Digital Preservation Exploration Summary Meeting – Sept. 18, 2019

I’m going to make sure my screen is
still being shared okay I got one message thing can’t hear
anything I will go ahead and put a link there’s a link to the Help section for
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screen a slide that says digital preservation exploration and there
should be some tabs on top – I don’t know if we’ll get to the tabs but I have
in there just in case great so thank you everybody for joining us today for the
digital preservation exploration summary report meeting and thank you everyone
who has participated and assisted us along the way
it’s been a very fun year putting this all together and I appreciate all of you
spending the time to participate and contribute so jump right in the plan for today basically is I’ll
provide some like a general welcome and kind of an overview of just the basic
meeting logistics and then we’ll jump into a report overview where I’ll walk
through the report that everyone should have access to at this point but we’ll
walk through all the sections and kind of hit the main points of that many of
you will be familiar with some of the key points already but hopefully this
will give it be an opportunity to learn more and then we’ll open the floor
essentially to discussion and questions and kind of have more of a open open
floor and then there’ll be a brief wrap-up at the end to just make sure
everyone’s on the same page about what we’re what’s happening moving forward so the welcome in logistics
off phase goal is to just put it out there is to provide an overview of the
digital preservation explore a summary report and to provide a space for
additional feedback and discussion since the goal of this entire project has been
to seek out what’s going on with digital preservation in North Carolina this as
well as all the other things we’ve done thus far is hopefully an opportunity for
people to share their thoughts and their experiences so we want this to double as
that as much as anything else these are the people involved kind of on the back
end today my name is Andrea Greene I’m the digital collections manager at State
Library of North Carolina and I will be the primary presenter so you’ll probably
hear my voice the most we also have Amanda McLellan with East Carolina
University and she will be kind of doing the question monitoring so if you have a
question she just said hello and chat so if you have a question please add it to
chat and she’ll help you kind of help make sure that I’m aware if I that
there’s a question and to make sure that all those things are getting addressed
we also have Liz Harper with Western Carolina University and she’ll be making
sure we keep on track with time and the other planning committee members from
this project David Quinn and Lisa Gregory David from UNCG and Lisa from NC
DHC or digital NC as many people know they’re also on the line and here to
help assist with discussion and answering questions and kind of helping
make sure everything runs smoothly so that’s who’s kind of present many of you
already have met us or heard our voices and names before
but welcome and the technical overview just briefly
I put the link in chat for everybody if you have any issues but generally first
off this meeting is being recorded and it will be made publicly available so
and that will be shared after the meeting and we definitely welcome
questions throughout the meeting during the report overview we ask that you add
your question to chat and we’ll try to address those as they come in as
appropriate and then during the discussion portion I’ll unmute everybody
and we’ll have more of an open discussion so people can contribute and
have more of a conversation for those who choose to do it that way but chat of
course is always an option and again the links in chat for
technical difficulties and hopefully there aren’t that many you can never
really predict it but hopefully are there any questions about kind of the
logistics of today and in case anyone is new to join me or
hasn’t found it yet the chat access to chat should be available at the very top
of your screen in the join me there should be a little bubble that has like
a symbol for like a chat bubble if you click that that should open the window okay now to the meat of it the report which
my tone of voice made that sound very ominous
it is not so some quick background about the project itself the digital
preservation exploration was a statewide leadership project funded by LSTA V and
IMLS is an LSTA grant via IMLS and was built off and are inspired by results
from the 2017 digital summit initiatives so the digital summit initiative did a
statewide survey and also brought leaders together to kind of have a
conversation about all the digital needs of North Carolina and one of the big
things that came up over and over again and was identified as a big priority or
an area that an initiative to be investigated further was digital
preservation but as many know digital preservation can be a lot of things to a
lot of people so the goal of this was to take those results and then kind of
delve deeper into what what those needs could be or what we mean by digital
preservation and what that looks like in North Carolina the project’s been
managed by a five-person planning committee with members from across the
state I’ve just introduced them so and we’ve all worked together since last
practically pretty much last September to put it to run this project the goals
of the project are were to determine the goals and priorities institutions have
regarding digital preservation determine how feasible and sustainable those
different digital preservation solutions would be for interested institutions and
identify potential approaches to future digital preservation initiatives and
possible areas of collaboration and lasts to determine recommended next
steps that the state library can take and supporting all of these things and
kind of like this kind of floating goal or thing that kind of cropped up the
over and over again throughout this process
is also that we’ve we’ve also this project is also served to kind of help
us start building a foundation of a thing of what digital preservation means
in North Carolina so what are people’s understanding of it what’s some shared
vocabulary you know what is their situation so that kind of affects all of
these four things and is also just kind of a thing that’s been a constant
through this process and we had three to do this we decided
to do three regional meetings essentially trying to angle each
geographic area of North Carolina so middle Western and Eastern the middle
meeting was at UNC Greensboro the Western meeting was at Western Carolina
University and the eastern meeting was at East Carolina University in
approximately 15 to 20 professionals from North Carolina institution cultural
institutions attended each meeting and the meetings were approximately six hour
long workshops with large and small group activities we also had the meeting facilitated by
two State Library of North Carolina library development facilitators it was
important to us to have kind of objective outside perspective
facilitators helping to run the meeting especially so that the product the
planning committee could participate and engage and so that we didn’t we could
speak kind of freely and with from from like the same space the report itself
that resulted that is now published and available that resulted from these
