Digitization, Preservation and Ingest - Revision history

DEV at 21:08, 18 March 2024

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	\|Descriptive metadata		\|Descriptive metadata
	gives details about a digital		gives details about a digital

	~~<!--T:94-->~~
	record and its content to		record and its content to

	~~<!--T:95-->~~
	make it easier to find.		make it easier to find.

	<!--T:96-->		<!--T:96-->
	Structural metadata		Structural metadata

	~~<!--T:97-->~~
	provides information about		provides information about

	~~<!--T:98-->~~
	the internal structure of		the internal structure of

	~~<!--T:99-->~~
	a digital file, including		a digital file, including

	~~<!--T:100-->~~
	information like page,		information like page,
			section, or index.

	<!--T:101-->		<!--T:101-->
	~~section, or index.~~
	\|Administrative metadata		\|Administrative metadata
	refers to the information		refers to the information

	~~<!--T:102-->~~
	about the management of		about the management of

	~~<!--T:103-->~~
	a digital record, such as		a digital record, such as

	~~<!--T:104-->~~
	who created it, or who can		who created it, or who can

	~~<!--T:105-->~~
	access it.		access it.

	<!--T:106-->		<!--T:106-->
	Preservation metadata		Preservation metadata

	~~<!--T:107-->~~
	helps the usage of digital		helps the usage of digital

	~~<!--T:108-->~~
	records in the future;		records in the future;

	~~<!--T:109-->~~
	includes information about		includes information about

	~~<!--T:110-->~~
	what software or hardware		what software or hardware

	~~<!--T:111-->~~
	is needed to open and use a		is needed to open and use a
			digital file.

	<!--T:112-->		<!--T:112-->
	~~digital file.~~
	\|Technical metadata,		\|Technical metadata,
	rather than being created		rather than being created

	~~<!--T:113-->~~
	for the purposes of		for the purposes of

	~~<!--T:114-->~~
	archiving is often captured		archiving is often captured

	~~<!--T:115-->~~
	automatically through		automatically through

	~~<!--T:116-->~~
	the software or hardware		the software or hardware

	~~<!--T:117-->~~
	used to create a digital		used to create a digital

	~~<!--T:118-->~~
	record. For example, photos		record. For example, photos

	~~<!--T:119-->~~
	created by a digital camera		created by a digital camera

	~~<!--T:120-->~~
	automatically capture		automatically capture

	~~<!--T:121-->~~
	information about the image		information about the image

	~~<!--T:122-->~~
	and embed this information		and embed this information

	~~<!--T:123-->~~
	in the file itself.		in the file itself.
	\|}		\|}

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	(i.e., yyyy-dd-mm).		(i.e., yyyy-dd-mm).

			<!--T:279-->
	\|}		\|}

DEV at 20:45, 18 March 2024

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	<!--T:56-->		<!--T:56-->
	Names should be as		Names should be as

	~~<!--T:57-->~~
	short as possible, so use		short as possible, so use

	~~<!--T:58-->~~
	abbreviations.		abbreviations.

	<!--T:59-->		<!--T:59-->
	Be consistent in application		Be consistent in the application

	~~<!--T:60-->~~
	of the file naming		of the file naming

	~~<!--T:61-->~~
	convention and do not allow		convention and do not allow
			for exceptions.

	<!--T:62-->		<!--T:62-->
	~~for exceptions.~~
	\|Include key identifiers as		\|Include key identifiers as
	components of a filename		components of a filename
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	<!--T:63-->		<!--T:63-->
	(i.e., identifying number of		(i.e., identifying number of

	~~<!--T:64-->~~
	the item).		the item).

	<!--T:65-->		<!--T:65-->
	Include descriptive		Include descriptive

	~~<!--T:66-->~~
	components such as date,		components such as date,

	~~<!--T:67-->~~
	title, or reference to its		title, or reference to its
			content.

	<!--T:68-->		<!--T:68-->
	~~content.~~
	\|Use only English alphabet		\|Use only English alphabet
	letters (a–z), numbers (0–9),		letters (a–z), numbers (0–9),

	~~<!--T:69-->~~
	dash (-), and underscore (_).		dash (-), and underscore (_).

	<!--T:70-->		<!--T:70-->
	Dates should be entered		Dates should be entered

	~~<!--T:71-->~~
	in the ISO standard format		in the ISO standard format
			(i.e., yyyy-dd-mm).

