What is a Policy A course or principle of action adopted or proposed by an organisation or individual OED Written representation of the aims and objectives Sets the environment for all other activities ID: 1018276
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1. Writing a Digital Preservation Policy
2. What is a Policy?“A course or principle of action adopted or proposed by an organisation or individual” (OED)Written representation of the aims and objectivesSets the environment for all other activities Framework for Business Plan/StrategyInfluenced by many things: environmental, political, technical, financial and legal issues Should be flexible and subject to regular reviewDifficult to make policy in new & developing areas
3. What is a Digital Preservation Policy?A digital preservation policy is the mandate for an archive to support the preservation of digital records through a structured and managed digital preservation strategyThe National ArchivesA digital preservation policy facilitates the effective management of the digital records ensuring the organisation is able to carry out its mandated functionsInterPARES Project
4. Digital Preservation PolicyThe organisation’s aims and objectives about the long term care of digital objectsPreservation strategies and acceptable actions Decisions about the digital objects (formats, metadata) StandardsWho the material is being preserved for Resourcing Responsibilities Illustration by Jørgen Stamp digitalbevaring.dk CC BY 2.5 Denmark
5. Part of a Wider Policy Landscape
6. Digital Library Ref ModelFig. II.2.16 Policy Domain Concept Map: Policies’ Hierarchy
7. Benefits of Developing a DP PolicyHelps to raise awareness of digital preservationGuide staff in their activities related to DPSupports decision makingHelps support a business case for DP solutionsGains buy-in from senior managementSolidifies commitment of the institution/organisationIllustration by Jørgen Stamp digitalbevaring.dk CC BY 2.5 Denmark
8. Developing Your Policy
9. Jisc Digital Preservation Policies StudyOutline model for DP PoliciesAnalyse role of DP in supporting and delivering key strategies for HEIsProduced two tools:Model/frameworkMappings to other institutional policies/strategieshttp://www.jisc.ac.uk/publications/reports/2008/jiscpolicyfinalreport.aspx
10. What Your Policy Should ContainPrinciple StatementContextual LinksPreservation ObjectivesIdentification of ContentProcedural AccountabilityFinancial and Staff Responsibility Intellectual PropertyDistributed ServicesStandards ComplianceReview and CertificationAuditing and Risk ManagementStakeholdersPreservation StrategiesGuidance and ImplementationGlossaryVersion ControlIllustration by Jørgen Stamp digitalbevaring.dk CC BY 2.5 Denmark
11. SCAPE ProjectParticular focus on policy relating to preservation actionshttp://www.scape-project.eu/deliverable/d13-1-final-version-of-policy-specification-model Defined set of policy levelsCatalogue of policy elementshttp://wiki.opf-labs.org/display/SP/Policy+Elements List of policies available onlinehttp://wiki.opf-labs.org/display/SP/Published+Preservation+Policies
12. SCAPE Policy Levels
13. SCAPE Policy ElementsAuthenticityBit PreservationFunctional PreservationDigital ObjectsMetadataRightsStandardsAccessOrganisationAudit and CertificationIllustration by Jørgen Stamp digitalbevaring.dk CC BY 2.5 Denmark
14. APARSEN ProjectAnalysis of policies in Cultural Heritage and Research sectorsBased on desktop research and surveyProduced a set of 15 recommendations for data policiesFinal report:http://aparsen.digitalpreservation.eu/pub/Main/ApanDeliverables/APARSEN-REP-D35_1-01-1_0.pdf
15. Recommendations for Preservation Policies
16. Library of Congress Analysis of available preservation policieshttp://blogs.loc.gov/digitalpreservation/2013/08/analysis-of-current-digital-preservation-policies-archives-libraries-and-museums/ Taxonomy of topics coveredShort report with lots of additional resources!
17. LoC TaxonomyAccess and UseAccessioning and IngestAuditBibliographyCollaborationContent ScopeGlossary/TerminologyMandatesMetadata or DocumentationPolicy/Strategy ReviewPreservation Model/ StrategyPreservation PlanningRights and Restriction ManagementRoles and ResponsibilitiesSecurity ManagementSelection/AppraisalStaff Training/EducationStorage, Duplication, and BackupSustainability Planning
18. Other Useful ResourcesTNA - DP Policies: Guidance for ArchivesIncludes why importantLinks to exampleshttp://www.nationalarchives.gov.uk/documents/information-management/digital-preservation-policies-guidance-draft-v4.2.pdf DCC Policy Tools and Guidancehttp://www.dcc.ac.uk/resources/policy-and-legal/policy-tools-and-guidance/policy-tools-and-guidance Illustration by Jørgen Stamp digitalbevaring.dk CC BY 2.5 Denmark
19. DiscussionHandout with elements from 4 key resourcesConsider how they might apply to your organisationSelect one? Mix and match? Start to arrange into the order they might appear in a policyIf you have time, note down a few points you would include in your policy