office BuildingModeled on OAIS Standard
Preservation Research and PlanningPreservation Research and Planning
&&
DescriptiveDescriptiveInfoInfo
DistributionDistributionInfoInfo
ArchivalArchivalInfoInfo
Selection &Acquisition
Metadata
Faculty Research Publications
Curriculum content KBYU Media
ISPART University Records
. . . Others
ArchivalInfo
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BBYU YU EElectronic lectronic AArchival rchival MManagement anagement SSystemystem
Administration - Legal - Archives - Records Management - O I T - Digital Preservation Administration - Legal - Archives - Records Management - O I T - Digital Preservation
Administration of Archive SystemAdministration of Archive System
FFAACCUULLTTYY
University Records CommitteeUniversity Records Committee
Selection &Selection &AcquisitionAcquisition
User User AccessAccess
MetadataMetadata SSTTUUDDEENNTTSS
EmailEmailDocumentsDocumentsDatabasesDatabases
ImagesImagesAudio VisualAudio Visual
CurriculumCurriculum
BYU Provo - BYU Idaho - BYU Hawaii - CES - LDS Business CollegeBYU Provo - BYU Idaho - BYU Hawaii - CES - LDS Business College
Church Office BuildingChurch Office BuildingModeled on OAIS Standard
Preservation Research and PlanningPreservation Research and Planning
&&
DescriptiveDescriptiveInfoInfo
DistributionDistributionInfoInfo
ArchivalArchivalInfoInfo
DataManagement
Archives /Storage
Processing Processing TestingTesting
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BBYU YU EElectronic lectronic AArchival rchival MManagement anagement SSystemystem
Administration - Legal - Archives - Records Management - O I T - Digital Preservation Administration - Legal - Archives - Records Management - O I T - Digital Preservation
Administration of Archive SystemAdministration of Archive System
FFAACCUULLTTYY
University Records CommitteeUniversity Records Committee
Selection &Selection &AcquisitionAcquisition
User User AccessAccess
DataDataManagementManagement
Archives /Archives /StorageStorage
MetadataMetadataSSTTUUDDEENNTTSS
EmailEmailDocumentsDocumentsDatabasesDatabases
ImagesImagesAudio VisualAudio Visual
CurriculumCurriculum
Processing Processing TestingTesting
BYU Provo - BYU Idaho - BYU Hawaii - CES - LDS Business CollegeBYU Provo - BYU Idaho - BYU Hawaii - CES - LDS Business College
Church Office BuildingChurch Office BuildingModeled on OAIS Standard
Preservation Research and PlanningPreservation Research and Planning
&&
DescriptiveDescriptiveInfoInfo
DistributionDistributionInfoInfo
ArchivalArchivalInfoInfo
FFAACCUULLTTYY
User Access
SSTTUUDDEENNTTSS&&
DescriptiveInfo
DistributionInfo
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BBYU YU EElectronic lectronic AArchival rchival MManagement anagement SSystemystem
Administration - Legal - Archives - Records Management - O I T - Digital Preservation Administration - Legal - Archives - Records Management - O I T - Digital Preservation
Administration of Archive SystemAdministration of Archive System
FFAACCUULLTTYY
University Records CommitteeUniversity Records Committee
Selection &Selection &AcquisitionAcquisition
User User AccessAccess
DataDataManagementManagement
Archives /Archives /StorageStorage
MetadataMetadata SSTTUUDDEENNTTSS
EmailEmailDocumentsDocumentsDatabasesDatabases
ImagesImagesAudio VisualAudio Visual
CurriculumCurriculum
Processing Processing TestingTesting
BYU Provo - BYU Idaho - BYU Hawaii - CES - LDS Business CollegeBYU Provo - BYU Idaho - BYU Hawaii - CES - LDS Business College
Church Office BuildingChurch Office BuildingModeled on OAIS Standard
Preservation Research and PlanningPreservation Research and Planning
&&
DescriptiveDescriptiveInfoInfo
DistributionDistributionInfoInfo
ArchivalArchivalInfoInfo
Administration of Archive System
University Records Committee
Preservation Research and Planning
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Ingest ProcessIngest Process
Metadata
Dublin CoreFile typeTechnical detailsOwnerCopyrightRetention
File to Preserve
ReceiveDigital
File
Generate DescriptionInformation
Quality Assurance
Validation Key / Checksum
GeneratePackage
SIP
AIP
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Data & Archive Storage Data & Archive Storage ProcessesProcesses
ManagingStorageSystem
CD / DVDArchive
Generate Reports
Archive Server
Disaster Recovery
Archive mirror
TapeBackup
ManageCDs / DVDs
FormatAttachments
AIP
Requests
Results
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Access ProcessAccess Process
Resource
DescriptionCopyrightUser info
Attachment(s)
Generate Information
Request
Discovery
Tools
AccessControls
GenerateDistribution
Packet
UserRequests
Requests
Results
DIP
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Administration & Administration & Planning Planning ProcessProcess
ArchiveAdministra
tion
Producer
Management
DataManagement
Ingest
ConsumerAccess
ArchivalStorage
PreservationPlanning
SystemServices
GoalsReports
Policies
Status Requests
Budget Policies
Requests
Policies
Statistics
Templates
Recommendations
Migration
Dataformatting
Audit report
InformationPackagesSubmission
Agreements
Access Rights
Reports
OS and NetworkServices
Standards
Reports
Billing requests
Metadata
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BBYU YU EElectronic lectronic AArchival rchival MManagement anagement SSystemystem
