So Long and Thanks For All the Pizza

 

 

 

 

 

Today is my last day working as Digital Archivist at Lancaster University so I thought I would take a little time to reflect on my three years here; the highlights and what I have learnt in my time here.

Pizza

Pizza has featured quite a bit in my time here at Lancaster. And that’s not just team lunches! Pizza is a core component of our Data Conversations – the networking event designed to bring together researchers to share experiences of creating, using and sharing data. Having a peer-led discussion forum has been a fantastic success story for us – it’s even gone global!  The pizza is a key part of this as it helps create an informal, friendly environment where sharing is central. I’ve learnt a huge amount from being part of the Data Conversations and I will definitely be taking forward what I’ve learnt about successful engagement activities.

Culture change

Data Conversations' attendees enjoying refreshments and conversation

The focus for the Research Services team from early on (ie when there were only two of us!) was about how to push forward culture change. We were fortunate in having a management team who supported and promoted team-led agenda setting.  We identified our priorities for development which focused on bringing about culture change and promoting an Open Research agenda. Looking at our goals and keeping them at the centre of what we do was important and meant we could tailor and prioritise activities around encouraging and promoting good data management practices.  From my perspective of being engaged in digital preservation the best chance of preserving data that we have is by ensuring that the data is created in the right way in the first place.   Sending the message about good data practices “upstream” so that well formed data is captured early and with the right metadata means it has the best chance of being accessible into the future.

Opportunities

Eating fondue

I’ve learnt a huge amount in the time I’ve been at Lancaster; when I started I had a lot of enthusiasm but not much practical experience.  I hope I’ve retained the enthusiasm but added experience and practical application to it. Things change at a very fast pace in the digital preservation world so it’s brilliant to be able to go to training events and conferences and hear from the leaders in the field. I was lucky enough to attend iPres 2016 in the beautiful city of Bern. I learnt a lot there and have very much built on that knowledge and experience especially around peronal digital archiving and community engagement activities.

Communities

Did I mention cake and biscuits?

The last three years have also brought me more fully into the Digital Preservation Community and it is a community where sharing best practice and collaborating is greatly encouraged for the benefit of all. I have had help and support from countless people but I would single out Jen Mitcham at the University of York and Sean Rippington at the University of St Andrews as being particularly supportive and inspirational. The Archivematica UK user group has also been a fantastic group and I am looking forward to continuing these relationships into the future.

The Future

So now I’m off to take up new challenges at the University of Warwick in their Modern Records Centre. I am looking forward to future collaborations with the team of colleagues and friends at Lancaster and see us all face the challenges that digital data presents together.

Rachel MacGregor, Digital Archivist

Connecting the Bits

Glasgow: location of the unconference (CC0: https://pixabay.com/en/glasgow-scotland-city-tourism-2997987/)

We are members of the Digital Preservation Coalition which is a members organisation which exists to secure our digital legacy. Members include businesses, HE institutions, funding bodies, national heritage and cultural organisations and are drawn from every continent.

Last week all members were invited to the annual un-conference where we come together not only to share experiences and network but also to help set the Digital Preservation Coalition’s training and development agenda for the year ahead. The ideas is that members have the opportunity to raise the issues which really matter to them and then discuss how the DPC can take action to move forward on these issues.

The agenda for is set on the day and full members are invited to give a three minute presentation of their successes, challenges and future opportunities.  Listening to the reports it was clear that there were themes common to all, whatever stage of maturity they are at.

So what were the common themes which came out of the day?

Challenges

(CC0 https://pixabay.com/en/magic-cube-patience-tricky-hobby-1976725/)

Many people shared their efforts to meet the challenge of preserving specific “types” of data:

  • Software and software environments
  • Email
  • Audio visual materials
  • Sensitive data

The preservation of Research Data, which usually means a huge range of data types also came up.  Here at Lancaster the preservation of Research Data has been our focus so we are well aware of the challenges we face but it’s great to be able to share them and know that there is a community out there working on this together.  We have also been engaging with software preservation and looking into ways on which we can support our researchers who create software. There is really encouraging work being done by the Software Sustainability Institute and here at Lancaster we have been running various initiatives including inviting Neil Chue Hong of the SSI to speak at our Data Conversation and presenting at our own Research Software Forum.