	~~<!--T:72-->~~
	~~(i.e., yyyy-dd-mm).~~
	\|}		\|}

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	Clearly, the type of material we need to digitize will define both major and specific decisions to be made in the process—and each organization will make them in line with its goals and capacities. However, general elements of the process also need to be addressed in all digitization projects. This chapter outlines those elements of digitization that are relevant to the process regardless of the material's type, content, or storage media.</translate>		Clearly, the type of material we need to digitize will define both major and specific decisions to be made in the process—and each organization will make them in line with its goals and capacities. However, general elements of the process also need to be addressed in all digitization projects. This chapter outlines those elements of digitization that are relevant to the process regardless of the material's type, content, or storage media.</translate>
	[[File:<translate>BREAKING NEWS!.png</translate>\|left\|<translate><!--T:13--> 85x85px</translate>]]		[[File:<translate><!--T:268--> BREAKING NEWS!.png</translate>\|left\|<translate><!--T:13--> 85x85px</translate>]]
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	In previous chapters, we discussed the development of a General Plan, the creation of an '''[[Special:MyLanguage/Planning and Organizing#Identification Inventory\|Inventory]]''', and the selection and description of the material—which are also the first steps of the digitization process. Hence, having already covered the first two, we can pick up the digitization process at the beginning of the third stage by preparing archival and technological elements.</translate>		In previous chapters, we discussed the development of a General Plan, the creation of an '''[[Special:MyLanguage/Planning and Organizing#Identification Inventory\|Inventory]]''', and the selection and description of the material—which are also the first steps of the digitization process. Hence, having already covered the first two, we can pick up the digitization process at the beginning of the third stage by preparing archival and technological elements.</translate>
	[[File:<translate>BREAKING NEWS!.png</translate>\|left\|<translate><!--T:48--> 85x85px</translate>]]		[[File:<translate><!--T:269--> BREAKING NEWS!.png</translate>\|left\|<translate><!--T:48--> 85x85px</translate>]]
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	Further, our decisions will be dictated by our resources in terms of time, expertise, staff, space, and finances. Each of these aspects will set limits on what can be a feasible solution for our project.		Further, our decisions will be dictated by our resources in terms of time, expertise, staff, space, and finances. Each of these aspects will set limits on what can be a feasible solution for our project.
	</translate>		</translate>
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DEV at 08:06, 16 March 2024

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	This stage of preparation of data for ingest and capturing preservation metadata makes salient the importance of our selection of the digital archiving software and the effect it has on the technologies and software tools we can and need to use. Therefore, the specific software tools we will apply in this phase, as well as later on, will fully depend on the type of solution we select for our digital archiving software.		This stage of preparation of data for ingest and capturing preservation metadata makes salient the importance of our selection of the digital archiving software and the effect it has on the technologies and software tools we can and need to use. Therefore, the specific software tools we will apply in this phase, as well as later on, will fully depend on the type of solution we select for our digital archiving software.
			</translate>

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			<translate>
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	{\| class="wikitable"		{\| class="wikitable"
	\|~~</translate>~~		\|+
	~~[[File:Picture3.png\|left\|<translate><!--T:249--> thumb</translate>]]~~		!Digital Forensics
	~~<translate><!--T:250-->~~		\|-
	~~'''TIP!'''~~		\|If working with older data storage formats or digital material of unclear origin and features—especially when a history of the material and “chain of custody” need to be established—a promising area of development is '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Digital Forensics\|digital forensics]]''',” which provide benefits in addressing digital authenticity, accountability, and accessibility. This forensic technology can make it possible to identify privacy issues, establish a chain of custody for provenance, employ write protection for capture and transfer, and detect forgery or manipulation. It can also extract and mine relevant metadata and content, enable efficient indexing and searching by curators, and facilitate audit control and granular access privileges. Digital forensic technologies vary greatly in their capability, cost, and complexity, with certain equipment ranging from free to expensive. Some techniques are very straightforward to use, while others have to be applied with great care and sophistication. There is an increasingly rich set of open source forensic tools (e.g., “BitCurator”) that are free to obtain and use.

	<!~~--T:251-->~~
	~~\|'''~~Digital Forensics~~'''~~

	<!-~~-T:252-->~~
	If working with older data storage formats or digital material of unclear origin and features—especially when a history of the material and “chain of custody” need to be established—a promising area of development is '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Digital Forensics\|digital forensics]]''',” ~~which~~ provide benefits in addressing digital authenticity, accountability, and accessibility. This forensic technology can make it possible to identify privacy issues, establish a chain of custody for provenance, employ write protection for capture and transfer, and detect forgery or manipulation. It can also extract and mine relevant metadata and content, enable efficient indexing and searching by curators, and facilitate audit control and granular access privileges. Digital forensic technologies vary greatly in their capability, cost, and complexity, with certain equipment ranging from free to expensive. Some techniques are very straightforward to use, while others have to be applied with great care and sophistication. There is an increasingly rich set of open source forensic tools (e.g., “BitCurator”) that are free to obtain and use.
	\|}		\|}
			</translate>

			<translate>
	=== Preparing the Digital Archiving System === <!--T:253-->		=== Preparing the Digital Archiving System === <!--T:253-->

