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Collaboration for Success in Digital Records Management & Curation

Collaboration for Success in Digital Records Management & Curation. Maureen Pennock UK Digital Curation Centre, UKOLN, University of Bath. Overview. Transition from analogue to digital Challenges in managing digital records Digital Curation & the life-cycle Roles and Responsibilities

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Collaboration for Success in Digital Records Management & Curation

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  1. Collaboration for Success in Digital Records Management & Curation Maureen Pennock UK Digital Curation Centre, UKOLN, University of Bath

  2. Overview • Transition from analogue to digital • Challenges in managing digital records • Digital Curation & the life-cycle • Roles and Responsibilities • Conclusions

  3. From Analogue to Digital • Digital infrastructure now increasingly common • Number of advantages in using digital records • Range and type of records enormous • Management and preservation of digital records has not kept pace with use from this… … to this

  4. The First Solution

  5. The First Solution ? ? Doesn’t solve all the problems… ? … and may even create extra ones! ? ?

  6. Digital Curation • Offers a framework in which to address many of the technical, cultural, and organisational issues in the management and preservation of digital records & data • “Maintaining and adding value to a trusted body of digital information for current and future use” • “The active management and appraisal of data over the entire life-cycle”

  7. Life-cycle model Disposal? • Generic model • Takes control over the records throughout lifetime • Meaningful chain of custody • Requires compatibility of different stages • Note that preservation activitiesmaybe needed before archiving, depending on the retention period Records Disposal?

  8. The Challenges • New paradigm -> different challenges

  9. Technical & Preservation issues (1) • Preservation • Records highly environmentally dependent • Software/hardware environments change many times during the lifetime of the records • Records may be altered if action is undertaken • Records will become inaccessible if action is not taken File(s) Software RECORD Hardware

  10. Technical & Preservation issues (2) • Preservation strategies • Fragility of media • File deterioration • Media obsolescence • Hardware & software obsolescence • Preservation tools/functionality • Repository storage • Metadata • Security

  11. Organisational and Cultural issues • Organisational and cultural infrastructure not geared towards digital records management • Records often created, stored, & managed ad hoc • Distributed across many PC’s, laptops, other devices • Multiple copies made & problematic versioning • Sense of personal ownership • Need for senior managerial support, e.g policy, champions • The ‘that’s not part of my job description’ syndrome • Low awareness of staff/user responsibilities • Absence of effective communication pathways between stakeholders & departments

  12. Legal and Financial issues • Financial: • Who will pay? • What are the cost benefits? • Where’s the business model? • Legal: • Data Protection, • Freedom of Information, • Controlling IP rights…

  13. Addressing the challenges • These challenges are present at different stages throughout the records life-cycle • Necessitates a distinct change in the way the universities manage their digital materials and digital records – isolated departments and faculties no more • Requires attention by different stakeholders at different stages

  14. Shared roles and responsibilities • Management – senior and departmental • Records creators – staff, students… • Records curators – information and records management, archivists, librarians… • IT personnel – web managers, head of IT, system administrators, system support… • Communication and collaboration is required to achieve consistency and success

  15. Stage 1 - Creation

  16. Stage 2 – Active Use

  17. Stage 3 – Appraisal & Selection

  18. Stage 4 – Transfer or Disposal

  19. Stage 5 – Archiving & Preservation

  20. Stage 6 - Access & Re-use • Many previous activities, e.g. metadata creation, linkage between records, contribute to re-use

  21. Summary & Conclusions • Digital records management comprises many levels of challenges (not just technical) • ‘Print to paper’ is not the most appropriate solution for managing digital records • More extensive collaborative relationships are needed for complete life-cycle management than has traditionally been the case • Collaboration enables organisations to fully reap benefits of digital records • Wider cross-sectoral collaboration & communication will minimise investments in developing suitable approaches

  22. Thank YouQuestions? Maureen Pennockm.pennock@dcc.ac.ukJoin the DCC Associates Network at http://www.dcc.ac.uk (it’s free!)

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