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Bringing Preservation to the Forefront: Bringing Preservation to the Forefront: Preservation Initiatives at the Preservation Initiatives at the
UCF LibrariesUCF Libraries
Michael A. ArthurHead of Acquisitions & Collection Development
Lee DotsonDigital Services Librarian
Florida Library Association 2009 Annual Conference
May 5-8, 2009
Agenda for TodayAgenda for Today
Importance of a Preservation plan Why now at UCF Getting Started Creating a shared vision Developing the plan – UCF Initiatives Digital preservation is the new challenge Conclusion and Summary
Importance of a preservation planImportance of a preservation plan
Assigns responsibilities across departments
Policies and procedures Identifies training needs Address environmental issues Raise awareness Prioritizes funding needs Addresses long term challenges
Why preservation at UCF?Why preservation at UCF?
UCF Libraries relatively new collection
Need to focus on older materials Special Collections/Rare books No formal preservation plan until now Preservation is not just book repair Digital preservation/spacing needs Migration to online
Getting StartedGetting Started
Seek administrative support early Establish a working group Review preservation literature Have some key focus areas in mind Identify a budget range for preservation General idea areas/materials to be included
Creating a shared visionCreating a shared vision
Be inclusive – represent all departments Best to get volunteers with some interest Consider a standing preservation committee Focus early meetings on attainable goals Inspire others to promote preservation Survey all library staff-training/knowledge Report small victories to the library
Developing the Plan @ UCFDeveloping the Plan @ UCF
Address survey results Identify training needs Identify attainable goals over specified time Note necessary equipment and supplies Assign responsibility for carrying out plan Seek out ways to include all departments
Developing the Plan @ UCFDeveloping the Plan @ UCF
Working group has met several times Surveys completed by staff at all levels Identified attainable goals Raising awareness Preservation training in Circ Dept. Equipment and supplies identified Branch and regional libraries taking steps
Pre-1900 Imprints ProjectPre-1900 Imprints Project
Goal to identify and review older books Over 1500 books identified by bib records Cataloged to current standards 800+ in good condition & received no care 300+ titles brittle Several titles sent for rebind or phase box Over 100 titles reviewed by
Special Collections
ASERL Unique Titles ListASERL Unique Titles List
Around 1800 titles indentified by ASERL That seemed really high so it was reviewed List included many titles pre-1900 Many titles cataloged under previous rules Cataloging Dept cleaned up many records Items remain in current location Final list will be reviewed for preservation Some titles relocated to Special Collections
Digital Preservation @ UCF LibrariesDigital Preservation @ UCF Libraries
Digital Services Who we are… What we do…
Through extensive collaboration with internal and external partners, the Digital Services team seeks to create a collection of digitized materials unique to the Central Florida community.
Digital Services: Preservation role Digital Services: Preservation role
The Digital Services unit takes responsibility for preservation of images created in our offices by adhering to proven standards and polices for image creation and maintaining backup copies of master images.
Digitization for access. Preserve physical copy by reducing handling.
What is digital preservation?What is digital preservation?
Maintains the ability to display, retrieve, and use digital collections in the face of rapidly changing technological and organizational infrastructures and elements: Retain the physical reliability of the image files,
accompanying metadata, scripts, and programs Ensure continued usability of the digital image
collection Maintain collection security
From Digital Preservation section of Cornell’s Digital Imaging Tutorial:
http://www.library.cornell.edu/preservation/tutorial/preservation/preservation-01.html
When should you thinkWhen should you think about digital preservation? about digital preservation?
Now! Before you start a digital project During a digital project At the end of a digital project In between digital projects Not just for digital projects Always!
Challenges facing Digital PreservationChallenges facing Digital Preservation
Changes in technology Organizational priorities Institutional memory Lack of policies and procedures Distributed creation Insufficient funds Copyright Local challenges? No one proven solution
DP Café MenuDP Café Menu Appetizers:
Ongoing care Refreshing
Main course: Migration Emulation
Dessert: Technology Preservation Digital Archaeology
DP Café MenuDP Café Menu
Appetizers:Ongoing care
Everyday policies and strategies for creation, monitoring, and storage of digital resources.
Refreshing Transferring digital content from storage media to
storage media (CD to DVD).
DP Café MenuDP Café Menu Main course:
Migration Transferring digital assets to a new generation of hardware/software.
Emulation Recreate the environment required to view/use
digital assets. Information about the original hardware/software is necessary.
DP Café MenuDP Café Menu Dessert:
Technology Preservation
Goes beyond simply preserving the digital assets. Involves preserving the entire technical environment
that runs the system.
Digital Archaeology Rescuing content from media or hardware that has
been damaged or become obsolete.
What the UCF Libraries is doing…What the UCF Libraries is doing…
Before the scanning begins… Importance of selection. Understand our purpose. Collaborate with other departments. Create digital surrogates for rare, damaged,
brittle materials to reduce handling of physical item.
Follow recommended standards and policies for image creation and maintenance.
What the UCF Libraries is NOT doing…What the UCF Libraries is NOT doing…
Garbage in
Garbage out
What the UCF Libraries is doing…What the UCF Libraries is doing…
During scanning… Tiff images are created according to standards
and saved as the archival masters. Master tiff images are saved to the Libraries’
server or on an external hard drive as they are digitized and stored for upload. Images stored on the Libraries’ server are routinely backed up on tape.
What the UCF Libraries is doing…What the UCF Libraries is doing…
After scanning… Practice redundancy. Master tiff images are
archived in a minimum of two locations which include the Libraries’ server, CDs, DVDs, portable hard drives, and the Florida Digital Archive.
Maintain copy on server if possible. Local backups - Master tiff backups from CD and
DVD to portable hard drives.
What the UCF Libraries is doing…What the UCF Libraries is doing…
After scanning… Remote backups - To assist with long term
storage and migration, the UCF Libraries has contracted with the Florida Digital Archive (FDA) at the Florida Center for Library Automation (FCLA).
www.fcla.edu/digitalArchive
Ongoing research and training…Ongoing research and training… Digital Preservation section of Cornell’s Digital Imaging
Tutorial: http://www.library.cornell.edu/preservation/tutorial/preservation/
preservation-01.html
Digital Preservation Management: Implementing Short-
term Strategies for Long-term Problems tutorial hosted by University of Michigan:
http://www.icpsr.umich.edu/dpm/dpm-eng/introduction.html
Digital Preservation Pathfinder: http://www.ndiipp.uiuc.edu/index.php?
option=com_content&task=view&id=25&Itemid=52
My preservation links: http://del.icio.us/leedot/preservation
Digital Preservation Management tutorial hosted by University of Michigan
Preservation @ UCF LibrariesPreservation @ UCF Libraries
Questions? Contact us:
Michael A. Arthur
Head of Acquisitions & Collection Development
407-882-0143
Lee Dotson
Digital Services Librarian
407-823-1236
