CUWL June 3, 2016 Digital Preservation Outreach and Education (DPOE) Managing Digital Content over Time: Store Module
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CUWL
June 3, 2016
Digital Preservation Outreach and Education (DPOE)
Managing Digital Content over Time:
Store Module
Modules
DPOE Baseline Modules: Intro, version 2.0, Nov 2011
Select - what portion of that content will be preserved?
Identify - what digital content do you have?
Store - what issues are there for long term storage?
Protect - what steps are needed to protect your digital content?
Manage - what provisions are needed for long-term management?
Provide - what considerations are there for long-term access?
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identify
select
store
protect
manage
provide
DPOE Baseline Modules
3
Key Decision Points
• How are you going to organize it?
• What are you going to store it on?
• Where are you going to store it?
• How many copies do you need?
4
File Naming
• Why is this important?
– To prevent accidental
overwriting
– To help you find it again
Train Wreck Image ID: WHi-2011
• Do t use spe ial hara ters i your file/folder titles ^ <>|?\ / : @ * &) Just because you CAN does ’t ea you SHOULD
5
File Naming
• Keep folder / document titles short and descriptive
• Date your documents consistently
– yyyymmdd_brieftitle.xxx
• Clearly label drafts and revisions
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Examples
• Good
20070113_ExecutiveBoardMinutes.doc
2006_AnnualBudget_FINAL.doc
• Not so good: April Minutes.doc 04 minutes.doc Board minutes.doc Draftminutes.doc
7
File Management
• Store similar digital items together – Co-locate in a central location
• Do t ury ite s i ultiple le els
• Get rid of easy-to-purge items – Rescued or recovered documents
– Empty file folders
– ~.tmp files
8
File Management
• Make decisions about what NOT to keep – File backups/copies/drafts
– Supplementary files that provide no additional long-term
value
– Corrupted files
– Certain file formats
• Leave breadcrumbs
• Deter i e hat you do t k o
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Document Your Decisions
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Tools
Guitar Maker's Shop
Image ID: WHi-27234
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Remove Empty Directories
The application searches and deletes empty
directories recursively below a given start
folder and shows the result in a well arranged
tree
http://sourceforge.net/projects/rem-empty-
dir/files/latest/download?source=files
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Remove Duplicate Files
• Auslogics Duplicate File Finder
http://www.auslogics.com/en/software/duplicate-file-finder/
• Similar Images
http://similarimages.en.softonic.com/
• VisiPics
http://www.visipics.info/index.php?title=Main_Page
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Auslogics Duplicate File Finder
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Select Search Criteria
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Select More Search Criteria
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Select Delete Criteria
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Rename Your Files
• Advanced Renamer https://www.advancedrenamer.com
Advanced Renamer is a free program for renaming multiple
files and folders at once.
You can construct new file names by adding, removing,
replacing, changing case, or giving the file a brand new name
based on known information about the file.
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Do u e t Your De isio s….
Create a documents standardizing your:
• File naming conventions
• Folder organization
• Acceptable formats
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Well-managed Collections
Well-managed status makes preservation easier
Sample characteristics of well-managed:
• Basic information about each deposit
• Minimal metadata for objects
• Common (or normalized) file formats
• Controlled and known storage of content
• Multiple copies in at least 2 locations
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Purpose of Metadata
Information that helps to....
- find,
- use,
- describe,
- manage, and
- understand
... Your digital content
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Importance of Metadata
• How do you know what an object is?
− Metadata uniquely identifies digital objects
• How do you use content in the future?
– Metadata makes digital objects understandable
• How do you know an object is authentic?
– Metadata allows objects to be traced over time
Metadata enables long-term preservation
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Metadata uniquely identifies digital
objects
Unique Identifiers can also store descriptive data
EX: MFM121587
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Metadata makes digital objects
understandable for the future
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How do you know an object is
authentic?