DEV at 08:02, 16 March 2024

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	Standards for metadata selection, collection, and use often include a full range of preservation metadata. Application of such metadata standards supports the preservation of digital items and ensures their long-term usability. A range of standards has been developed for handling preservation and metadata in general. As such a wide choice of options can often limit a clear view, we recommend an organization use as a starting point the “Preservation Metadata Implementation Strategies” (PREMIS) standard.		Standards for metadata selection, collection, and use often include a full range of preservation metadata. Application of such metadata standards supports the preservation of digital items and ensures their long-term usability. A range of standards has been developed for handling preservation and metadata in general. As such a wide choice of options can often limit a clear view, we recommend an organization use as a starting point the “Preservation Metadata Implementation Strategies” (PREMIS) standard.
			</translate>

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	{\| class="wikitable"		{\| class="wikitable"
	\|~~</translate>~~		\|+
	~~[[File:~~!~~RESOURCE~~!~~.png~~\|~~left\|<translate><!~~-~~-T:241--> 85x85px</translate>]]~~		!Resource Recommendation!
	~~<translate>~~		\|-
	~~<!--T:242-->~~		\|PREMIS has achieved the status of being the accepted international standard for preservation metadata. Both a strength and a limitation of the PREMIS standard is it must be tailored to meet the requirements of the specific context; it is not an off-the-shelf solution in the sense that an archive simply implements it directly to its data. Some of PREMIS’s elements might not be relevant, and an organization may find that additional information beyond what is defined by the PREMIS standard is needed to support its requirements.
	\|~~'''Resource alert!'''~~
	PREMIS has achieved the status of being the accepted international standard for preservation metadata. Both a strength and a limitation of the PREMIS standard is it must be tailored to meet the requirements of the specific context; it is not an off-the-shelf solution in the sense that an archive simply implements it directly to its data. Some of PREMIS’s elements might not be relevant, and an organization may find that additional information beyond what is defined by the PREMIS standard is needed to support its requirements.
	\|}		\|}
			</translate>

			<translate>
	<!--T:243-->		<!--T:243-->
	It should be noted that different metadata standards will often be integrated, or at least compatible, with the software we use for metadata collection and management functions.		It should be noted that different metadata standards will often be integrated, or at least compatible, with the software we use for metadata collection and management functions.

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	Of course, we do not manually inspect whether a file format conforms to its specifications; there is software available to perform that function and identify and create reports on the files that are found not to be valid. We already mentioned one such software tool—JHOVE—in the chapter on quality control at the end of the digitization process, but there are also other tools, most of which are specialized for a certain group of formats.		Of course, we do not manually inspect whether a file format conforms to its specifications; there is software available to perform that function and identify and create reports on the files that are found not to be valid. We already mentioned one such software tool—JHOVE—in the chapter on quality control at the end of the digitization process, but there are also other tools, most of which are specialized for a certain group of formats.
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	{\| class="wikitable"		{\| class="wikitable"
	\|~~</translate>~~		\|+
	[[File~~:Picture3~~.~~png~~\|~~left\|<translate><!--T:222--> thumb~~</translate>]]		!’’’Preservation Actions Should Immediately Follow Digitization’’’
	~~<translate><!--T:223-->~~		\|-
	~~'''TIP!'''~~		\|File format validation and other preservation actions, along with the quality control procedures, should be performed immediately at the end of the digitization process either as an alternative or in addition to conducting them as part of the preparations for ingest, depending on a project’s specific needs and workflow.
	~~\|'''Preservation Actions Should Immediately Follow Digitization'''~~		\|}
			</translate>

	<~~!--T:224--~~>		<translate>
	File format validation and other preservation actions, along with the quality control procedures, should be performed immediately at the end of the digitization process either as an alternative or in addition to conducting them as part of the preparations for ingest, depending on a project’s specific needs and workflow.
	\|}

	=== Fixity === <!--T:225-->		=== Fixity === <!--T:225-->

DEV at 07:51, 16 March 2024

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	~~<translate><!--T:214-->~~		!’’’The Importance of Using Proper Preservation Formats’’’
	~~'''TIP~~!~~'''~~		\|-
	~~\|'''The~~ Importance of Using Proper Preservation ~~Formats'''~~		\|Lossless formats, by rule, also produce larger files. Hence, for large collections and small organizations, such as CSOs, this can represent a challenge in terms of additional storage capacities they may require. However, this manual advises against making compromises with the selection of file formats, as use of proper preservation formats is essential for all following preservation actions and the success of the process as a whole.
			\|}
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	~~<!--T:215-->~~
	Lossless formats, by rule, also produce larger files. Hence, for large collections and small organizations, such as CSOs, this can represent a challenge in terms of additional storage capacities they may require. However, this manual advises against making compromises with the selection of file formats, as use of proper preservation formats is essential for all following preservation actions and the success of the process as a whole
	\|}

