{"id":1125,"date":"2010-06-11T12:37:33","date_gmt":"2010-06-11T11:37:33","guid":{"rendered":"http:\/\/blog.soton.ac.uk\/keepit\/?p=1125"},"modified":"2010-06-30T09:53:56","modified_gmt":"2010-06-30T08:53:56","slug":"digital-preservation-risk-management-and-ual-research-online","status":"publish","type":"post","link":"https:\/\/blog.soton.ac.uk\/keepit\/2010\/06\/11\/digital-preservation-risk-management-and-ual-research-online\/","title":{"rendered":"Digital Preservation, Risk Management,  and UAL Research Online"},"content":{"rendered":"<p><em>KeepIt course module 5, Northampton, 30 March 2010<\/em><br \/>\n<strong> Tools<\/strong> this module: <a href=\"http:\/\/blog.soton.ac.uk\/keepit\/tag\/trac\/\" target=\"_self\">TRAC<\/a>, <a href=\"http:\/\/blog.soton.ac.uk\/keepit\/tag\/drambora\/\" target=\"_self\">DRAMBORA<\/a><br \/>\n<strong>Tags<\/strong> Find out more about: this module <a href=\"http:\/\/blog.soton.ac.uk\/keepit\/tag\/keepit-course-5\/\" target=\"_self\">KeepIt course 5<\/a>, the full <a href=\"http:\/\/blog.soton.ac.uk\/keepit\/tag\/keepit-course\/\" target=\"_self\">KeepIt course<\/a><br \/>\n<strong>Presentation referred to in this blog entry<\/strong> <a href=\"http:\/\/www.slideshare.net\/SteveHitchcock\/keepit-course-5-drambora-risk-and-trust-and-data-management-by-martin-donnelly\">DRAMBORA: Risk and trust and Data management<\/a> (Slideshare)<br \/>\n<strong>Presentations and tutorial exercises<\/strong> <a href=\"http:\/\/eprints.ecs.soton.ac.uk\/21031\/\">course 5<\/a> (source files)<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignright size-full wp-image-139\" src=\"http:\/\/blog.soton.ac.uk\/keepit\/files\/2009\/06\/ual.gif\" alt=\"University of the Arts London logo\" width=\"184\" height=\"153\" \/> <a href=\"http:\/\/ualresearchonline.arts.ac.uk\/\" target=\"_blank\">UAL Research Online<\/a> is a specialist repository of research outputs in arts, design, and media, operating on a version of EPrints that has been customised to be able to hold, manage and showcase our mainly practice-based research.\u00a0 The research outputs of our university (<a href=\"http:\/\/www.arts.ac.uk\/\" target=\"_blank\">University of the Arts London<\/a>, which consists of London College of Fashion, Central Saint Martins College of Art and Design, London College of Communication, Chelsea College of Arts and Design, and Camberwell College of Art) are rarely text documents. They are <a title=\"Tulloch, Carol and Cole, Shaun (2004) Black British Style\" href=\"http:\/\/ualresearchonline.arts.ac.uk\/1015\/\" target=\"_blank\">exhibitions<\/a>, <a title=\"Blacklock, George (2006) Excerpts from the Pieta~Series\" href=\"http:\/\/ualresearchonline.arts.ac.uk\/1856\/\" target=\"_blank\">paintings<\/a>, <a title=\"Storey, Helen and Ryan, Professor Tony and Belford, Trish, (2008) Wonderland : disappearing dresses\" href=\"http:\/\/ualresearchonline.arts.ac.uk\/294\/\" target=\"_blank\">textile designs<\/a>, <a title=\"Offeh, Harold and Jones, Samuel, (2008) Peckham TV\" href=\"http:\/\/ualresearchonline.arts.ac.uk\/208\/\" target=\"_blank\">events<\/a>, <a title=\"Pavelka, Michael (2003) A Midsummer Night's Dream: Production Design - Set and Costume\" href=\"http:\/\/ualresearchonline.arts.ac.uk\/1935\/\" target=\"_blank\">stage designs<\/a>, <a title=\"Baseman, Jordan (2008) Born To Run\" href=\"http:\/\/ualresearchonline.arts.ac.uk\/589\/\" target=\"_blank\">films<\/a>, <a title=\"Barbieri, Donatella (2006) Costume Designs for Verdi's Rigoletto\" href=\"http:\/\/ualresearchonline.arts.ac.uk\/1753\/\" target=\"_blank\">costume design<\/a>,\u00a0 <a title=\"Cunningham, David (2005) The listening room, Camden Arts Centre\" href=\"http:\/\/ualresearchonline.arts.ac.uk\/140\/\" target=\"_blank\">sound art<\/a>, <a title=\"Willcocks, Marcus (2007) Design