There were quite a few organisational challenges discussed such as:

  • Huge rise in quantity of data and difficulties in predicting the growth rate.
  • Resources either staying the same or being cut in the face of the growth in data
  • Sustaining work beyond a project level – moving it on to business as usual
  • Dealing with organisational restructures

Finding the right tools for the job

(CC0 https://pixabay.com/en/tools-awl-pliers-antique-equipment-1083796/)

These challenges require robust strategies and planning to tackle.  Again the approaches we need to develop can be done as a community. Here at Lancaster we are developing a tool called DMAonline as part of the Jisc Research Data Shared Service.  DMAonline has reporting functionality for a variety of research data and scholarly communications outputs but one of the things we are hoping for is that it will be able to provide intelligence (rather than analytics) – it will use machine learning to make suggestions on growth and development and predictions on future use.

We don’t just want to create pretty graphs we want to answer questions; for example predicting growth in storage needs or predicting the growth of the “long tail” of unidentified file formats. It’s an ambitious aim but we are keen to take part in the challenges presented by the long term preservation of digital assets.

Finding the right tools for the job was also mentioned.  I think we would all agree that the tools we currently have are not necessarily the right fit for the job. Often we just need to get on with the job and have to use the tools which are available but sometimes it’s good to take a step back and say – what are we trying to achieve? What is the best way to get there and what should the tools we need look like? I don’t have the technical knowledge to build them but I can work with others – like my team here at Lancaster – to work towards this.

The human problem

One thing that came up was the challenge of getting the data/records/archives as quickly as possible ie before they are lots/altered/deleted/degraded/ended up on a corrupted cd.  Some of this challenge is technical ie having simple easy-to-use systems which people will engage with and will encourage good data practices.  However more of the challenge is about getting people to engage with the process in the first place so that vital data, metadata and contextual information is not lost over the passage of time.

Successes

(CC0 https://pixabay.com/en/raise-challenge-landscape-mountain-3338589/)

It was great to hear about many successes with many institutions implementing a fully functional preservation system. Other institutions had successes getting digital preservation on the agenda with senior management.  One institution mentioned that they argues by not investing in digital preservation and training they would fall behind competitors. Another mentioned getting digital preservation recognised on a risk register. These are all significant achievements and show that individual institutions are moving forward and making progress.  

It was also really good to hear about some specific projects such as the work done by the National Library of Scotland on converting tif files to jp2 or the British Library’s work to keep up with the challenge of preserving digital formats which form part of the collections of a legal deposit library.  This work will also benefit other institutions tackling similar problems. 

Moving on

I really hope this day leads to relevant and targeted planning and support for all DPC members and I also hope it helps connect us as a community to tackle the common challenges which we all face.  The Digital Preservation Coalition also provide lots of resources for the wider non-member community so it’s a great way of coordinating development work and sharing expertise to help foster a real community of practice.

[This blog post was first published by the Digital Preservation Coalition]

Rachel MacGregor (Digital Archivist)

International Archives Day

Today is International Archives Day where everyone involved in preserving archives, records, data – whatever your take – celebrates the work that is happening worldwide to ensure the preservation of our memory and heritage and the protection of our rights by documenting decisions and building the foundations for good governance.

Lancaster Castle: very visible heritage (image author’s own CC-BY)

It’s easy to get people interested in memory and heritage – our history surrounds us in very visible ways and our memories are what binds us together with sharing and celebrating the past to inform our culture and identity.  But it’s much harder to get excited about “governance” even though it’s all about maintaining rights and responsibilities and ensuring justice and equality across the board.

So I want to take a moment to hear it for governance and shout about how the work we are doing here at Lancaster University is contributing towards supporting the creation of strong and accountable governance structures.  Accountable governance ensures fairness and equality for all. The work in my team is all about promoting the Open Research agenda which creates an environment where research is sustainable, reliable, accountable and for the greater good.

“Good governance in the public sector encourages
better informed and longer-term decision making as
well as the efficient use of resources. It strengthens
accountability for the stewardship of those
resources… People’s lives are
thereby improved.”

(International framework: good governance in the public sector IFAC/CIPFA 2014)

And it’s improving people’s lives that we are all really putting all our effort into.

So how are we hoping to supporting these objectives? The long term preservation of data and of good quality, reliable data means that we can support the decision making processes which affect all of us.  Poor data leads to poor decisions so we are looking to see if we can establish ways of preserving data in a way that guarantees its authenticity and integrity and ensures that it will be available for the long term.  The work is not done in isolation and we are looking at best practice and initiatives such as the Jisc Research Data Shared Service which we are hoping will deliver huge advances in helping us preserve important data.

Let’s celebrate everyone who is working hard on preserving documents, manuscripts, archives, data – all kinds of information – which enrich our lives and help us build a better world.

