Digital Preservation Project: Technical & Operational Challenges @NLB, Singapore

1. Digital Preservation Project:Technical & Operational Challenges @NLB, Singapore Digital Preservation Interoperability Framework 23 April 2010

2. Agenda • National Library Board – An Introduction • Digital Preservation Project Background • Digital Preservation Technical Challenges • Digital Preservation Operational Challenges • Current Project Status

3. National Library Board, Singapore – An Introduction

7. Digital Preservation Project Background

8. Customers Patron svcs based on all handhold mat’ls w dig’l svcs Patron svcs based on dig’l contents only Svcs based on knowledge bases Knowledge svcs HandholdSvcs =Bks, mags, journals,V/D/CDKnowledgeSvcs eg, Expert netwk,CoP, onlineforum Patron svcs based on all handhold mat’ls w/odig’l svcs Diagram 1.1 – NLB Services Architecture Knowg Creation, Acqui, Org & Dissemination Svcs Knowg Acqui Svcs Knowg OrgSvcs Knowg Netwks Dig’l Content Lifecycle Mgt, Access & Circulation Svcs Knowg Bases Acqui, Digitisn & Web- Archiving Org, Storage & Distributn Metadata & Bib Svcs Physical Delivy Digital Content Archival & Preser- vation Physical Content Lifecycle Mgt, Access & Circulation Svcs Collection Acqui Collection Org. & Storage Logistics & Content Delivy Archival & Preservtn Physical & Digital Infrastructure

9. Digital Preservation Programme @ NLB Scope: • Need for Preservation • Technical Challenges • Operational Challenges • Current Status of NLB’s Digital Preservation Project

10. National Library Board Act 1995 • National Library Board Act 1995 • To Provide a repository for library materials published in Singapore • To take appropriate measures to maintain and preserve library materials deposited with the Board under section 10 • Section 10; Deposit of Library Materials • Published in Singapore: Released for Sale or Public Distribution

11. National Library Roles • National Libraries focus on preserving the Cultural Heritage • Digital Heritage : Consists of unique resources of human knowledge and expression (UNESCO, Paris 2003) • Covers cultural, educational, scientific, administrative resources, technical, medical, and other kinds of information created digitally or converted into digital form. • Audio Archive • Music Library in collaboration with Archive of Contemporary Music

12. National Heritage Board/National Archives • NHB Act 1993 • Deposit of certain recordings • 26. —(1) The producer or distributor of a recording shall, within 6 months after a request in writing is made by the Board, provide the Board without charge with a copy of the recording in such form as may be specified in the request. • National Archives, • IM4L : Registry and Records Management; • Preservation and Disposal of Public Records

13. Media Development Authority • Video Archives

14. Preservation Process • Independent of Institutions (Libraries, Archives, and Museums) • They differ in the selection of the material to be preserved • Archives typically use: • Analysis of business activity  identification of requirements for records Archival Value appraisal  ensuring short term preservation  long term preservation • Libraries typically use eContent lifecycle • Acquire, describe, store, access, and preserve

15. Digital Preservation Services

16. Digital Preservation as a Shared Service • Similar to CREST (HRFIS) where MDA, SPRING, HSA, HPB, and NLB share the same HR, Finance and Administrative system, to provide business services. • Various agencies could deposit digital content for long term preservation and use as needed.

17. Preservation Search tools Manual process Automatic process Management Publishing Ingest and Staging Repository Permanent Repository Deposit DIP SIP AIP Delivery

18. Status of Digital Preservation Services Project • Phase 1: Trusted Digital Repository is being built to hold the submitted digital objects. Basic submission process in place • Phase 2: Detailed requirements gathering is in progress • Collecting Use Cases (Modeled after NLNZ’s SOPs) • Scope to include other agency Planned requirements • Requirements gathering completed by Dec 08

19. Digital Preservation Services • November 08 Proposal: Digital Preservation Services Center • DPS management structure • Business Model (Subscription Model Similar to CREST) • DPS Center development (Gathering of Use-cases) • Roles of MICA agencies • Multi-agency team

20. Proposal: Digital Preservation Services Center • Modeled after Shared Services Center for HR, Finance and Admin services: CREST • MICA agencies collectively agree to outsource Digital Preservation Services • NLB as a lead agency provides the services at an agreed SLA as an independent project • Agencies agree on Cost sharing formula to recover costs incurred by NLB to provide the services • NLB also shares the cost same cost sharing formula for the usage of the services

21. Business Model & Funding Model NLB IDA MDA MICA NAS NHB DPS Center Owned & Operated by NLB Funding Model : Subscription Model to recover costs and technology refresh costs

22. Technical Challenges • Differences in Tradeoff points by various agencies • Creation of Metadata VS Longevity of Access • Varying Semantic Models for Descriptive Metadata • Inconsistent Metadata Models for Descriptive Metadata and Technical Metadata • Current Systems have difficulty in preserving themselves

23. Operational Challenges • Evolving Best Practices • Not well grounded practices • Shortage of Professional Skills • System Scalability is not tested • Preservation Systems VS Archiving Systems • Long term financial commitment by management • Establishing life time cost of Preservation

24. Current Project Status

25. DPS Project Status • Finalization of Requirements Mar 09 • Training/Staging server Mar 09 • DPS Version 1 (Beta) Oct 09 • User Training, Data Migration and UAT Dec 09 • DPS Version 2 Mar 10 • DPS will be progressively rolled out to various agencies Dec 10