Dennis Phillips, Ph.D.LDS Church

dlphillips@ldschurch.org

Future Perfect 2012

Working Across Organizations to Successfully Implement Cooperative Digital Preservation

Introducing the LDS Church• The Church of Jesus Christ of Latter-day

Saints

• Global Christian church with 14 million members

• 700,000 students enrolled in religious training

• 3 universities, 1 college

• State-of-the-art audio- visual capabilities

• Scriptural mandate to keep and preserve records

photo by Henok Montoya

Church Organizations• 30 departments that

support Church functions and activities

• Church Education System

• Deseret Management Corporation

• BYU• BYU-Idaho• BYU-Hawaii• LDS BC

• Auditing• Finance• Facilities• Legal, • Security, etc.

• Hospitality• Insurance• MediaKSL

• Audiovisual records will consume vast majority of archive capacity

• 100+ PB in a decade for a single copy!

Media Services Department

Conference Center on Temple Square

Mormon Tabernacle Choir and Orchestra

Free Bible videos from biblevideos.lds.org

Church History Department

Church History Library on Temple Square

• Collects and preserves records of enduring value from Church organizations

• Outreaching, cooperative approach to digital preservation

• Has been remarkably effective

DigitalRecords Preservation System

(DRPS)

DRPS Ingest ToolsFixity

Creation

Storage ExtensionsFixity

Bridge

StorageGRID Information

LifecycleManagement

PreservationFunctions

Tape Interface

TSM

CHD Internal Cooperation• Records Management

• Acquisitions

• Archival Processing

• Integration and Access

• DRPS Operations

Cooperative Records Management• CHD Records Management Team

• Department Records Coordinator

• Department Records Management Plan

– Identify records collections– Set retention schedules (active to

archive)– Set final disposition (destroy, comply,

archive)– Identify records to digitize

• Appraisal Advisory Committee

CHD Acquisition CriteriaApplicability to CHD purpose

Provenance

Historical significance

Usefulness

Relative value

Anticipated costs

Physical condition

Legality of title

Archival Records Stewardship• When the Church History

Department acquires records . . .

• . . . whether they are donated

• . . . or created by Church organizations,

• the Church History Department takes over stewardship of the records

• Thus the donors and Church organizations transfer responsibility for preserving their records to the Church History Department

Cooperative Digital Preservation• Acquisitions Team processes

donated records for preservation

• Archival Processing Team processes organization records for preservation

• Integration and Access Team sets metadata standards and specifies how records are to be organized

• But . . . some archival records don’t meet CHD acquisition criteria!

Media Services Archiving Needs• To support ongoing production, many

projects must have long term accessibility from DRPS

• These projects need to be stored in production format (DNxHD), not preservation format (MJ2)

• Applies to projects that meet CHD acceptance criteria

and those that do not

Scene from biblevideos.lds.org

DRPS Service Model• Solution to Media Services archiving

needs

• CHD does not take over stewardship of projects, but will manage them when ingested into DRPS

• Media Services—

– Responsible for master catalog of projects– Provides preservation metadata– Assists with future format transformations

• A truly cooperative solution for all Church organizations!

Scene from biblevideos.lds.org

Media Services Born-Digital Projects

• Projects that meet CHD acceptance criteria must have long term accessibility from DRPS

• CHD wants to minimize risk from multiple format transformations

• Ingest DNxHD now, transform once to MJ2 later

• Another cooperative solution!

Multiple System Integration• Multi-PB capacity of Media Services

projects requires automated DRPS ingest

• Cataloging issue (collection versus item level)

• Automated metadata extraction

• Return DRPS PIDs

• Another success of cooperative digital preservation!

ALEPH MAM

DRPS

DRPS Version Copies Policy• Enhances DRPS

Service Model

• Specifies that DRPS copies be determined on a collections basis

• Addresses current and previous version copies

• Also considers physical copies

DRPS Service Model MOU• CHD reached out to BYU campuses with

DRPS

• BYU campuses do not have the same working relationship with CHD as Church departments

• CHD created a customized Memo of Understanding for each institution

• Initial ingest activities underway!

DRPS Ingest Tools• Fixity information is

required to ensure DRPS data integrity

• It should be created before files are ingested

• ICS developed tools to do this automatically

• Another cooperative solution!

DRPS Ingest ToolsFixity

Creation

Storage ExtensionsFixity

Bridge

StorageGRID Information

LifecycleManagement

PreservationFunctions

Tape Interface

TSM

Looking to the Future• CHD has reached out to

the University of Utah Library to help preserve records related to Church history

• Some Deseret Management Corporation businesses have expressed interest in DRPS

• CHD will continue to extend its DRPS cooperative reach

DeseretBook

Critical Success Factors• Top down executive support and

commitment to preservation• Internal cooperation between Church

History Department divisions including Records Management, Library and Circulation, Archives and Museum.

• External cooperation between the Church History Department, ICS, the technology arm and the several producing departments.

Secrets of SuccessTeams involved must—

• Be willing to learn and understand the needs of others

• Recognize and utilize the strengths and expertise of others

• Be willing to adopt best practices from each professional discipline

Thank you!

Questions?