meetings was compiled by the planning committee and based on the notes that
were taken throughout each of these three meetings the notes were taken by
all five committee members and also the two facilitators we also drew from any
of the materials that we created during the meeting so there were a lot of slip
chart exercises and posted exercises and things like that that were produced
during different exercises so we used all of that information to do
essentially one big content analysis and that’s what resulted in the report to pated this is one of the tables from
the report essentially invitations were sent to 70 different practitioners from
a variety of cultural institutions across North Carolina the majority of
them were about 44 percent of them were universities or colleges of different
sizes both public and private 13% were museums 16% were special libraries 11%
were to public libraries 10% community colleges and 6% archives we tried to
touch on all the different cultural institutions types or as many as we
could potential participants we selected them based by they were selected by the
members of the planning committee based on their individual geographic location
of institution they worked for in their professional role but all the
invitations were also made open to additional nominations and suggestions
for people to attend we we did it this way with an invitation limitation
because each meeting with capped at 30 participants max to stay within the
budget of the grant so of the 70 invitations that were sent 45 accepted
at the invitation and that excludes the planning committee members and the
follow and the ultimate breakdown of who attended in terms of institutions as you
can see in this graph like still it was the majority where University and
colleges both private and public small and large but then everyone else kind of
had somewhat equal representation across the board community colleges really were
mostly only represented at the middle students but we had archives throughout
university or public libraries throughout museums at the east and west
and specials at the Western middle so we had what is hopefully a good
representation of the different perspectives of different cultural
institutions in North Carolina though admittedly we can always do better but
one of the goals of this project was to make sure those who were participating
are from a variety of places and experiences
and that is something we can always work on to improve make sure those voices are
included here’s another representation of that
distribution of participants this is an interactive map so and it’s available
and linked in the report as well so you can actually click on the link and then
zoom in and do different selections and kind of see more of a breakdown of who
attended based on the places of work of those who participated blue is those who
are the people that attended the west yellow middle red east and then the
green are the facilitator or the planning committee members and one of
the things you can note in this map is that there are chunks of North Carolina
that we did not have participants from so again this is something that you know
as we move forward and we as we include people and have these conversations to
be aware that there are areas that weren’t necessarily initially a part of
it and making sure that those voices get included at the beginning are there any questions
so far doesn’t look like it okay
so at the very beginning of each meeting we asked we kind of did a icebreaker
where we went around and we just asked why are you here today and it kind of it
pretty much broke down into three main categories based on everybody’s
different answers the first was to learn so people had answers kind of related to
the concept of they were here to learn about something to learn about standards
and best practices about getting started and digital preservation but also the
most common answer was learn about what others are doing to just essentially get
a sense of what else is happening in North Carolina and where people are in
it because as many of us know it’s really easy to kind of fall into this
for lack of a better word silo where you don’t you don’t have time to see what
others who may be doing exactly the same thing you’re doing and having the exact
same questions you’re having what those people are doing so this was an
opportunity for them to learn from those people another category or theme that kind of
propped up from these answers was to collaborate and network so whether that
means that like collaborating in terms of building internal partnerships at
people’s institutions or about doing more – for community collaboration or
just meeting colleagues at this at this event regional and institutional – to
foster more collaboration and networking which was also again the meeting the
colleagues was the most common one so and this in general was also a major
theme of each meeting the concept of let’s not do this in a vacuum let’s
collaborate and talk openly and have transparency about these processes
and in the last of the mother the third main theme was to address specific needs
and questions so this kind of broke down in all sorts of ways but there were some
there were five main areas at least that people really wanted to talk about in
more specific detail digitization so a lot of times digitization is associated
or really goes hand in hand with digital preservation so a lot of people wanted
to talk about their experiences with or them getting started with digitization
another one was just basic problem solving so it cuts off in the graph but
essentially the idea of like some general and specific situations that
people are facing that they wanted to hear what other people are dealing with
and one example that stuck out was the concept of email what are people doing
with preserving email another was access and discovery so addressing kind of the
different needs and the different ways people are dealing with creating
metadata or making their collections available or considering their digital
preservation from that discovery standpoint policy and program development was not
as common but another big feature where people wanted to know more about what
others were we’re doing in terms of developing their policies and kind of
doing the bare but the work itself and creating those programs for digital
preservation and last there was advocacy and support both how are people getting
support for digital preservation at their institutions but also how are
people advocating for themselves are there any questions No okay so in addition to kind of finding out
what people were why people were there that day we also kind of wanted to focus
on what people’s current status was so we sent some general questions to people
before the meeting and then had them walk through the those questions almost
all respondents to the question of what types of materials old are involved said
that they were collecting digital content through created through
digitization that was the most common it seems to be it seemed to be more of a
focus of smaller institutions in terms of preservation though most were also
collecting born-digital items at some level the attention in turn towards
born-digital items through discussions seems to be more recent but growing for
not phenomenon to most institutions and considerably fewer we’re also doing some
form of web archiving but most of them were doing that through the archive it
or using internet archives free tools and most of those were also partnering
