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STEWARDING THE INVISIBLE Setting the Stage for Institution-Wide Digital Preservation at the Smithsonian
Final Report November 15, 2016
Submitted by
AVPreserve 253 36th St, Suite C302 Brooklyn, NY 11232 917-475-9630
Kara Van Malssen [email protected]
Chris Lacinak [email protected]
With contributions by Beth Delaney and Amy Rudersdorf, AVPreserve. Special thanks to Anne Van Camp, Director of the Smithsonian Institution Archives and chair of the pan-Smithsonian Digital Preservation Working Group, and all Working Group members.
Stewarding the Invisible: Setting the Stage for Institution-Wide Digital Preservation at the Smithsonian
Final report | Submitted by AVPreserve | November 15, 2016
TABLE OF CONTENTS 1INTRODUCTION.................................................................................................................... 4 1.1 Background and Previous Work ................................................................................................................................. 6 1.2 Goals and Objectives ........................................................................................................................................................ 7 1.3 Scope ....................................................................................................................................................................................... 9 1.3.1 Functional Scope ............................................................................................................................................................. 9 1.3.2 Content Scope ................................................................................................................................................................ 11 1.3.3 Organizational Scope ................................................................................................................................................. 15
1.4 Methodology ..................................................................................................................................................................... 15 1.4.1 Interviews ........................................................................................................................................................................ 15 1.4.2 Researcher Survey ....................................................................................................................................................... 17 1.4.3 Documentation Review ............................................................................................................................................. 17 1.4.4 Analysis ............................................................................................................................................................................ 18
1.5 Evaluation Framework ................................................................................................................................................ 18
2FINDINGS:INTERVIEWS ..................................................................................................... 20 2.1 Resource Types and Quantities ................................................................................................................................ 20 2.1.1 Resource Types.............................................................................................................................................................. 20 2.1.2 Quantities ........................................................................................................................................................................ 23
2.2 Systems ............................................................................................................................................................................... 25 2.2.1 Repositories .................................................................................................................................................................... 26 2.2.2 Systems in Use ............................................................................................................................................................... 28
2.3 Current Obstacles or Issues ....................................................................................................................................... 30 2.3.1 Collecting Units ............................................................................................................................................................. 32 2.3.2 Repositories .................................................................................................................................................................... 33 2.3.3 Content Creators .......................................................................................................................................................... 35
2.4 Ideas and Opportunities for Improvement ......................................................................................................... 37
3FINDINGS:RESEARCHERSURVEY ........................................................................................ 41 3.1 Data Amounts................................................................................................................................................................... 43 3.1.1 Data Total Calculation .............................................................................................................................................. 43 3.1.2 Future projections ....................................................................................................................................................... 44
3.2 Data Types .......................................................................................................................................................................... 45 3.3 Data Retention Periods ................................................................................................................................................. 47 3.4 Data Storage Locations ................................................................................................................................................. 49
4FINDINGS:DOCUMENTATIONREVIEW .............................................................................. 53 4.1 Digitization Strategic Plan .......................................................................................................................................... 53 4.2 SD 600 & SD 610 ............................................................................................................................................................. 55 4.3 Digital Asset Management Plans / Data Management Plans ....................................................................... 57 4.4 Sharing Smithsonian Digital Scientific Research Data from Biology ....................................................... 59
5SUMMARY OFFINDINGS ................................................................................................... 62
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Stewarding the Invisible: Setting the Stage for Institution-Wide Digital Preservation at the Smithsonian
Final report | Submitted by AVPreserve | November 15, 2016
5.1 Conclusions ....................................................................................................................................................................... 62 5.2 Organizational Maturity .............................................................................................................................................. 65 5.3 Threats ................................................................................................................................................................................ 67
6RECOMMENDATIONS........................................................................................................ 70 6.1 Instill a sense of urgency .............................................................................................................................................. 71 6.1.1 Quantify the need .......................................................................................................................................................... 71 6.1.2 Communicate broadly................................................................................................................................................. 74
6.2 Establish governance and oversight ...................................................................................................................... 74 6.2.1 Establish a Digital Preservation Directorate .................................................................................................. 75 6.2.2 Establish an advisory board .................................................................................................................................... 75 6.2.3 Define roles and responsibilities ........................................................................................................................... 76
6.3 Create a vision for digital preservation ................................................................................................................ 76 6.3.1 Demonstrate the value .............................................................................................................................................. 77 6.3.2 Incorporate the vision into Strategic Plans ....................................................................................................... 77
6.4 Create and update po