Rachel MacGregor (Digital Archivist)

Two days in the City

Beautiful sunshine in the City: Westminster Bridge (photo: Rachel MacGregor CC-BY)

I was lucky enough to have two days in London last week to attend two separate but linked events: the first was a Jisc sponsored workshop on Digital Appraisal and the second an Archivematica UK User group meet up.  It was a nice balance of activities, Day One was around the theory of how we decide what to keep or what to throw away and Day Two was about sharing experiences of using Archivematica – a digital preservation tool which can potentially help us with aspects of this.

Wednesday was a day at the University of Westminster – founded in 1838  in their beautiful buildings at 309 Regent Street.

Foyer at University of Westminster (Credit: Big Rock Cat / Sabotage1 https://en.wikipedia.org/w/index.php?title=File:University_of_Westminster_Foyer.jpg CC-BY 3.0)

This event – kindly sponsored by Jisc – designed to bring together digital preservation practitioners to discuss and explore approaches to the theory and practice of the managing digital archives. Chatham House Rules applied so there was freedom to discuss practice in an open and honest way.  The morning session comprised of two presentations.  The first focussed on the theory of appraisal, that is how we make decisions about what to keep and what to get rid of.  The second explored practical experiences of the same and reflecting on the change that those who are responsible for managing and looking after records have experienced in the move to the digital age.

For the afternoon session we reflected on what we had heard in the morning and were divided into smaller groups and invited to discuss the approaches we took to appraising both digital and physical collections.  It was a good chance to share experiences of tools which we found useful and difficulties we encountered.

For me it was a great opportunity to meet people out there actually “doing preservation” using a wide variety of tools. Sometimes when people use one software package or another it can have the effect of dividing them into camps.  It’s really important to be able to meet up with and share experiences of others who are in a similar position – as witnessed at the Archivematica Meeting the next day – but it also good to hear a diversity of experience.  There was a strong feeling that any tools, workflows and ways of working are likely to change and develop rapidly, paralleling rapid technological changes, so that anything we opt for now is necessarily only a “temporary” solution.  We have to learn to work in a state of flux and be dynamic in our approaches to preservation.

Day two was the Archivematica UK User group this time hosted by Westminster School.  I’ve blogged before about this group when we hosted here at Lancaster University. Yet another fantastic setting for our meeting another brilliant opportunity to discuss our work with colleagues from a wide range of institutions.

Deans Yard, Westminster (Photo by Rachel MacGregor CC-BY)

The morning session involved the sharing of workflows and in a nice parallel to the previous day’s session, talking about appraisal!

Lunch was back-to-school in the canteen but I’m pleased to report that school dinners have certainly moved on since I remember them!

In the afternoon there were a selection of presentations – including one that I gave to update people on our work at Lancaster as part of the Jisc RDSS to create a reporting tool – DMAonline – which will work with Archivematica to give added reporting functionality.  One of the attractive things about Archivematica as a digital preservation tool, is that it is Open Source so that it allows for development work to happen parallel to the product and to suit all sorts of circumstances.

We also heard from Hrafn Malmquist at University of Edinburgh talking about his recent work with Archivematica to help with preserving the records of the University Court. Sean Rippington from the University of St Andrews talked to us about experimenting with exporting Sharepoint files and Laura Giles from the University of Hull talked about documenting Hull’s year as City of Culture.

We were also lucky enough to get a tour of Westminster School’s archive which gave the archivist Elizabeth the chance to show off her favourite items, including the wonderful Town Boy ledger which you can discover for yourself here.

All in all it was a very useful couple of days in London which gave me a lot to think about and incorporate into my practice.  Having time to reflect on theoretical approaches in invaluable and rarely achieved when the “day job” is so busy and I am grateful to have had the time to attend.

Rachel MacGregor

4th Data Conversation – Open Data Open Doors

 

We held our fourth Data Conversation here at Lancaster University bringing together researcher and their experiences of using and sharing data over pizza and cake…

Pizza is a big attraction at an event but more importantly it brings people together to share experiences and creates a relaxed and informal environment which encourages conversation – exactly what we want.  Now in our fourth event in the series we have some “regulars” who come for the conversation (and the pizza) but also new faces who bring new perspectives.

We had another interesting programme with a range of researchers from different disciplines:

Our first speaker was Dr John Towse, Senior lecturer in Psychology and for this Data Conversation he reflected on his role as editor of the Journal of Numerical Cognition an open access journal which charges no author fees.  The Journal is very encouraging of data sharing and as editor John is in the position of being able to ask his contributors to share their data although the journal does not require it.  John stressed that you can’t expect data sharing to happen organically – you have to ask.