with larger institutions or connected to larger institutions to fulfill those
initiatives there was a strong interest indicated
that people wanted to talk more about a consortium to using tools like archive
it for those types of web archiving needs digitization was also the primary
area in which most participants were personally involved with digital
preservation because their roles as the responsible parties for digitization or
their Court through coordination with internal or external responsible parties
like the digital heritage center so in other words most of people’s connection
to or a pathway towards digital preservation was starting with
digitization and that was kind of the more familiar starting point for a lot
of people and then we did also have someone that served on a campus digital
preservation committee which just sounds great when we asked to use any tools or
systems that you would recommend there were kind of three main areas that were
that three main categories people’s answers fell into the most cited were
usually content management system tools that are used for sista Scylla tating
access to digital content and files and people mentioned programs or platforms
like ole Mecca and archive space and content diem Google Drive was mentioned
as a storage tool as well as Amazon s3 but we also had a mention of meta
archive cooperative but there were a lot of like a caveat especially with meta
archive cooperative with always you know the more complex these tools are the
more robust your internal IT infrastructure would need to be which
can be a limiting factor numerous file preparation tools were
also widely used and discussed so bulk rename utility hash my files all these
types of kind of more open source free things that people can use to do kind of
file processing and content processing and project management management tools
like Trello was also used or mentioned as a project management workflow tool
in the report we do have available a full list of the different tools
discussed doing with the meetings with links to their corresponding websites
and kind of a description of what they are so hopefully that was helpful
resource to people when we asked who is responsible for IT
support generally the reaction first and foremost was that IT support and having
IT infrastructure was a significant issue for a lot of people the
predominant model among participants was that IT is controlled through a
centralized Department that is separate from the respondents institution so it’s
a campus IT staff or it’s a different department or a different area or
division of where the person is working there are some instances where the
institution itself retained control of its own website though so there were
some cases where people would maybe have the IT support separate from them but
then would have some some control over some things so a lot of these the
responses for IT support really fell into kind of very similar categories
where it was external to people or it was kind of a more of a partnership
where there might be one representative within the like that specific team but
mostly its off or external and then there’s some where it’s like we have
complete control over this piece of the pie so with that said several people
mentioned a model and mostly these were universities where they had their own IT
staff who worked in coordination which would sometimes mean that the man the
institution managed its own servers but space itself that the servers were in
was managed by some external IT people reported that they were more they were
usually the only staff member working with digital preservation while at the
other end of the spectrum other people mentioned that they were on teams and
multiple staff members working on different aspects and task force so
essentially the who is responsible for IT was all over the place most of that
IT support at the grand scale was external but then there were a lot of
people who had either they wore all the hats or the hats were distributed a lot
of people when we asked what would be helpful to
your organization but people felt strongly that a network of regional
contacts and in-person training would be the most helpful thing for their
institution as they consider the digital preservation so just having contacts and
knowing who they can reach out to with questions and with support and help
having more communication awareness so you know doing things with more of a
back-and-forth and more of an updating transparency specific training with
in-person training preferred with also often mentioned as something that would
be very helpful and we’ll talk more about that later having an internal
advisory group assigned and having policy management priority scope and
institutional support all three of these things kind of carried a similar weight
among respondents so as you can kind of see through this response and through a
lot of these answers including this one what resources have you used a lot of
these answers are pretty high level but people aren’t talking about like
specific technical needs which is I think really telling about the current
status for a lot of people dealing with digital preservation right now in North
Carolina the so with what resources a lot of people statewide resources
resource groups and programs were one of the biggest areas that people used and
this like included the former NC Echo group the North Carolina digital
Heritage Center and the traveling archivist program all of those were
cited as things that were useful and people who hadn’t heard of them were
enthusiastic about knowing that bout them now professional groups also were
talked about regularly whether they were national or North Carolina specific and
those were talked about as places where people could at least get like
understanding of different standards or kind of different tools to use and then the idea that conferences
continuing education regional partners and contacts kind of
those different pieces that can come together and help you build your program
digital preservation program and then Google was also mentioned as just a
sharing resource collaboration resource that was just across the board very
helpful to people are there any questions about current
status as I said a lot of it after having these
discussions it was a very high-level discussion a lot of people you know
they’re trying to do something and their biggest concerns or the things they’re
most focused on is are kind of the logistics of it in the planning of it okay
so we also had a section about we can tree provided an open-ended prompt to
participants to discuss what based considered to be digital preservation
best practices and in that discussion here’s a word cloud of a lot of the
answers we received but in that discussion two themes emerged there was
a theoretical discussion around the planning and management of
digitalization and practical methods of implementation and maintenance or rather theoretical discussions around
the planning and management of digital preservation and then there was also the
practical methods of actually implementing and maintaining digital
preservation so those are the two themes regardless there was kind of one one
thing to rule them all which was start where you are that was one of the best
practice takeaways people discussed often the concept that you probably
can’t do it perfectly it’s better to get started somewhere and continue moving
forward instead of trying to wait participants agreed that while it was
