Digital Content Intake - The University of Alabama

2 downloads 384 Views 43KB Size Report
The online survey is here: http://bit.ly/1Oynxzh. The purpose of this survey is to ... Old hard drives (*nix). ❑ Hard
Digital Content Intake Survey by Alissa Helms and Jody DeRidder, University of Alabama Libraries, Spring 2016 The online survey is here: http://bit.ly/1Oynxzh The purpose of this survey is to identify useful tools and processes for the identification, analysis, selection, processing, management, and access of incoming digital content (i.e., that which was not locally digitized). The anonymized results of this survey will be shared widely to assist cultural heritage institutions in creating practical work flows and processes to better handle born-digital content. This survey should take 10-30 minutes to complete, dependent upon how much information you might be able to provide or wish to share. It is designed so that you may offer as much or as little information as you would like. Thank you for your participation! This survey consists of six main sections: Materials & Content, Workflows, Content Management, Preservation Metadata, Access, and Recommendations. But first, please answer two questions about your institution that may help to place your responses in context. What type of cultural heritage institution do you represent?  Academic Library  Archive  Government Organization  Historical Society  Museum  Public Library  Special Library  Other: (please specify below) ____________________ What is your role within the cultural heritage institution that you represent?

I. MATERIALS & CONTENT Which of the following types of digital content does your organization currently collect? (please check all that apply)  Text documents  Still images  Moving images/videos  Audio recordings  Websites  Email  Databases  Geographical Information Systems (GIS) data  Executable files (software)  Other: (please specify below) ____________________ What kinds of digital content do you NOT collect, and why? What forms of obsolete media are you prepared to obtain content from? (please check all that apply)  Floppy discs (3.5 inch)  Floppy discs (5.25 inch)  Floppy discs (8 inch)  Zip discs  Mini discs  Old hard drives (Mac)  Old hard drives (PC)  Old hard drives (*nix)  Hard disk drives (sizes other than 2.5 or 3.5 inch)  Other: (please specify below) ____________________

II. WORKFLOWS A. Identification One of the first tasks of dealing with incoming digital content is to examine what is there in order to build an inventory, identify duplicate files, and assess what types of material are present. We consider this the “identification” stage. What tools do you find useful for this process? What tools have you tried that were not useful, and why?

What is your process or workflow for this aspect of digital content intake?

B. Analysis After identification stage, some analysis of the content usually must precede selection by curators. This may include: • locating (and associating) all the versions of any particular file • documenting where groups of file types are found • documenting sets of files and file structures that together comprise a single item (such as a database or software system) • documenting which files are system files or commonly used software • documenting which files contain social security numbers, phone numbers and other potential privacy issues • how many of which file types are found What tools do you find useful for this process? What tools have you tried that were not useful, and why? What is your process or workflow for this aspect of digital content intake?

C. Selection Once initial analysis takes place, the difficult task of selection begins. This may include determining which of multiple versions of a file are of interest. It may also include isolating files of particular types which the donor has specified. And it may require sorting through many types of files in many directories. It’s a daunting task for a large set of incoming content. Often during this stage some descriptive metadata is generated or collected to specify why particular files or directories should be retained. Do the collection policies at your institution allow you to select content to be preserved?  Yes  Sometimes/under certain circumstances  No What tools do you find useful for this process? What tools have you tried that were not useful, and why? What is your process or workflow for this aspect of digital content intake?

D. Processing The ultimate goal of processing is to make digital content accessible for both current and future users. A number of processing activities may occur to provide access points with current technology and to preserve digital content across generations of technology. These processes include content migration, data normalization, and emulation implementation. What tools do you find useful for this process? What tools have you tried that were not useful, and why? What is your process or workflow for this aspect of digital content intake?

III. CONTENT MANAGEMENT Do you preserve the original files (not on the original media)?  Yes  No  Sometimes/under certain circumstances Do you migrate (or normalize) files?  Yes  No  Sometimes/under certain circumstances What are your target archival formats for the following types of digital materials: (please check all that apply and list formats in the corresponding box)  Text documents (examples: PDF/A, .txt, .docx) ____________________  Still images (examples: TIFF, JPEG, PNG, JP2) ____________________  Moving images/video (examples: AVI, MPEG-2, MKV) ____________________  Audio recordings (examples: WAV, .mp3) ____________________  Databases (examples: DBF, SIARD) ____________________  Spreadsheets (examples: CSV, TSV, .xlsx) ____________________  Other: (please specify below) ____________________ How do you track and organize content? Please share information about your workflows and any tools you have found helpful.

IV. PRESERVATION METADATA What types of technical metadata do you capture? (please check all that apply)  Checksums  Files sizes  File date(s)  Original directory location  Associated files  Structure of document  File type  File type version  Creating software (and version)  Operating system  Endianness  Appropriate standards based on file type (e.g., MIX, AES57, etc.)  Other: (please specify below) ____________________ What types of rights information do you collect for your incoming digital content? (please check all that apply)  Access and use restrictions  Digitization permissions  Rights to make copies and derivatives  Rights to preserve and migrate  Rights to make representations and metadata  Intellectual property rights  Copyright  Other: (please specify below) ____________________ How do you track rights information? (Example: Open Digital Rights Language (ODRL), METS rights language, etc.) What other types of administrative metadata do you collect?

V. ACCESS How is your rights metadata used to control access? (Example: database entries queried upon clicking on item link, content organized according to access restrictions, etc.) At what level of granularity do you provide in-house access?  Disk image  Hard drive  Directory structure  Folder  Item  Other: (please specify below) ____________________ At what level of granularity do you provide online access?  Disk image  Hard drive  Directory structure  Folder  Item  Other: (please specify below) ____________________ Do you provide emulation of the original access method?  Yes, in house  Yes, via online emulation such as olivearchive.org or bw-fla.uni-freiburg.de  Yes, other (please specify below) ____________________  No

VI. RECOMMENDATIONS What recommendations do you have for other institutions that are just beginning to collect digital content? Do you have other suggestions or comments about what has worked for you, and what has not? If you are willing to be contacted with follow-up questions, please provide your name and email address below. This information is confidential and will not be published or associated with your responses in any publication or presentation. Additionally, if you would like to share any online institutional documentation, policy statements, guidelines, or other online publications regarding digital intake procedures, please paste the URL link(s) below. Note: if you chose to share any online documentation, the next question

will allow you to choose if your institution is credited should your documentation be mentioned in a publication or presentation, or if this information should remain confidential. Would you like your institution to be credited if the documentation is mentioned in a publication or presentation? If not, the information provided above is confidential and will not be published or associated with your responses in any publication or presentation.  Yes, please credit my institution (enter preferred citation). ____________________  No, please keep my information confidential.