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Digital Preservation for DAMs Beyond Metadata Standards: Ensuring Authenticity and Digital Provenance

Digital Preservation for DAMs

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Page 1: Digital Preservation for DAMs

Digital Preservation for DAMsBeyond Metadata Standards:Ensuring Authenticity and Digital Provenance

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What is Digital Preservation and How Does it Relate to Digital Asset Management?

Page 3: Digital Preservation for DAMs

LEGAL

FINANCIAL

ETHICALDigital Preservation means that assets will remain accessible, intelligible, and usable regardless of technology. It also means that their status remains reliable, accurate, and authentic. Chart: Consequences of the lack of digital preservation strategy and information governance for your organization

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Everyone has

#InformationChaos Problems

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Preemptive Strategiesfor Digital Preservation

Step 1

Repurpose FundsRepurpose funds or lawsuit budgets to preventative maintenance instead of reactional maintenance--use that money for a proper archiving solution!

Step 2

Know the MetadataKnow the EXIF,IPTC, Photoshop, and data fields in your database. Know what data comes into & leaves your DAM.

Step 3

Follow the Record Retention PolicyUpdate your departmental or organizational records retention policies to include a Digital Preservation Strategy. They may have not been updated in a long time. Guess what you have a new project!

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An Opportunity

Digital Preservation theory urges practitioners to create the metadata record as close to the time as record creation as possible

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What is a Digital Preservation Strategy and What Are the Requirements?

A Digital Preservation Strategy

is holistic, technologically and environmentally neutral. It has metadata requirements that are expected to be applied at or near the time of creation and is not focused on specific standards or procedures. The strategy requires context and curation, and is supplemented with digital preservation procedures and recommendations that will invariably change with time.

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Archival Concepts and HowThey Relate to DigitalAsset Management

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Archival Concepts for DAM

Provenance“Provenance is a fundamental principle of archives, referring to the individual, family, or organization that created or received the items in a collection. The principle of provenance or the respect des fonds dictates that records of different origins (provenance) be kept separate to preserve their context”

Records LifecycleThe lifecycle of records includes the creation, use (both primary and secondary), storage and disposal of records.

InventoryInventory of existing assets

Identify assets for ingestion

One can be used to prune and curate existing collection and the other can be used as a tool to determine records of enduring value for ingestion into your DAM

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Archival Concepts for DAM

Selection & AppraisalSelection is: “The process of identifying materials to be preserved because of their enduring value, especially those materials to be physically transferred to an archives.”

Appraisal is: “The process of identifying materials offered to an archives that have sufficient value to be accessioned. - 2. The process of determining the length of time records should be retained, based on legal requirements and on their current and potential usefulness.”

What is Worthy of Being Preserved?

What is Worthy of Potentially Being Accessioned and Preserved?

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Things you can do now!

Audit existing metadata, procedures, and policies for ensuring authenticity over time

Use the ICA’s Digital Preservation Modules as Model for Development of your Digital Preservation Strategy

Use the DAM Maturity Model

Use the Library of Congress Digital Preservation Tools

Use the Example Digital Preservation Strategy/Policy Document to Get Started

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Example Digital Preservation Strategy/Policy DocumentDigital Preservation Strategy/Policy Document Drafted MM/DD/YYYY Next Update MM/DD/YYYY

Goal of Digital Preservation Strategy

● Retain Accessibility to Digital Assets Over Time ● Protect Company Assets from a Legal, Ethical, and Business Perspective ● Verify Authenticity and Integrity of Digital Assets

Actionable

1. Annual Benchmark DAM System against other DAM systems using Enterprise DAM Checklist @ https://vit.picturepark.com/Go/VhHYlusO

2. Annual Review and Update Retention Schedules for Archive 3. Annual Completion of the DAM Maturity Model Benchmark @ http://dammaturitymodel.org/4. Annual Review and Update Metadata Schema 5. Semi-Annual Audit of Assets/Check for Data Integrity

a. Verify Metadata Completeness & Accuracyb. Audit of Data Coming into DAM, Data Leaving DAM (xmp, iptc, exif)

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Resources

International Council on Archives Digital Preservation Moduleshttp://www.ica-sae.org/

DAM Foundation DAM Maturity Model http://dammaturitymodel.org/

Enterprise DAM Checklisthttps://vit.picturepark.com/Go/VhHYlusO

Library of Congress Digital Preservation Toolshttp://www.digitalpreservation.gov/tools/

Archivist Faults I.R.S. for Not Reporting Loss of Emailshttp://www.nytimes.com/2014/06/25/us/politics/irs-did-not-follow-law-after-loss-of-officials-emails-archivist-says.html?_r=0

Jenn Riley’s Metadata Universehttp://www.dlib.indiana.edu/~jenlrile/metadatamap/

Society of American Archivists Glossaryhttp://www2.archivists.org/glossary