Against Crime\" href=\"http:\/\/ualresearchonline.arts.ac.uk\/221\/\" target=\"_blank\">industrial designs<\/a>, <a title=\"Hunter, Tom (1997) Persons unknown\" href=\"http:\/\/ualresearchonline.arts.ac.uk\/251\/\" target=\"_blank\">photography<\/a>, <a title=\"Cobbing, William (2004) Eating My Teeth\" href=\"http:\/\/ualresearchonline.arts.ac.uk\/1487\/\" target=\"_blank\">sculpture<\/a>, <a title=\"Wynne, John (2009) Bouncing off Walls\" href=\"http:\/\/ualresearchonline.arts.ac.uk\/1972\/\" target=\"_blank\">installations<\/a>, <a title=\"McGowan, Mark (2009) Ballerina Pig outside Scotland Yard\" href=\"http:\/\/ualresearchonline.arts.ac.uk\/678\/\" target=\"_blank\">etc<\/a>. This means that our institutional repository is rather different than any other.<\/p>\n<p>Our file formats include:<\/p>\n<ul> <strong>Images<\/strong>: jpeg, png, bmp, tiff, gif, pdf<br \/>\n<strong>Audio<\/strong>: avi, mp3, mpeg4, wav, ac3, flac, ogg<br \/>\n<strong>Video<\/strong>: mov, mpeg, quick time, flash, avi, theora\/ogg<\/ul>\n<p>We are also beginning to include archived websites.<\/p>\n<p>Because of this diversity, our preservation issues are a little more complicated. It will be important for us to use the <a title=\"EPrints Preservation Plugins, and video tutorials\" href=\"http:\/\/files.eprints.org\/496\/\" target=\"_blank\">EPrints extensions<\/a> (developed by Dave Tarrant of the University of Southampton) that incorporate format recognition, and we will upgrade to the version of EPrints (v3.2) which these tools require, before the end of the summer of 2010.<\/p>\n<p><a href=\"http:\/\/www.repositoryaudit.eu\/\"><img loading=\"lazy\" decoding=\"async\" class=\"alignleft size-full wp-image-1148\" src=\"http:\/\/blog.soton.ac.uk\/keepit\/files\/2010\/06\/DRAMBORA-logo.jpg\" alt=\"DRAMBORA logo\" width=\"167\" height=\"44\" \/><\/a>In addition to implementing the tools developed within the KeepIt project, based on the KeepIt course modules of the various preservation tools available, I have chosen to work through the online preservation tool <strong><a title=\"Welcome to DRAMBORA Interactive\" href=\"http:\/\/www.repositoryaudit.eu\/\" target=\"_blank\"><span style=\"font-weight: normal\">DRAMBORA<\/span><\/a>,<\/strong> as it best suits the needs of UAL Research Online at this point in its evolution.<\/p>\n<p>I chose this tool from among the many we discussed during the KeepIt course for the following reasons:<\/p>\n<ul> it is designed for repositories rather than all digital assets of an organisation;<br \/>\nit can be applied to very new repositories;<br \/>\nit\u00a0is a self-assessment exercise;<br \/>\nit does not require advanced technical knowledge<\/ul>\n<p>DRAMBORA stands for \u201cDigital Repository Audit Method Based on Risk Assessment\u201d. It is sponsored by JISC and <a title=\"DCC-Tools-DRAMBORA\" href=\"http:\/\/www.dcc.ac.uk\/resources\/tools-and-applications\/drambora\" target=\"_blank\">managed <\/a>by the DCC, the Digital Curation Centre in the UK.<\/p>\n<p>DRAMBORA defines digital curation as the management of risk. The repository manager establishes the objectives, activities, and assets of the repository, and then assesses the areas of risk \u2013 identifying weaknesses and strengths, and then managing the areas of risk.<\/p>\n<p>Essential to DRAMBORA&#8217;s approach is the belief that \u201cthe job of digital curator is to rationalise the uncertainties and threats that inhibit efforts to maintain digital object authenticity and understandability, transforming them into manageable risks.