Administration - Legal - Archives - Records Management - O I T - Digital Preservation
Administration of Archive System
FFAACCUULLTTYY
University Records Committee
Selection &Acquisition
ControlledUser
Access
DataManagement
Archives /Storage
Metadata SSTTUUDDEENNTTSS
Faculty Research Publications
Curriculum content KBYU Media
ISPART University Records
. . . Others
Processing Testing
BYU Provo - BYU Idaho - BYU Hawaii - CES - LDS Business College
Church Office BuildingModeled on OAIS Standard
Digital Preservation Research and Planning
&&
DescriptiveInfo
DistributionInfo
ArchivalInfoSubmit
Info
AccessControls
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BYU BYU HHarold arold BB LLee ee LLibrary Acquisition ibrary Acquisition SystemSystem
Administration - Legal - Archives - Records Management - O I T - Academic Departments
LAO & Department Chairs
FFAACCUULLTTYY
University Administration
AcquisitionsReceiving
LibraryCatalog
SIRSILIS Dept
Shelving
AACR2MARC
SSTTUUDDEENNTTSS
Book VendorsSerial VendorsGift Donations GPO DepositDissertations
Theses . . . Others
Processing Labeling
BYU Provo - BYU Idaho - BYU Hawaii - CES - LDS Business College
Church Office BuildingModeled on OAIS Standard
Preservation Team
&&
AccessServices
CirculationCataloging
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Brigham Young University Library Brigham Young University Library SystemSystem
Administration - Legal - Archives - Records Management - O I T - Information Preservation
Administration of Information System
FFAACCUULLTTYY
University Administration
Selection &Acquisition
User Access
LIS / DataManagement
Archives /Shelving
Standards Metadata
SSTTUUDDEENNTTSS
Book/Serial VendorsDeposit / Donations
Faculty Research Curriculum content
KBYU Media ISPART
Campus Depts University Records
StudentsUALC
Data vendorsCES Institutions
. . . Others
Processing Testing
BYU Provo - BYU Idaho - BYU Hawaii - CES - LDS Business College
Church Office BuildingModeled on OAIS Standard
Preservation Research and Planning
&&
AccessServices
DistributionInfo
Cataloging
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Preservation Pilot Preservation Pilot ProjectProject
GoalsGoals Test Preservation Model and Test Preservation Model and
AssumptionsAssumptions Obtain Information about ProcessesObtain Information about Processes Identify Our Preservation ‘Partners’Identify Our Preservation ‘Partners’ Create Process DocumentationCreate Process Documentation Select a Platform and ToolsSelect a Platform and Tools EstablishEstablish Storage Storage FacilityFacility Determine Other NeedsDetermine Other Needs
41
BBYU YU EElectronic lectronic AArchival rchival MManagement anagement SSystem - Pilotystem - Pilot
Administration - Legal - Archives - Records Management - O I T - Digital Preservation
Administration of Archive System
FFAACCUULLTTYY
University Records Committee
Selection &Acquisition
User Access
DataManagement
Archives /Storage
Metadata SSTTUUDDEENNTTSS
Faculty Research Publications
Curriculum content KBYU Media
ISPART University Records
. . . Others
Processing Testing
BYU Provo - BYU Idaho - BYU Hawaii - CES - LDS Business College
Church Office BuildingModeled on OAIS Standard
Preservation Research and Planning
&&
DescriptiveInfo
DistributionInfo
ArchivalInfo
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Preservation Pilot Preservation Pilot ProjectProject
Test EnvironmentTest Environment ImagesImages DocumentsDocuments Audio / VisualAudio / Visual Learning ObjectsLearning Objects
Create Preservation Create Preservation DocumentationDocumentation PreservationPreservation MetadataMetadata StandardStandard Preservation Process GuidelinesPreservation Process Guidelines Storage and Format GuidelinesStorage and Format Guidelines Preservation Scope GuidelinesPreservation Scope Guidelines
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Preservation Pilot Preservation Pilot ProjectProject
Integrate Optical Writers / AnalyzersIntegrate Optical Writers / Analyzers Migration ToolsMigration Tools Involve Other InstitutionsInvolve Other Institutions Manual vs. Automated ProcessesManual vs. Automated Processes Library AwarenessLibrary Awareness
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First StepsFirst Steps
Identify core and extended teamsIdentify core and extended teams Implement project planning guidelinesImplement project planning guidelines Involve Cataloging in Metadata projectInvolve Cataloging in Metadata project Increase Library awarenessIncrease Library awareness
Web siteWeb site NewsletterNewsletter Town meetingsTown meetings Weekly ReadingsWeekly Readings Training & EducationTraining & Education
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Preservation Web SitePreservation Web Site
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"Today is ... "Today is ... a day to look to our a day to look to our future"future"
Used with permission of President Samuelson
President Cecil O. SamuelsonPresident Cecil O. SamuelsonInaugural AddressInaugural Address
The FutureThe Futureat a Time at a Time
One StepOne Step
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© Chris Erickson© Chris EricksonBrigham Young University Brigham Young University
20042004
[email protected][email protected]
Questions?Questions?