Toolkit on Preservation SCCR/43 - PowerPoint Presentation

1. Toolkit on PreservationSCCR/43GenevaMarch2023Rina Elster PantalonyDirector, Copyright Advisory Services, Columbia University Libraries

2. Defining PreservationConservation and stabilizationPreservation processes require multiple copies regardless of format To analyze and assess damageTo document the before and after To reformat the master copy (e.g. audio and audiovisual recordings)Documentation of object-based collectionsInventory records that identify and describe objects in collections require images of objects as part of inventory processInventories are used for collections management and preservation research purposesInventories safeguard cultural property from theft and illicit traffickingInventories allow for cross-border preservation research and cooperation

3. Disaster Planning: Future-Proofing CollectionsAnticipatory preservation (future-proofing) of collections is now part of disaster planning, an important element of collections managementAnticipatory preservation reproduces original objects in digital formats at a time well before imminent deterioration or loss Digital reproductions are held in trusted repositoriesClimate change, human conflict and now health crises have exacerbated the potential for agents that pose the greatest risk to collections:Physical force (whether natural or human), vandalism, disassociation such as theft or looting, fire, water damage, pests, pollution, light, temperature changes, humidity variation, malware and security compromises

4. The Duty of Care to PreserveCultural heritage organizations (e.g. libraries, archives, museums) have a legal duty of care to preserve collectionsTheir originating statutes and instruments may describe their legal obligationsLeadership in cultural heritage organizations are responsible for ensuring the that their legal obligations are metThe duty of care to preserve is also an ethical requirementWhy? Collections under their stewardship are held in trust for the publicFor these reasons such organizations are trusted institutions

5. Policy Considerations When Developing Exceptions to Copyright for PreservationPROACTIVE PRESERVATIONDigital reproductions made when objects and materials are in their best state and not at immediate risk ensures Quality of reproductionDeposit into trusted repositoriesIntegrity and respect for IPConsistency in practice

6. Policy ConsiderationsIMPORTANCE OF RIGHTS METADATADesigned to support respectful and lawful subsequent usesPromotes due diligence and integrates IP assessment as part of collections managementRecords the provenance of objects and materials in a collectionPromulgates recognized standards in rights taxonomy

7. Policy ConsiderationsDIVERSITY OF CULTURAL HERITAGE INSTITUTIONSOrganizations other than libraries, archives and museums also preserve cultural heritage collections They may meet the requirements as a trusted institution based on their missions, mandates, policies and protocols, notwithstanding their categorizationConsider allowing flexibility about the scope and character of institutions who may benefit from an exception to preserve cultural heritage collections in order to meet preservation policy objectives

8. Policy ConsiderationsComplexities in SHARED or Split COLLECTIONSCollections can be shared or split between cultural heritage organizationsShared collections may be owned jointly among distinct organizationsSplit collections may be stewarded jointly among distinct organizationsOrganizations may be interdisciplinary in nature Organizations may be working together across bordersConsideration should be given how to address their interdisciplinary distinctions and how to enable exceptions to be interoperable across borders.

9. Policy ConsiderationsCOOPERATIVE PRESERVATION PROGRAMSCollections may be connected substantively, related in either provenance or subject matter but held by different cultural heritage organizationsThese organizations may be diverse in nature and characterThey may look to each other for copies of objects or materials in order to carry out preservation researchWhere collections comprise rare, unique, primary source materials (archival collections), they may complete their respective collections by sharing copies of materials with each other as a form of preservationAdditional consideration may be a need to address cross-border issues