One-Way Encryption b43efderwkl3jh7834
In 2004,
One-Way Encryption 845kjsnlkdrkjhndgiu5
But in 2010
Different hash means the file has changed
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Preservation Metadata Content (what), Fixity (unchanged), Provenance (life story),
Reference (this thing), Context (relationships)
Administrative
(manage) Structural
(understand, use)
Descriptive
(find, use)
Object-level Metadata
Diagram courtesy DPM Workshops
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Archival Metadata s Goals
Content: preserve the substance
Fixity: demonstrate content is unchanged
Reference: identify as this content and no other
Provenance: trace to its origin (or to deposit)
Context: preserve linkages with other objects
Original source: Preserving Digital Information Report, 1996
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Key Decision Points
• How are you going to organize it?
• What are you going to store it on?
• Where are you going to store it?
• How many copies do you need?
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What Drives Storage Decisions?
• Immediate Costs
– Quantity (size and number of files)
– Number of copies
– Media (life span, availability, $$)
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What Drives Storage Decisions?
• Other resources
– Expertise (skills required to manage)
– Services (local vs. hosted)
– Partners (achieving geographic distribution)
• Institutional constraints (e.g., legal restrictions)
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Archival Storage
Archival storage manages content as Digital
Objects
Digital content (files + metadata = object)
•May include any type of content
– e.g., images, text, sound, video, maps
•Requires some identification and description
– Captured as metadata
33
Archival Storage ≠ Ba kup
Backups keep your computer
working and files safe Archival Storage keeps the
content accessible for future
computers and users
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What akes it Ar hi al storage?
• Your storage system may include any type of
content
– e.g., images, text, sound, video, maps
• Requires some identification and description
– Captured as metadata
• Reliable, long-term bit preservation
• Needs at least two copies in at least two places
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Storage Options
• Content (objects) are kept on storage media
– online, near-line, offline, cloud
• Factors for choosing options include
– Cost (available resources for preservation)
– Quantity (size and number of files)
– Expertise (skills required to manage)
– Partners (achieving geographic distribution)
– Services (outsourcing)
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Online Storage
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Near and Offline Storage
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Other Storage Options
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Key Decision Points
• How are you going to organize it?
• What are you going to store it on?
• Where are you going to store it?
• How many copies do you need?
40
Storage options
Locally • You will manage everything in-house
Storage partners • DuraCloud
• Other institutions
Large commercial options • Google Drive
• Amazon Simple Storage Service (S3)
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The ostly Good…..
Responsibilities and costs are transferred to the
other entity • Installation / replacement / upgrades of hardware and
software
• Backup and recovery of data are part of the package
• No local physical presence (valuable space)
• No local environmental requirements (power or cooling costs)
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The (potentially) Bad
There are pote tial disad a tages ho e er….. • Can records be managed correctly throughout their entire
lifecycle?
• Can it support Open Records requests?
• Security concerns
• Do you know where your data is?
• Accessibility – ore poi ts of failure he the data is remote
• Costs for accessing data can be high
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Resources
State of Wisconsin Public Records Board has created two
documents which can be found at:
http://publicrecordsboard.wi.gov/docs_all.asp?locid=165
• Public Records Board Guidance on the Use of Contractors
for Records Management Services
• Use of Contractors for Records Management Services
(Both docs are in the Reference Materials section)
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Repository Selection
If you decide to use (build, join, buy) a repository
•Range of types to consider:
– general (any content) to specialized (format-
specific)
– open source to proprietary
– easy to advanced installation and management
•Each option has pros and cons
•No system is fully compliant to standards
Select best option for your content – for now
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Key Decision Points
• How are you going to organize it?
• What are you going to store it on?
• Where are you going to store it?
• How many copies do you need?
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Number of Copies
How many copies are enough for you?
• Minimum: two (2) copies in two location
• Additional copies in additional locations
mitigate risk
Examples of storage factors:
• Video files are too large to store 6 copies
• Possible legal restrictions (e.g., storage locations)
• Types of media used for storing the content 47
Store – To Do List
Digital preservation requires an organization to:
• Develop a storage management policy
– E.g., number of copies, locations, fixity means
– Technical team roster and stakeholder list
• If you opt to manage your own content
• Determine functional requirements for storage system
• Monitor copies of content for errors/change
• Plan for storage system replacement
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Store – To Do List
•If you decide to let someone else manage your
content • Specify storage service or partner agreements
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Questions?
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