good to aim for digital preservation practices that adhere to professional
standards small steps are better than nothing
so one of the most popular best practices that words mentioned was
policy developing a policy following a policy another was storage so discussing
you know the different types of storage the the concept of locks lots of cup
lots of copies keep stuff safe was brought up a few times so you know how
did that like what are the best practices in storing digital content
training documentation maintaining metadata fostering collaboration
following standards following procedures providing access maintaining what you’re doing advocating
assessing and pretty much any of these best practices kind of also carry with
them the idea of consistency that in doing any of this being able to reassess
what you’re doing and also being inconsistent in the decisions you’re
making so that the project can be assisting kind of connected to best practices is
our the different priorities people would have in managing a digital
preservation project or program to try to figure out more about what people’s
priority what people feel our priorities with digital preservation we had a small
group activity that presented a hypothetical scenario at a generic
cultural institution to kind of ask people so okay so this place generally
speaking is trying to do digital preservation project consider what needs
to be done from the perspective of the different roles at this institution or
at the different levels deciding levels essentially when during those discussions in most
popular areas prioritize by participants where these that are in this slide so a
lot of people cared about budgeting and resources so how are you finding funding
how are you allocating those resources and personnel advocacy support and
creating buy-in with another big one so the priority of communicating why this
is important and what the stakes are strategic planning mission and goals
project management and logistics so you know just the nuts and bolts of it
hardware systems and platforms and then the education and training to make sure
you know you know what you’re doing generally people felt that the multiple
departments should be closely involved and work together through a committee or
task force with representation from all departments so when talking about
different roles whoever is carrying who’s ever whoever sharing in this
responsibility they should all be working together or forming a task force
of some kind it was agreed that the head of an organization or someone in a
management management role should have the primary role in budgeting of
strategic planning with usually the final say in things well the role that so that could also include setting
policy or defining the mission and goals for preservation digital preservation
people who are curators of collections or focused on collection development or
management or something like that with was usually seen as a person who is a
gatekeeper where they were focusing mostly on the strategic planning on the
implementation on the day-to-day project management however in practice a lot of
people noted that different institutions would require a different distribution
of responsibilities and priorities based on their specific needs and limitations
so for instance a larger University will probably have multiple roles multiple
personnel to draw from and different types of resources available to them
whereas a small museum would maybe have just a handful of people sharing all of
these responsibilities or potentially just one person being all the roles so
in an ideal world you’d have you know this perfect division and delegation but
that’s usually not how it actually shakes out other potential roles within
this that you know our tech services you know the outward facing you know
communication people so anyone involved in that process IT you so since we have no questions I’m going
to continue we then also start talked about what are the challenges people are
facing with digital preservation to do this we we one had a section within the
day where we talked about this but before that we had what we called a wall
of despair which allowed people throughout the day at their leisure to
kind of add to the wall of despair whatever frustration they’re facing with
digital preservation and then we kind of went over what people wrote down and
kind of talked about that at more detail and one and I’ll go through the
different kind of categories of challenges that came up through these
discussions the first is getting started there was a lot of discussion about just
the problem of figuring out where just get started a lot of institutions don’t
have digital preservation workflows already developed so they’re kind of
starting from scratch which is an overwhelming process there’s difficulty
in knowing where to start what is appropriate for your size of your
institution and the mission of your institution and it’s also difficult to
find time and resources to gain that expertise most people working in this
aren’t just quote quote quote unquote the digital preservation librarian or
archivist they’re usually already have a different job title and doing something
separate so how do you find that time and how do you find that to prioritize
and also people aren’t always sure weren’t always sure where to turn for
help even if they have the time and resources so even if you’ve had this
blocked out there was still confusion and an issue of just finding out what
you’re supposed to be doing there was also challenges with
communication and shared understanding a lot of people wish for more clarity and
understanding for with vocabulary and even terms like digital preservation at
the meetings at the very beginning of each one we did an exercise a post-it
exercise where we kind of did a word association where we talked about what
is digital preservation and access like think of a word that you know or a
phrase that communicates that to you what do you think of when you hear
digital preservation and access or digital preservation and storage one of
the things that came up is it was a kind of all over the map in terms of what
people how people consider digital preservation and what kind of things
came out you know some people were very specific in certain standards and tools
and some people were very general broad and that allowed us to have a
conversation to clarify the meaning of certain things and clarify what we mean
by digital preservation but it took an exercise to do that most people don’t
have that time so there’s a there’s a general challenge of just being able to
communicate those needs and that shared vocabulary fitting many kinds of
policies and procedures from administration to central IT into a
workflow but then not getting reciprocal support was also a challenge mentioned
so trying to consider all these different components but then not really
getting that type of support back or getting getting that feedback that you
need to make sure it’s a sustainable process people also had issues with
responsibility and staffing so one of the questions that commonly came up was
who does preservation digital preservation belong to you know who’s
responsible for actually doing this and taking the lead in it and discussing it
and managing it you know digital preservation is not something that and
you can start and have a year-long project on and then you know wipe your
hands and walk away and be proud of yourself for a job well done digital