Dr John Towse at the Data Conversation

Our next speaker was Dr Jo Knight who has featured as part of our Data Interview series talking about her work.  She explained about the emergence of the Psychiatric Genomics Consortium out of a need to share genomics data even where that data can be quite sensitive.  The aim is to make the data as open as possible and this has been made possible by creating a community of trust.  She emphasised that they are motivated by the wish to change people’s lives and do not share the data with commercial entities.

Dr Jo Knight discusses the issues of sharing genomic data

Dr Kyungmee Lee from the Department of Educational Research works with Distance Learners supporting their doctoral training as part of the preparation for their PhD research.  She encourages students to reuse existing datasets to investigate research methods and it was whilst doing this she realised how many datasets were out there which were difficult to use because they lacked context.

Dr Dermot Lynott takes us on a Data Journey

Dr Dermot Lynott entertained us with his confessions of a poor data manager, as he like the rest of us has been guilty of poor file organisation and even worse file naming.  However he also gave us a success story of publishing data which has been shared and re-used for a period of over 10 years and was keen to encourage others to see the benefit of doing the same.

Finally Professor Maggie Mort wrapped up with a moving and powerful description of the data gathered as part of the Documenting Flood Experience project and with warnings about the difficulties which might lie ahead with the incoming GDPR regulations which will impact on future projects which gather, use and store data relating to children.  This sparked off even more interest and debate.

Professor Maggie Mort discusses working with children and their data

To be honest we could easily have been there all day and we’re very much looking forward to the next Data Conversation on 10th April – Stories from the Field.

Wrapt attention at the 4th Data Conversation

Rachel MacGregor, Digital Archivist

 

International Digital Preservation Day

What’s that about then?

International Digital Preservation Day 30th November 2017 #IDPD2017

What’s that about then?

Digital Archivists are a much misunderstood lot.

A lot of people think our  work on digital preservation must be something to do with digitising old documents but this is absolutely not the case.  Of course digitising old documents is fantastic and the wonderful resources which are now increasingly available on the internet like (and there are so many examples these are just some of my favourite ones) Charles Booth’s London or the Cambridge Digital Library . There are thousands and thousands useful for scholars, historians, students, teachers, genealogists, journalists – well just about anyone really who is interested in getting access to sources that would otherwise be near impossible to access.  Digitising archive and library content has revolutionised the way we access and interact with archives, manuscripts and special collections.

Image: Flickr https://flic.kr/p/dVHkbG Kjetil Korslien CC BY-NC 2.0

However – this is not what the digital archivist does (although there are overlaps).  The digital archivist is concerned mainly (although not exclusively) with archives, data, stuff – whatever you want to call it – which was created in a digital format and has never had a physical existence.  If someone accidentally deletes the digitised version of Charles Booth’s poverty maps, the original is still there and can be digitised again.  Of course that would be an enormous waste of time and effort which is why we often treat digitised content as if it were the original content and guard against accidental deletion or loss.

But although digitisation does help preserve a document because it reduces the wear and tear on the original it is often swapping one stable format (paper, parchment etc) for a less stable one.  So you could argue that digitising – rather than helping with preservation issues – is just creating new ones.  Of course there are many very unstable analogue formats such as many photographic processes, magnetic tape and so forth which need to be digitised if they are to survive at all.

Digitisation is not preservation.

With digitised content you would like to think (!) that you might have some measure of control about what that content is, specifically the format it comes in.  It is possible to choose to save the image files in a format that is widely used and well documented, so that the risk that they will be hard to access in 5 or 10 years time is lessened.  There are formats which are recommended for long term preservation because they are widely adopted and well supported and by choosing these we help the process of digital preservation by giving those files a “head start”.

However files which are created by others – perhaps completely outside of the organisation – can come in *literally* any format.  A good example of this is when I analysed a sample of the data deposited by academics undertaking research at our institution and found a grand total of  59 different file types.  OK so that doesn’t sound *too* bad but 55% of the files I couldn’t identify at all.  Which is not so good.

So we could try (as some archives do) saying we will only accept files in a certain format, to give our files the best chance of a long and happy life.  But clearly there are lots of circumstances where this is either impractical or impossible.  For example with the papers of now-deceased person – we cannot ask them to convert them or resubmit them.  And in the case of our researchers they will need to be using specific software to perform specific specialised tasks and they themselves may have very little say in their choice of software.