	=== Validating Files === <!--T:216-->		=== Validating Files === <!--T:216-->

DEV at 07:34, 16 March 2024

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	<!--T:126-->		<!--T:126-->
	A good place to start is with the so-called ~~“Dublin~~ Core Metadata Element Set.” Dublin Core is a widely applied set of 15 properties or elements for describing digital files. These elements are often considered a standard set of metadata that are applied almost regardless of the type of archival material, the archive's theme, or the type of software used in the Digital Archiving System. Further, for preservation purposes, the so-called PREMIS metadata standard provides a useful reference and guidance (PREMIS: Preservation Metadata Maintenance Activity (Library of Congress)).		A good place to start is with the so-called “[https://www.dublincore.org/specifications/dublin-core/dces/ '''Dublin Core Metadata Element Set'''].” Dublin Core is a widely applied set of 15 properties or elements for describing digital files. These elements are often considered a standard set of metadata that are applied almost regardless of the type of archival material, the archive's theme, or the type of software used in the Digital Archiving System. Further, for preservation purposes, the so-called PREMIS metadata standard provides a useful reference and guidance ([https://www.loc.gov/standards/premis/ '''PREMIS: Preservation Metadata Maintenance Activity (Library of Congress)''']).

	<!--T:127-->		<!--T:127-->
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	!Resource alert!		!Resource alert!
	\|-		\|-
	\|Excellent examples of digitization workflows and scheduling for organizations dealing with the preservation of cultural heritage material are provided in ~~“Technical~~ Guidelines for Digitizing Cultural Heritage Materials,” issued by the USA Federal Agencies Digital Guidelines Initiative.		\|Excellent examples of digitization workflows and scheduling for organizations dealing with the preservation of cultural heritage material are provided in “[https://www.digitizationguidelines.gov/guidelines '''Technical Guidelines for Digitizing Cultural Heritage Materials'''],” issued by the USA Federal Agencies Digital Guidelines Initiative.
	\|}		\|}

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	<!--T:162-->		<!--T:162-->
	The second element of quality review is ensuring that the digitization specifications have all been met—that the digital surrogates are created in the right format and quality, with correct filenames, and selected metadata has been captured. Here again we will need to use a combination of manual and automated quality review, which is supported by software tools and applications such as "JHOVE.”		The second element of quality review is ensuring that the digitization specifications have all been met—that the digital surrogates are created in the right format and quality, with correct filenames, and selected metadata has been captured. Here again we will need to use a combination of manual and automated quality review, which is supported by software tools and applications such as "[https://jhove.openpreservation.org/ '''JHOVE'''].”

	=== Storing Digitization Products === <!--T:163-->		=== Storing Digitization Products === <!--T:163-->

DEV at 08:42, 15 March 2024

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	We first need to identify the format of our '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Born-digital\|born-digital]]''' files, which we can do with the assistance of specialized software, such as “DROID” or “Siegfried,” that allows us to automatically identify the format of batches of our digital files. We will then proceed to change formats of the files for which we determine the need to be put into a different, preservation-appropriate format. Specialized software for conversion of files to different formats can be very useful in this process. Such software is format-specific (e.g., “Audio/Video to WAV Converter”) which converts audio and video files to WAV format, or “CDS Convert,” which allows conversion of documents, presentations, and images between different software formats.		We first need to identify the format of our '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Born-digital\|born-digital]]''' files, which we can do with the assistance of specialized software, such as “DROID” or “Siegfried,” that allows us to automatically identify the format of batches of our digital files. We will then proceed to change formats of the files for which we determine the need to be put into a different, preservation-appropriate format. Specialized software for conversion of files to different formats can be very useful in this process. Such software is format-specific (e.g., “Audio/Video to WAV Converter”) which converts audio and video files to WAV format, or “CDS Convert,” which allows conversion of documents, presentations, and images between different software formats.
			</translate>

	<!--T:212-->		<!--T:212-->
	{\| class="wikitable"		{\| class="wikitable"
	'''The Importance of Using Proper Preservation Formats'''		[[File:Picture3.png\|left\|<translate><!--T:213--> thumb</translate>]]
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			'''TIP!'''
			\|'''The Importance of Using Proper Preservation Formats'''
			</translate>

			<translate>
	<!--T:215-->		<!--T:215-->
	Lossless formats, by rule, also produce larger files. Hence, for large collections and small organizations, such as CSOs, this can represent a challenge in terms of additional storage capacities they may require. However, this manual advises against making compromises with the selection of file formats, as use of proper preservation formats is essential for all following preservation actions and the success of the process as a whole		Lossless formats, by rule, also produce larger files. Hence, for large collections and small organizations, such as CSOs, this can represent a challenge in terms of additional storage capacities they may require. However, this manual advises against making compromises with the selection of file formats, as use of proper preservation formats is essential for all following preservation actions and the success of the process as a whole