Barbara Sierman Catherine Jones, Gry Elstrøm, Sean Bechhofer

iPRES 2013 Lisbon, 5-9-2013

Policy levels in SCAPE

“Without a policy framework a digital library is little more than a container for content”

(DL.Org : Digital Library Technology and Methodology Cookbook)

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Why policies?

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

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Policies in practice

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

Parse-Insight survey 2010 NDSA Web Archiving Survey 2012

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Policies in practice

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

Canadian Heritage Information Network, 2011 http://bit.ly/16HS7Cj

Analysis policies found on the Web M.Sheldon (LoC)

• Libraries • Archives • Museums

Nothing compared to all organizations that preserve

digital collections!

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Policies in practice

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

But you are working daily with policies!

• Making decisions for a preservation system • Acquiring content for preservation • Developing ingest workflows • Plan preservation activities • Training staff • Planning budgets • Answering to surveys • Etc.

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Policies in practice

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

• Consistency • Transparency • Accountability • Knowledge exchange • Interoperability

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Why (documented) policies?

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

• SCAPE is about: • Scalability: many & complex • Large scale activities cannot be done manually • (automated) Quality Assurance • Development of “policy driven preservation actions”

• Requires detailed, machine readable policies • Consistent with (a combination of) higher level policies

• Two target areas: • Preservation Watch (SCOUT) • Preservation Planning (PLATO)

• Goal: creation Catalogue of Policy Elements

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Policies in SCAPE

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

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Policy work in SCAPE

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

PRESERVATION PROCEDURE POLICY

(Machine Readable)

GUIDANCE POLICY

CONTROL POLICY

Human readable

Overview of main topics (Top management))

Catalogue of policy elements

(Middle Management)

Model, controlled vocabulary

(DP specialists)

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Guidance policies

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

•Describes the approach to achieve the goals •Human readable •Generic but more detailed •Should be leading for Control Policies •On Department Level

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Preservation Procedure Policies (PPP)

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

PRESERVATION PROCEDURE POLICY

Control Policy

GUIDANCE POLICY

• Definition of the Preservation Procedure Policy element • Reference to Guidance Policy (consistency) • Description why this PPP is important • Risk of not having described this PPP • Needed in which stage of the Digital Life Cycle (DCC model) • Cross reference to other PPP elements • Stakeholder for this policy (Shaman DP stakeholders) • Control Policy related to this

• What need to be in place to make Control Policies ‚usable“ • Related to

» Preservation Watch » Preservation Planning

• Relevant literature • Example from real life policy.

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Catalogue of policy elements

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

Related to “preservation case” • A collection • An audience (“Designated Community”) • A preservation activity

• Defined by Objectives with measurable attributes • Objectives related to Guidance Policies • Example: identification, migration

• Use of controlled vocabularies (RDF, OWL and SKOS) • Development of supporting tool to create CP’s • See http://www.scape-project.eu/

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Control Policies

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

PRESERVATION PROCEDURE POLICY

Control Policy

GUIDANCE POLICY

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The control policy model

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

• Based on 2 existing policies (SB and STFC) • Based on step-by-step process

• Identify Content Set, Identify User Community • Map relevant policy statements to Guidance level • (Later: Using the Catalogue of Policy Elements) • Identify Preservation Case & Objectives • Generate Control statements • Review Preservation Case

• Next step: validating with external policy

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Practical exercise: creating Control Policies

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

PRESERVATION

PROCEDURE POLICY

Control Policy

GUIDANCE POLICY

Findings:

• Human readable CP intermediate version needed • Measurable objectives/attributes not easy to phrase • Worthwhile to make implicit information more explicit • Used policies were too generic • Input from other documents needed

• “Lessons learnt” input for Catalogue of Policy Elements

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Practical exercise: creating Control Policies

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).

• Building a Catalogue of Policy Elements • 3 related levels of SCAPE Preservation Policies • Lead to a consistent architecture of policies • Catalogue will support creation of Control Policies • Interoperable via standards like RDF,OWL • Will facilitate machine readable/actionable

preservation activities

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To summarize

This work was partially supported by the SCAPE Project. The SCAPE project is co‐funded by the European Union under FP7 ICT‐2009.4.1 (Grant Agreement number 270137).