preservation is an ongoing long-term process so who who is responsible for
that and who does it belong to within any
institution there’s also just the issue of turnover and shifting priorities that
can be problematic there’s already issues with understaffing no one’s
specifically responsible to digital preservation and when you have things
that are feel like a much more immediate need it’s easy for that to get kind of
kicked down the path until someone has time to deal with it and then there’s
also just the issue kind of connected to turnover and shifting priorities where
you just don’t you lose that training and skill set that might be needed to
build that infrastructure and support administration also there’s an issue
with may be feeling like administration doesn’t understand the complexities
leading to unfunded mandates on one extreme we’re not providing any support
on the other so you know that that comes back to the concept of advocacy and
support where digital preservation just doesn’t seem like a big priority on an
institution-wide scale so getting that advocacy and getting that support is an
issue another challenge is finding balance and
sustainability so issues with balancing the ideal so what should be saved
preserved versus what can be saved and preserved and managing those
expectations you know you can’t save it all there’s a lot of data in the world
so figuring out what is actually realistic for you and your specific
situation but also what is you know that balance between what is realistic for
you but also a best practice there’s also the concept of keeping up
with technology and change it technology changes and shifting best practices so
even if you fit you’ve got started and you feel really good about it
you know new tools are released new preservation systems new content
management systems new standards new digital formats all of these things can
come come in and just completely throw off whatever workflow you have so
sometimes it’s difficult to keep up with that process or the shifting changes
external to you make suddenly collecting something it wasn’t on the scope before
a priority you know tweets are a good example of that I don’t know if anyone
considered social media a high priority for collecting until Finley it very much
was you another challenge is just born-digital
stuff so going back to that concept of formatting born-digital material has
some similarities to digitized material but there are a lot of differences and
most people are familiar who work in digital preservation now with managing
digitized material so when developing workflows born-digital it’s either not
established or it’s fuzzy or it’s just an insufficient process and there’s a
struggle with how to deal with born-digital material separately from
digitized material because it is conceptual it is fundamentally different
and it can it’s a pretty broad top a subject right like born digital formats
can really include all sorts of different things so you know your how you’re going to
treat a born-digital text document like a PDF or something is
going to be very different from how you have to approach email or websites or a
database which are all things that people are facing with digital
participation are there any questions about challenges okay
guess I’m explaining things super well on on to advice and lessons learned so
after talking through all the different issues people are having we then kind of
turn to the more positive like what have you learned what are things you wish you
could have done differently if you were doing it now you know how how can we
build on all of this stuff because we definitely have learned things and there
are several things that kind of themes that people walked away from the first
is getting buy-in at a higher level so people want to be able to communicate
how digital preservation will affect other staff and involve other staff in
the workflow conversation and also do that kind of early in the process
there’s also an a piece of advice or a goal to have someone with influence
repeat your your digital preservation message to others so people who can
communicate and be an advocate on your behalf to funders and decision-makers
can make a huge difference in prioritizing digital preservation
initiatives at your institution another is that it’s actually more of
about people than it is about technology that was again a theme that came up a
lot in all of the meetings was a interest in talking more about managing
the people side of things as opposed to talking about the different tools people
are using or the different software people are having to deal with and some
of the pieces of advice or things that people learned associate associate it
with that is a general thing of being less judgmental and encouraging people
where they are and to rebuild those relationships which can help in the long
run with whatever program you’re doing whether that means if you’re trying to
partner with people to encourage them to contribute information and contribute
content into your digital preservation collection or your repository meeting
them where they are is more likely to get them to participate but also it
means like if you’re partnering with people for instance on that third bullet
it’s like if you’re partnering with IT weaving what’s important to them in your
own mission and building that relationship and finding the right
person to talk with can really help kind of make that a smoother process building
trust and you know acknowledging that human aspect of working with the IT team
clearly a lot of issues are key but or any other theme that you’re trying to
partner with it’s also a really important aspect to kind of dealing with
people in this process another thing that was a lesson learned
was idea of sharing or showing later digital preservation steps to staff that
work earlier in the digital preservation process so they can understand the
benefit of what they’re being asked to do or just the simple concept of
explaining the why behind request you’re making of others who may not who don’t
know or may not have the information available to them to kind of guess that
because that can help them buy in and that can help them participate and also
feel part of the process as opposed to just being asked only to do name all
their files in this one way without really understanding why that matters the third one is have discussions before
you begin that inform a good scope and policy document so really in other words
plan and do make effort to plan early on because that will save you a lot of
trouble so connected to that is the concept of outlining things that are in
and out of scope to lemon limit scope creep and have something to refer back
to when you have questions about why you’re not saving this thing or why this
isn’t in the preservation having that outlined and talked about and understood
and revisiting that often and treating that like a living document can really
help you kind of define what your goals are and what you’re working on and why
it matters maintaining documentation and workflows where you define your audience
and make sure the documentation is useful to the people who are actually
using it and you revisit that on a regular basis have conversations about
why so instead of just doing you know talking about process also allow
yourself that space to assess your process and figure out what the why
behind certain choices or certain tools or certain programs so that everyone’s
main stays on the same page and so that you can actually grow from it and change
