PRESERVATION PLANS FOR APARSEN OUTPUTS - DRAFT

The following provides descriptions of and preservation plans/strategies for the various outputs of APARSEN. The aim is to ensure that the project outputs continue to be accessible and usable after the end of the project. This will naturally be the case if the VCoE is successful, but we can put in place a number of others strategies to supplement this.

Deliverable documents

These documents should be available as Word (docx) and RTF, as well as PDF/A.

Preservation plans

  • keep with the live website which would maintain the published URLs.
  • additional copies in a separate repository
    • DANS, in which case we could use one or more persistent identifiers
    • EU document repository
  • Representation Information:
    • Pointers to definitions of DOCX, RTF and PDF/A
  • Designated Community
    • Able to read English and with some understanding of the basic concepts of digital preservation
  • Preservation description Information:
    • EU delivery sheet with hash code
    • Some provenance details as change sheet inside document. Supplement by additional documentation.

Do we have agreement of the proposed repositories to accept APARSEN content?

-- ChristophBruch - 2012-11-16

Contextual information is required: the persistent identifiers are not a sufficient solution for deliverables. How to ensure the intelligibility of the deliverables without the relations with the documentation of the workpackage and to the whole project?

-- MariellaGuercio - 2012-11-17

In my view the project would be appropriately represented long-term by the following material:

  • DoW
  • Deliverable documents
  • Meeting minutes, at least for more formal meetings (GA, AHM, maybe PMB and weekly MegaMeetings)
  • Specific outputs we said we would produce other than documents (software, training material etc. as below)

We need to be aware of the designated community and why we are defining them as such, but balance their needs against practicability. Workers on similar projects? EC officials in 10 years time? Future historians of 21st century R&D?

-- SimonLambert - 2012-11-18

Preservica/SDB has a SIP builder component that can generate SIPs in XIP schema format for submission and ingest in to Preservica/SDB, all it needs are the digital objects to be provided in a hierarchical structure on a network (or USB) folder accessible to the internet from which it could be loaded in to our Preservia long term repository. Tessella could do this on a best endevours / LOCKSS basis since continual funding for the long term storage of the objects would be initially dependent on Tessella's own funds.

-- AshHunter - 2012-11-29



Web site

Dynamic and likely to change over the next few years so implementation of plans for preservation should wait until the end of the project. It will be maintained live by APA .

Preservation plans

  • Maintained live by VCoE
  • Snapshot kept by repositories identified above at the end of the project.
  • Representation Information:
    • WordPress (open source)
    • PHP (open source)
    • MySQL (open source community version)
    • Admin passwords
    • Instructions for installation
    • Pointers to GIF, JPEG and Word for files attached to wiki pages
  • Designated community
    • Basic computer literacy
  • Preservation description Information:
    • Additional documentation to be provided, supplementing Wordpress internal provenance records.

the website has to be preserved in a trusted digital repository (certified): VCoE will be developed as repository? in any case the website cannot be preserved as a series of snapshots without any attention to the interconnections between the relevant components of the website; is each shapshot an AIP? how to create and preserve the information related to website functions?

-- MariellaGuercio - 2012-11-17

Probably also need to consider what libraires are required by PHP

-- MichaelFactor - 2012-11-17

Would WARC file snapshots suffice, Preservica has a Heretrix based ingest workflow that can crawl websites to generate WARC files, so could be used to take periodic snapshots to demonstrate evolution over time?

-- AshHunter - 2012-11-29



Wiki

Dynamic and likely to change over the next few years so implementation of plans for preservation should wait until the end of the project. It will be maintained live by APA .

Preservation plans

  • Maintained live by VCoE
  • Snapshot kept by repositories identified above at the end of the project.
  • Representation Information:
    • TWiki (open source) software (in PHP)
    • PHP (open source)
    • Admin passwords
    • passwd file
    • Instructions for installation (ASCII text file)
  • Designated community
o Basic computer unix admin capabilities
  • Preservation description Information:
    • Twiki system maintains record of changes including date and user name of editor. Supplement by additional documentation.

Is VCoE our trusted digital repository?

-- MariellaGuercio - 2012-11-17

Same comment on PHP libraries as above

-- MichaelFactor - 2012-11-17

I would say that we should extract all relevant information from the wiki into deliverables or other PDF-type of docs and just pull the plug out of the wiki. Maintaining similar kind of information two ways is just confusing and most likely not going to be used.

-- JeffreyVanDerHoeven - 2012-11-29

Can this also be maintained in a WARC file format for later rendering in something like the Wayback machine?

-- AshHunter - 2012-11-29



Software

Some prototypes (language TBD), such as:
  • Interactive map (imap)
  • Stakeholders database

Preservation plans

  • Source code kept with documentation in Sourceforge
  • Snapshot kept by repositories identified above at the end of the project.
  • If appropriate it will be handed-on to SCIDIP-ES project
  • Representation Information
    • Pointer to computer language and manuals
  • Designated Community
    • Computer literacy to TBD level
  • Preservation description information
    • Some provenance in the code plus external documentation TBD.

Who guarantees the sustainability of objects maintained in Sourceforge?

-- AshHunter - 2012-11-29

There is nothing for certain, but Sourceforge has quite a track record of being present on the web. So many projects rely on it that it simply cannot disappear (a bit like system banks in a country I would say wink )

-- JeffreyVanDerHoeven - 2012-11-30



Dissemination and training materials

This would include presentations, print and web quality digital materials, videos and other training materials

Preservation plans

  • keep with the live website where applicable which would maintain the published URLs. Material in an external Moodle would have to be handed over to the VCoE, in which case publication of identifiers would need to be done carefully.
  • additional copies in a separate repository
    • DANS, in which case we could use one or more persistent identifiers
  • Representation Information:
    • Pointers to definitions of PPT, PPTX and various video formats
    • Others TBD
  • Designated Community
    • Able to understand English (and possibly other languages for some of the material) and with some understanding of the basic concepts of digital preservation
  • Preservation description Information:
    • Additional documentation to be provided, TBD.

the contextual information in this case is very important: the information of each event (program, materials, evaluation form, etc.); again it is not a question of identifiers but also and mainly of persistent links among the materials, the events, the actors

-- MariellaGuercio - 2012-11-17



Emails

There are emails to the list - for which there is an archive, and also many individual emails.

Preservation plans

  • keep with the live email list with JISCMAIL if possible.
  • additional copies in a separate repository
  • Representation Information:
    • Depends upon export format
  • Designated Community
    • Able to understand English (and possibly other languages for some of the material) and with some understanding of the basic concepts of digital preservation
  • Preservation description Information:
    • Additional documentation to be provided, TBD.

the email cannot be preserved correctly without some PDI (not easy to be done). One question: who is preserving the emails of the projects as records? is there any classification plan? how can we preserve our records without such tools? JISCMAIL is not a preservation environment. Any appraisal or retention schedule in place?

-- MariellaGuercio - 2012-11-17

Arrange and ingest PST files in to the long term repository in the same way as the other objects to be preserved?

-- AshHunter - 2012-11-29



Other

TBD

a specific effort has to be done on PDI (provenance and contextual are relevant); VCoE cannot be identified as the only preservers because we do not have any certaintly of its future and longevity. Partners wich play as digital repositories could preserve the project records. A program for appraisal and for the definition of retention terms has to be developed

-- MariellaGuercio - 2012-11-17



-- DavidGiaretta - 2012-11-15

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Topic revision: r9 - 2012-11-30 - JeffreyVanDerHoeven
 
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