\u201d <a title=\"DigitalPreservationEurope Newsletter\" href=\"http:\/\/www.digitalpreservationeurope.eu\/publications\/DPE_Newsletter_issue2.pdf\" target=\"_blank\">DPE Newsletter<\/a>, Issue 2: September 2007, p.9<\/p>\n<p>DRAMBORA includes the following <a title=\"DRAMBORA Interactive, DRAMBORA: Objectives\" href=\"http:\/\/www.repositoryaudit.eu\/objectives\/\" target=\"_blank\">steps:<br \/>\n<\/a><\/p>\n<ul>\n<li>Defining      the mandate and scope of functions of the repository<\/li>\n<li>Identifying      the activities and assets of the repository<\/li>\n<li>Identifying      the risks and vulnerabilities associated with the mandate, activities and      assets<\/li>\n<li>Assessing      and calculating the risks<\/li>\n<li>Defining      risk management measures<\/li>\n<li>Reporting      on the self-audit<\/li>\n<\/ul>\n<p>After the DRAMBORA exercise is completed, UAL Research Online should have:<\/p>\n<p>&#8211; a \u2018comprehensive and documented awareness of mission, aims, objectives, activities and assets.\u2019<\/p>\n<p>&#8211; a \u2018catalogue of pertinent risks, categorised according to type and relationships, which have been described in terms of ownership, probability and impact\u2019<\/p>\n<p>&#8211; \u2018internal understanding of shortcomings of the organisation \u2013 so that resources can be allocated or redistributed to pressing areas\u2019<\/p>\n<p>We should also be prepared for an external audit, if needed. Compatible external audits are said to include:<\/p>\n<p>&#8211; Trustworthy Repositories Audit &amp; Certification (TRAC) \u2013 an accreditation of the US National Archives and Records Administration,<\/p>\n<p>&#8211; Nestor Catalogue of Criteria for Trusted Repositories, or<\/p>\n<p>&#8211; Consultative Committee for Space Data Systems (CCSDS) digital repository audit assessment criteria<\/p>\n<p>One of the <a title=\"UAL Research Online \u2013 repository preservation objectives, Diary, October 14, 2009\" href=\"http:\/\/blog.soton.ac.uk\/keepit\/2009\/10\/14\/ual-research-online-repository-preservation-objectives\/\" target=\"_blank\">objectives <\/a>of UAL\u2019s participation in the KeepIt project\u00a0 (as defined by my predecessor as manager of UAL Research Online) was to write a series of guides for digital preservation, meant to advise staff about it and to impress the need for it to our senior management. I hope that the DRAMBORA results will feed into this document as well.<\/p>\n<p>So I explored the DRAMBORA site and signed up for the process. I have completed the first stage, in which I defined the functions and scope of the repository. Already I found much food for thought and have several questions I need to ask the senior managers about the specifics of my repository mandate \u2013 I can see that DRAMBORA will require me to think through more than just preservation risks, and will be helpful in specifically defining other aspects of our repository.<\/p>\n<p>After I\u2019d done this, we were fortunate to have a visit from Martin Donnelly of the Digital Curation Centre at the fifth module of the KeepIt course, which was held on 30 March at the University of Northampton. Martin gave us a <a title=\"DRAMBORA PPT presentation, KeepIt course 5, 30 March 2010\" href=\"http:\/\/eprints.ecs.soton.ac.uk\/21031\/4\/KeepIt_5_%2D_DRAMBORA_(Northampton)%2Dgiven.ppt\" target=\"_blank\">thorough grounding<\/a> in DRAMBORA and we were able to complete some practice exercises. Interestingly, at the end of the course we were polled for our reactions, and all 15 respondents indicated that DRAMBORA either could be useful, they intended to use it, or they have used it; no one was unlikely to use it.<\/p>\n<p>Martin advised us that our audit scope and purpose must be decided ahead of time, and we must make it clear at which stage of repository development the audit is being performed. It\u2019s important to realise that no repository exists in a vacuum \u2013 we are embedded in our institutional management structures and policies, as well as the limitations and possibilities of our IT support provision, the climate of research we function in, and the wider world of UK higher education and funding.