it as needed and then which this is a pretty specific
piece of advice but an important one use consistent file naming conventions or
even if you’re not talking about file naming be consistent and the conventions
or the standards or the rules that you are using so that when you’re working
through your policy and your scope that consistency can can is documented and
can be relied on which can really help bypassing institutional knowledge down
and in the sustainability of your preservation program other things we’re connected to this are
make preservation part of the initial digitization conversation as well as a
part of the priority setting and kind of skipping a bullet that is also connected
to the idea of talking about digitization and digital preservation in
a more unified way to look at when you’re looking at a project so the idea
that a lot of people start with digitization but preservation the more
standards and concepts of digital preservation are included in the
digitization process and discussed at that stage the smoother the whole thing
goes and kind of including and understanding how these two things work
together and what makes them different as well can really help in the project
clarifying assumptions is another big deal where if there’s a few examples I
have for instance if you’re inheriting a new project instead of assuming you
already understand the scope of that project and what’s going on and what the
needs are to do some extra work to actually audit where all those files
connect to that project might be what work has already been done
interview the people who were previously involved in it just so that you make
sure you’re not repeating work or misunderstanding that what you’re doing
or another common thing is like don’t not assuming that everyone understands
or uses a certain phrase the same way you do even something as assumed as like
digital preservation people will have a different interpretation of that term so
using a more descriptive language around certain terms you might be using or
creating a shared dictionary when you’re doing collaborative work to just help
break down any assumptions people might be having about how you’re communicating connected to all of this of course is
the idea of thoughtful management of the project and knowing your collection what
people want to see what’s helpful to be digitized or preserved can also really
assist in having a successful and sustainable digital preservation program another piece of advice was to look for
communities of practice and share those with others and share your community of
practice with others so in other words you don’t need to reinvent the wheel
there’s other people out there probably doing very similar things feel you know
feel comfortable using that expertise with on the regional spaces and a
statewide basis that those resources are available and seeking them out will save
you a lot of trouble come
is necessary so digital preservation situation workflows resources all of
those may never be perfect or how you would want them in the ideal world but
you would still to just continue moving forward to have something because the
value of digital preservation in and of itself does exist picking one thing and
tackling it I mean helping just push something were
there further down instead of leaving it ignoring it or letting it just stay
festering acknowledging that you can’t do it all and that’s okay and it’s also
okay to take smaller steps towards digital preservation there’s a lot of
stuff it’s a can be overwhelming there’s a lot of levels you can focus on it’s
you know do do what is reasonable for you in the moment and then be okay with
what you have been able to do it doesn’t have to be fancy or perfect I think
there’s a pressure or a need to want to do digital preservation exactly the way
your quote unquote supposed to do it and that simply doesn’t exist your
institution is going to have different needs than the other institution you to
learning what’s important to you and figuring out what is a value and how
what support you can get can help you move forward in it
for instance we say be consistent with file naming it’s not the end of the
world if that isn’t true that overtime that there hasn’t been consistency but
you can do what you can do now is start being consistent and that’s fine and
then last sustainability and this is mostly tied to money so grant funding
can be instrumental in getting equipment that can help with digitizing things for
storage for maintaining and processing but a lot of the stuff that grant
funding can provide will may still require long term maintenance fees and
other sort of needs so understanding what the how to be sustainable in the
project beyond went beyond the grant funding is important but notable is that
grant funding can give you that leg up and get you started are there any questions about the advice
and lessons learned you okay and last we talked about needs and
opportunities so for needs people of all three meetings came up with really
similar ideas related to how their digital preservation needs could be
addressed and the main ones they discussed was that
they need more information and expertise shared within the state to kind of help
with you know eliminating those silos and eliminating that idea that you’re
kind of on your own they need digital preservation hosting and storage so
assistance or support in some way and getting the tools that and hosting and
storage that they need to people actually do digital preservation and
need outlets for collaboration within the state so support and outlets for
that collaboration that is so important in discussing means especially in
sharing information and expertise a lot of people suggested a single online
resource that could that would include sample documentation best practices
guidelines bibliography links to recommended tools all sorts of things
there was also an interest in creating a directory or a guide that lists kind of
a who’s doing what and who is an authority on X topic to kind of help
provide access to different regional peers for people to find as they get
started or if they have a question in person collaboration and learning
opportunities were also highly desired as long as those could be low or no-cost
and sharing current work and having a cohort of peers ask questions
brainstorm would be desirable as well as being able to have a more formal way of
sharing expertise either through consultants or organized workshops or
webinars people preferred overwhelmingly preferred in-person for all of these
things but also understood that travel can be difficult and have require more
of an investment of time and resources people suggested using conference calls
webinars and you do listserv as a way of communicating all this stuff out but
there was not like one all-powerful answer and in addition to all of this
people when they talked we talked about training needs people came up with
different ideas and areas that they would like to get training in a
beginning skills boot camp for digital preservation help with digital appraisal
where someone could come and help them actually look at what they have and what
made where they need to get started and help with assessing where an institution
is ie levels of a digital preservation being accomplished that was something
that came up a lot the idea of developing kind of a lista mud I’d
people about B where they could be in a process of developing digital
preservation initiatives at their institutions but also where they could
