7.4 Long-term sustainability of digital collections
4 min read•july 29, 2024
Digital collections face numerous challenges in . From to risks, preserving digital archives requires careful planning and management. Scalability issues and the need for specialized expertise further complicate preservation efforts.
Effective data management policies are crucial for . These include comprehensive , , and . Securing diverse funding sources and collaborating with other institutions can help ensure the long-term viability of digital collections.
Risks to Digital Archives
Technological Obsolescence
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Top images from around the web for Technological Obsolescence
Importance of long-term data preservation - OpenAIRE Blog View original
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UNT Libraries’ Digital Preservation Policy Framework - University Libraries - UNT View original
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Factors that influence digital preservation sustainability in academic libraries in South Africa View original
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Importance of long-term data preservation - OpenAIRE Blog View original
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UNT Libraries’ Digital Preservation Policy Framework - University Libraries - UNT View original
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Digital archives face risks of hardware and software obsolescence over time as technologies rapidly evolve
This can lead to loss of access to content if not proactively migrated
Uncompressed, high-resolution master files in standard formats are ideal for preservation, but require significant storage space
Decisions must be made on what versions to retain
Data Integrity and Security
The integrity and authenticity of digital objects must be maintained through secure storage, error checking, version control, and documentation of any changes made during preservation activities
Digital materials are vulnerable to loss from disasters like fire, flooding, and cyberattacks
Geographic distribution and a comprehensive are essential
and can limit the ability to preserve and provide access to certain digital materials
Usage rights must be clearly determined and managed
Scalability Challenges
The exponential growth in the volume and complexity of digital content generated (big data) poses for storage capacity, processing power, and preservation workflows
Staffing digital archives with expertise in the latest technologies and digital preservation standards is an ongoing challenge as the field continuously evolves
Data Management Policies
Preservation Planning
Create a comprehensive digital preservation policy that defines the mission, designated community, scope of collections, selection criteria, preservation strategies, and roles and responsibilities
Establish processes for secure and reliable backup storage of digital collections in multiple locations, following the principle (Lots of Copies Keeps Stuff Safe)
Define a policy for assessing file formats for preservation and implementing and strategies to ensure long-term access as technologies change
Metadata and Provenance
Develop a policy for inventory control and of digital objects using (DOIs, ARKs)
Descriptive, administrative, structural, and preservation metadata should be captured and linked to identifiers to support discovery, management and long-term preservation
Implement a policy and system for recording the provenance of all preservation activities and changes to digital objects over time to ensure authenticity and integrity
Access and Security
Develop policies for providing access to digital collections in accordance with intellectual property rights, licenses, privacy concerns, and institutional access mandates
Establish processes for , access controls, and monitoring to protect against unauthorized access, alteration, or deletion of digital archives
Funding for Digital Preservation
Business Planning
Develop a business plan for digital preservation that assesses costs, benefits, and funding requirements
Consider both startup and ongoing operational costs
Advocate for institutional budget allocations and staffing support for digital preservation as an essential function and core service of cultural heritage organizations
Diverse Funding Sources
Explore opportunities for grant funding from government agencies, foundations, and philanthropic organizations to support digital preservation projects and infrastructure
Consider implementing a membership model or fee-based services for access to preserved digital collections to generate revenue streams
Pursue opportunities for monetizing preserved digital collections through licensing, subscriptions, or value-added services to generate revenue for ongoing sustainability
Collaborative Funding Models
Investigate collaborative funding models where costs of digital preservation storage and infrastructure are shared across a network of partner institutions
Develop a case statement communicating the value and impact of preserving digital collections to build support among stakeholders and potential funders
Collaborative Preservation Efforts
Communities of Practice
Identify and join communities of practice and professional networks related to digital preservation to share knowledge, resources, and best practices
Examples include the National Digital Stewardship Alliance (NDSA), Open Preservation Foundation (OPF), and Digital Preservation Coalition (DPC)
Participate in the development and promotion of standards and best practices for digital preservation through organizations like the Research Data Alliance (RDA)
Collaborative Projects and Partnerships
Investigate opportunities to partner with other institutions on collaborative digital preservation projects and infrastructure development to share costs and expertise
Examples include the Academic Preservation Trust (APTrust), HathiTrust, and (DPN)
Partner with researchers and domain experts to better understand their digital preservation requirements and develop services to support their long-term access and reuse
Shared Infrastructure and Advocacy
Contribute to the development and maintenance of open-source digital preservation software and tools through community initiatives like the
Engage with digital preservation vendors and service providers to advocate for interoperability, standards compliance, and services that meet community needs
Collaborate with other cultural heritage organizations on education and outreach initiatives to build broader awareness and support for digital preservation