\u00a0 We need to be clear on the repository\u2019s goals: What do we do\/What will we do?<\/p>\n<p>Another of the important preliminary steps Martin highlighted was the need to ascribe selected \u201cfunctional classes\u201d to the repository \u2013 for example, metadata management.<\/p>\n<p>We had a workshop session in which we filled out a sample section of the assessment (for reference, this was Stages 4-5-6 on Form T8\/T9\/T10). Our group looked specifically at T10, entitled <a title=\" DRAMBORA worksheet: T10, manage risks, RTF format\" href=\"http:\/\/eprints.ecs.soton.ac.uk\/21031\/5\/dramboraWorksheet.rtf\" target=\"_blank\"><span style=\"text-decoration: underline\">Manage Risks<\/span><\/a>. The form asked us to name and describe a possible risk, and then explain its manifestation. Then we classified the nature of the risk, identified the risk owner and stakeholders, listed the risk relationships, probability, potential impact, and from these we calculated its severity. Then we devised a risk management strategy, a risk management activity, and identified the owners of these two. This was a lot of work! and much group discussion ensued. It was a bit difficult to do as a group, because we found our repositories were all quite different, even in terms of the sorts of risks we each thought we\u2019d be likely to face. But it\u2019s clearly a very thorough process.<\/p>\n<p>After trying T10, I\u00a0 was apprehensive about my ability to think up all the possible risks that the repository faces, but was glad to learn that the <a href=\"http:\/\/www.dcc.ac.uk\/sites\/default\/files\/documents\/docs\/Donnelly_DRAMBORA_Interactive_Manual.pdf\" target=\"_blank\">DRAMBORA pdf guide<\/a> includes lots of examples of risks repositories may face. The DRAMBORA website claims: \u201cDRAMBORA Interactive provides a host of real-world risk exemplars which you can use or modify for your own repository&#8217;s circumstances.\u201d I think this is a crucial part of the process, and I\u2019ll certainly need to refer to these examples.<\/p>\n<p>A minor concern the emerged during the hands-on experience with T10 is that filling out a lot of these forms will be tedious \u2013 I envision that there will be a lot of repetition, e.g., stakeholders will be the same for many risks.\u00a0 Also, although the fact that DRAMBORA is a self-assessment is one of its good points, I do wonder if I am qualified to assess all these areas.\u00a0 I don&#8217;t see how to independently test my decisions, so how will I know the probability of x happening? DRAMBORA is meant to \u2018provide peace of mind\u2019 but if it is based only on my judgement, I wonder how reassuring it will be.<\/p>\n<p>Martin advised that we should allot 5 full working days to the self-audit, and I am not sure where I will find this much time to devote to this, despite my best intentions and awareness of my responsibility as a KeepIt project partner and exemplar.\u00a0 I will have to put it together in bits and pieces, rather than get immersed in the task for a block of time; the latter would be far preferable. It was suggested that there might be a possibility of a \u2018DRAMBORA Light\u2019, that I could put together for myself and report on, for the use of other repository managers that are as busy as I seem to be. There are lots of exciting things going on for UAL Research Online in the next months, including our EPrints software upgrade, the complete restructuring of the university\u2019s research office, adopting the repository to be used for all research reporting functions in the university, and my involvement in three additional projects with their own sets of deadlines, meetings and papers to write. It\u2019s easy to keep putting off getting properly stuck into DRAMBORA,\u00a0and it\u2019s not just about my own time management \u2013 I think this illustrates a common problem for digital preservation generally. We all know that we very much need to assess, manage and minimise risk, but preservation tasks tend to fall into the \u2018Important\u2019 category, not the \u2018Urgent\u2019 one. It\u2019s easy to spend six months attending to \u2018Urgent\u2019 work, and never get to any of the \u2018Important\u2019 bits.