7.4 Long-term sustainability of digital collections

Digital collections face numerous challenges in long-term sustainability. From technological obsolescence to data integrity 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 digital preservation. These include comprehensive preservation planning, metadata standards, and access controls. 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

Top images from around the web for Technological Obsolescence

• 

  Importance of long-term data preservation - OpenAIRE Blog View original

  Is this image relevant?

• 

  UNT Libraries’ Digital Preservation Policy Framework - University Libraries - UNT View original

  Is this image relevant?

• 

  Factors that influence digital preservation sustainability in academic libraries in South Africa View original

  Is this image relevant?

• 

  Importance of long-term data preservation - OpenAIRE Blog View original

  Is this image relevant?

• 

  UNT Libraries’ Digital Preservation Policy Framework - University Libraries - UNT View original

  Is this image relevant?

1 of 3

Top images from around the web for Technological Obsolescence

• 

  Importance of long-term data preservation - OpenAIRE Blog View original

  Is this image relevant?

• 

  UNT Libraries’ Digital Preservation Policy Framework - University Libraries - UNT View original

  Is this image relevant?

• 

  Factors that influence digital preservation sustainability in academic libraries in South Africa View original

  Is this image relevant?

• 

  Importance of long-term data preservation - OpenAIRE Blog View original

  Is this image relevant?

• 

  UNT Libraries’ Digital Preservation Policy Framework - University Libraries - UNT View original

  Is this image relevant?

1 of 3

• 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 disaster plan are essential
• Intellectual property rights and privacy concerns 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 scalability challenges 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 LOCKSS principle (Lots of Copies Keeps Stuff Safe)
• Define a policy for assessing file formats for preservation and implementing migration and emulation strategies to ensure long-term access as technologies change

Metadata and Provenance

• Develop a policy for inventory control and persistent identification of digital objects using globally unique identifiers (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 security risk assessment, 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 Digital Preservation Network (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 BitCurator Consortium
• 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