be going you
other training is help with project management for organizations starting
and digital preservation help with born-digital materials or addressing
those bigger questions related to them advice on advocating digital
preservation work and then finding funding opportunities help navigating
writing grants and figuring out what is actually needed for digital preservation we discussed different opportunities for people to seek help
this type of information that might already exist there was a desire for
low-cost externally managed hosting and storage that would provide basic digital
preservation services and many people institutions have neither d’acoz many
people’s institutions have neither have technical expertise or infrastructure to
really build out those systems on their own while there are some systems and
services available in the market they’re usually targeted towards larger
institutions or businesses so proposed hosting and storage would ideally be
feasible for a smaller institution or group of smaller institutions without
any requirement on their part to have significant local expertise or
technology so that was a big component in addition to that training is that
idea of figuring out how we can be more
consortium essentially and then finally there was a great desire for
collaborations that expand beyond a single institution to include all
cultural heritage professionals doing this type of work
rather rather than solutions tailored to a library or museum environment per se
the participants really we’re looking for solutions that could agnostically
serve North Carolina’s cultural heritage institutions of all types and with that
in mind instead of reinventing the wheel it was suggested that there are already
organizations that might play a part in fostering some collaborations so on a
state with you know organizations with a statewide mandate already like the State
Library or the State Archives with the digital heritage center NC live
there’s also professional organizations xiety of Northcote America North
Carolina archivist North Carolina Library Association museums council
preservation consortium and then also relate regional collaborations Metro
alena Library Association triangle triangle research libraries Network and
Western North Carolina library network to name a few
one of the things that did come up as a theme to or kind of a realization is
because we had a mixed group of participants from different types of
institutions but we limited it more by region people found that even though you
know as kind of already mentioned even though they are from say a public
library having figuring out collaborations and talking to other
institutions that are in their region that have similar issues whether or not
they’re a public library seemed seems particularly helpful so meeting a museum
that’s that’s down the road or a town over that’s the similar size and dealing
with similar issues because they’re in the same kind of area of North Carolina
dealing with a similar population that that became kind of a realization that
that is a potential for partnership and it’s not just public libraries work of
public libraries universities partnering with the universities that we can kind
of cross that line and consider cultural institutions on a more broad scope when
we talk about digital preservation are there any questions about the needs
and opportunities okay so based on all of this stuff the
Planning Committee has suggested a pretty admittedly vague action plan for
moving forward the first and foremost is that we want to we know that research is
needed for of those needs and opportunities we just discussed and
which ones can be realistically addressed kind of sooner than later so
what’s realistic to do within the next six months or within a six month period
within reason and then in addition to that there’s also research is needed of
and we want to do research of which of the needs and opportunities or versions
of them would require funding or substantial support and determine and to
determine the best course of action for those things six months to a year out so
you know what are the things we can immediately start working on that are
kind of the low-hanging fruit that to start addressing needs and exploring
that lets research that and then also what’s the stuff that might carry more
weight and need us to focus maybe write a grant or find more partnerships or
investigate farther regardless of that we want to determine approaches that are
communicative inclusive sustainable and actually relevant to the needs discussed
and of course this is a living process right so those needs may shift people
will have different needs it might be region specific or institution or that
is specific and that’s okay but being considerate of how we’re communicating
it out who we’re including the conversation and how realistic what
we’re proposing actually is is important and then of course continuing this
communication resource sharing with all the people that participated in the
meetings participated today or want to participate in the future so that we can
keep this going you know into the future we don’t just have these meetings and
then share this report and then kind of move on so those are the next
that that kind of action plan of like where we want to go next for now and
that’s my overview of the report so we’re now moving into the discussion and
questions portion I’m going to unmute everybody so if you are now that I’ve been need to
do if there is a lot of static noise where you are or if you do not want to
be unmuted please mute yourself and so now the floor is open people can type a
question or idea that they want to bring up if there’s a comment about the report
I’ve kind of posted these prompts or considerations on this slide as
potential places to get started if anyone wants to answer any of these
questions I’ll stop talking now you you you you you
you you so one of the questions I have for
anyone who participated in any of the meeting is just did we miss anything or
did I was there anything you remembered from the meeting you’ve attended that
you wish I had talked about or that you thought about later and want to add to
oh I have a question does the project team have initial ideas of what falls
into the categories listed next six months grant projects etc that’s a good
question I have I of course being to always have opinions and ideas I think
that some of the stuff that feels and of course this is just me talking so the
others can can also speak to what they want but I
think you know things like generating a list of resources allowing you know
having a list of potential contacts that people can reach out to or touch on
making sure people have access to just different training opportunities all of
those things can start pretty pretty soon or earlier in the process because
there’s not a you know that there’s not as much of a stake involved in that you
know that’s just producing a resources-we resource which I feel like
is a more weight immediately feasible thing Heather says not sure if everyone
has seen the off arc flow project but it documents workflows and digital
archiving at sample at samples of institutions and it might be helpful to
create a repository or digital current digital preservation with workflows at
participant institutions for those willing able to share them so yes that’s
a great resource and a potential resource for us to kind of partner with
and talk with but I don’t know if anyone else on the