<\/p>\n<p>Over the last few months the need for a good risk management has been very dramatically demonstrated in the news &#8211; I wonder if it would help to post this photo in a prominent place in my workspace?<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-1133\" src=\"http:\/\/blog.soton.ac.uk\/keepit\/files\/2010\/06\/us-coast-guard-photo.jpg\" alt=\"Deepwater Horizon oil rig fire\" width=\"500\" height=\"375\" srcset=\"https:\/\/blog.soton.ac.uk\/keepit\/files\/2010\/06\/us-coast-guard-photo.jpg 500w, https:\/\/blog.soton.ac.uk\/keepit\/files\/2010\/06\/us-coast-guard-photo-300x225.jpg 300w\" sizes=\"auto, (max-width: 500px) 100vw, 500px\" \/><\/p>\n<p>Deepwater Horizon oil rig fire<br \/>\n<em>Photo courtesy of the U.S. Coast Guard Eighth District External Affairs <a title=\"Deepwater Horizon fire\" rel=\"nofollow\" href=\"http:\/\/www.flickr.com\/photos\/uscgd8\/4542934710\/\">http:\/\/www.flickr.com\/photos\/uscgd8\/4542934710\/ <\/a><\/em><br \/>\n<em>Licensed under Creative Commons Attribution\/Share Alike 2.0.<\/em><\/p>\n<p>Stephanie Meece<br \/>\nInstitutional Repository Manager, UAL Research Online<br \/>\nUniversity of the Arts London<\/p>\n","protected":false},"excerpt":{"rendered":"<p>KeepIt course module 5, Northampton, 30 March 2010 Tools this module: TRAC, DRAMBORA Tags Find out more about: this module KeepIt course 5, the full KeepIt course Presentation referred to in this blog entry DRAMBORA: Risk and trust and Data management (Slideshare) Presentations and tutorial exercises course 5 (source files) UAL Research Online is a [&hellip;]<\/p>\n","protected":false},"author":55,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[1],"tags":[35,119,318,32,38,36,217,322,127,144,319,131,321],"class_list":["post-1125","post","type-post","status-publish","format-standard","hentry","category-uncategorized","tag-arts-repositories","tag-digital-preservation","tag-drambora","tag-eprints","tag-exemplar-profiles","tag-institutional-repositories","tag-keepit-course","tag-keepit-course-5","tag-multimedia","tag-preservation-planning","tag-self-audit","tag-ual-research-online","tag-university-of-the-arts-london"],"_links":{"self":[{"href":"https:\/\/blog.soton.ac.uk\/keepit\/wp-json\/wp\/v2\/posts\/1125","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/blog.soton.ac.uk\/keepit\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/blog.soton.ac.uk\/keepit\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/blog.soton.ac.uk\/keepit\/wp-json\/wp\/v2\/users\/55"}],"replies":[{"embeddable":true,"href":"https:\/\/blog.soton.ac.uk\/keepit\/wp-json\/wp\/v2\/comments?post=1125"}],"version-history":[{"count":46,"href":"https:\/\/blog.soton.ac.uk\/keepit\/wp-json\/wp\/v2\/posts\/1125\/revisions"}],"predecessor-version":[{"id":1130,"href":"https:\/\/blog.soton.ac.uk\/keepit\/wp-json\/wp\/v2\/posts\/1125\/revisions\/1130"}],"wp:attachment":[{"href":"https:\/\/blog.soton.ac.uk\/keepit\/wp-json\/wp\/v2\/media?parent=1125"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/blog.soton.ac.uk\/keepit\/wp-json\/wp\/v2\/categories?post=1125"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/blog.soton.ac.uk\/keepit\/wp-json\/wp\/v2\/tags?post=1125"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}