plane committee had other ideas about what could be kind of tackled sooner
than later or later than sooner just looking at over half a trick
yep got a number one comedy maad oh yes how does he want to fun so another like
a long-term thing is any discussion about consortium or a program like a
statewide program would require a little bit more investigation and information
hoping just enough so yeah I heard a lot of talking but I’m not
sure if it was intended to be heard by everybody so if you were trying to share
with the group you might need to repeat yourself I see much all along you get
miss kitten Wednesday oh yes I need to go back after all of these people in one place I
need to go see them how do you do kiddies today given class okay like access so so Annie just shared that there’s a
NCPC workshop coming up and that she’s teaching that addresses a lot of the
training needs identified so if people are interested in investigating that
farther that is a potential opportunity and she provided a link in the comments you I just posted a link in the comments as
well great thank you David so you say that there’s a the US
National Archive so Nara released a digital preservation framework on github
for public comment so so here’s what that looks like
like that same old unusual friendly github interface you and Thank You Annie I also I agree the
focus of the importance of people over technology kind of surprised me I think
if if you would ask me before we did the meetings what are the what are going to
be the things that taught our talked about the most because of where I’m at
and how my brain works I would have expected more conversation about what
storage systems people or preservation systems people are using what tools
they’re using what are the technical issues they’re having and I would have
been really off the mark in terms of what what is the actual
current climate in situation with a lot of people in North Carolina or at least
a lot of the people that participated in our meeting
so it was it was very helpful to be like oh we we need to talk on a much broader
scale and it also is a more varied issue from
both a regional standpoint and like type of institution kind of all these
different capacities Jamie is sharing that she knows a lot of
council of state archivist has a lot of resources and says I wonder if a
challenge will be not duplicating efforts but being aware of what’s out
there taking advantage of that and finding exactly where the gaps are that
we can fill in regionally and locally and I completely agree that is you can’t
you don’t know what you don’t know oh and that is kind of off a common
issue or frustration is knowing even how to research it or find it and
identifying it and any of the links are shared in the
comments today I’ll make an effort to gather them all and when I share out the
recording with you I will also share those links so that you don’t have to
rush to try to copy and paste them now you are there any other questions people
have about the project about next steps about the report
chill preservation okay well
I’ll go ahead and start wrapping up early and but feel free to yell make
y’all want me to stop because I of course
do not want to keep us on the phone unnecessarily long of course if at any
point you have additional questions and do want to fix them oh we have another
one so in the Eastern Regional meeting we talked about communication channels a
lot like how the slack channel didn’t take off or that folks don’t want to
join a listserv but if something were to develop there I’d be happy to join to
try and stay more connected and yes you’re right like I agree that people
people kind of talked about listserv sound exciting in the initial
conversation and then when it comes when it comes to actual initiation it ends up
being this is another email I’m getting and that kind of became a discussion of
how do we solve for that but thank you for saying that you would be happy to
participate and make that effort because I think that is one of the more obvious
ways of kind of communicating a lot of information with a lot of people on a
regular basis if anyone has any other suggestions of
how to kind of maintain communication and what different communication
channels available we certainly would like to hear it worked for them you thank you and as I was kind of saying if you know
after this we anyone has any questions or comments or after you kind of digest
the report more or consider whatever on your own time you can always contact us
and provide your thoughts and feelings and comments concerns questions whatever
it is you know gathering that information and insight is really
important and all of this entire process so hearing from from the people actually
on the ground dealing with the thing really helps us make sure we’re not
missing a mark I’m going to put this back ssin plan
back up just to kind of help remind like this is the hope and goal that will
we’ll do some more research on what people actually express his needs and
opportunities and figuring out where we can go from here I think the
concept of sustainable is really important and realistic so how can we
what forms of support can can be considered that are actually going to
help people be relevant and long-term effective and of course we won’t always know for
sure whatever we decide will actually be long-term effective but you know we’ll
do our best and of course if anybody is you know
wants to be more involved in any of this process or wants to contribute in any
way or have any or her you know as part of an organization that they think could
help provide support whatever it is definitely contact me you know I can’t
there’s no guarantee at the moment than anything solid will happen but I want to
make sure I have that information gathered so that we know who’s
interested in being engaged and at what level it is an open door so
definitely know that you can you can volunteer if you want so I’ll go ahead thank you so much I really appreciate
all of you taking the time to come today and to listen to me talk for an hour and
for engaging with this because I I know I personally really think digital
preservation is important but I know a lot of other people packed like have to
tackle this in some way and I think having these conversations out in the
open and getting together can be a really fruitful process so thank you for
taking the time just as a reminder the recording I’ll share it and an email
with all of the links provided in these chats um Lisa so thank you as well apparently
her mics not working but I’ll share the links and also the recording once it’s
available via email but it will also be made available online and a link will be
provided thank you very much Timothy it’s been
it’s been a pleasure working with everybody and I’m proud of our work so I
look forward to seeing what happens next and with that I’m going to leave it on
this slide another thank you and also this is an email digital dot info at NC
d CR dot gov it is a email that is monitored by multiple digital staff at
the State Library so feel free to email this and use it as a contact email for
all for any questions related to this project that way if I’m for any reason
not here you’re not just sending it to avoid while I’m on vacation or something
so please feel free to use that mail or of course contact me directly if you
already feel comfortable doing that but thank you so much and we’ll be in touch you you you you

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