Another major -and perhaps often overlooked issue with digital preservation is actually making sure that the files are captured in the first place.  This is not a digital specific problem – any kind of data whether it is research outputs, personal papers, financial records of a business – are all at risk of disappearing if they are not looked after properly.  They will need a safe storage environment where the risk of accidental or malicious damage is kept to a minimum and they can be found, the content understood and shared effectively.  For digital files this means a particularly rigorous ongoing check that the content and format are stable and that they can still be made accessible.

So what is digital preservation?

It’s not just backing stuff up

It’s the active management of digital assets to ensure they will still be accessible in the future.

Making sure we can still open files in the future.
Making sure we can still understand files in the future.

It’s a tough job – but someone’s got to do it!

 

3rd Data Conversation – Software as data: summary and slides

We had our third Data Conversation here at Lancaster University again with the aim of bringing together researchers to share their data stories and discuss issues and exchange ideas in a  friendly and informal setting.

Data Conversations Agenda

We had a bit of a change this time, however, as we had a special guest speaker, Neil Chue-Hong of the Software Sustainability Institute talking about Software as “a different kind of research object“.

We all had plenty of time to eat pizza and crisps before Neil invited us all to consider reproducibility and sustainability in relation to software.  Neil has a very clear and engaging style which really helped us, the audience, navigate around the complex issues of managing software.  He asked us all to imagine returning to our work in three months time – would it make sense?  Would it still work?  He also addressed some of the complex issues around versioning, authorship and sharing software.

Neil Chue-Hong, Software Sustainability Institute

The second half of the afternoon followed the more traditional Data Conversations route of short lightning talks given by Lancaster University researchers.

Data Conversations

First up was Barry Rowlingson (Lancaster Medical School) talking about the benefits of using GitLab for developing, sharing and keeping software safe.

Barry Rowlingson (Lancaster University)

Barry Rowlingson weighs up the benefits of GitLab over GitHub…

Next was Kristoffer Geyer (Psychology) talking about the innovative and challenging uses of smartphone data for investigating behaviour and in particular the issues of capturing the data from external and ever changing software. Kris mentioned how the recent update of Android (to Oreo) makes retrieving relevant data more difficult – a flexible approach is definitely what is needed.

Kristoffer Geyer (Lancaster University)

 

Then we heard from Andrew Moore (School of Computing and Communications) who returned to the theme of sharing software, looking at some of the barriers and opportunities which present themselves. Andrew argued passionately that we need more resources for software sharing (such as specialist Research Software Engineers) but also that researchers need to share their attitudes towards sharing their code.

Andrew Moore (Lancaster University)

Our final speaker was the Library’s own Stephen Robinson (Library Developer) talking about using containers as a method of software preservation.  This provoked quite some debate – which is exactly what we want to encourage at these events!

We think these kind of conversations are a great way of getting people to share good ideas and good practice around data management and we look forward to the next Data Conversations in January 2018!

This blog post was co-authored by Rachel MacGregor and Hardy Schwamm.

Reflections on PASIG 2017

Christchurch, Oxford: my home for the conference

It was fantastic to see PASIG 2017 (Preservation and Archives Special Interest Group) come to Oxford this year which meant I had the privilege of attending this prestigious international conference in the beautiful surroundings of Oxford’s Natural History Museum.  All slides and presentations are available here.

The first day was advertised as Bootcamp Day so that everyone could be up-to-speed with the basics.  And I thought: “do I know everything about Digital Preservation?”  and the answer was “No” so I decided to come along to see what I could learn.  The answer was:  quite a lot.  There was some excellent advice on offer from Sharon McMeekin of the Digital Preservation Coalition and Stephanie Taylor of CoSector who both have a huge amount of experience in delivering and supporting digital preservation training.  Adrian Brown (UK Parliament) gave us a lightning tour of relevant standards – what they are and why they are important.  It was so whistle stop that I think we were all glad that the slides of all the presentations are available – this was definitely one to go back to.

The afternoon kicked off with “What I wish I knew before I started” and again responses to these have been summarised in some fantastic notes made collaboratively but especially by Erwin Verbruggen (Netherlands Institute for Sound and Vision) and David Underdown (UK National Archives).  One of the pieces of advice I liked the most came from Tim Gollins (National Records of Scotland) who suggested that inspiration for solutions does not always come from experts or even from within the field – it’s an invitation to think broadly and get ideas, inspiration and solutions from far and wide.  Otherwise we will never innovate or move on from current practices or ways of thinking.

There was much food for thought from the British Library team who are dealing with all sorts of complex format features.  The line between book and game and book and artwork is often blurred.  They used the example of Nosy Crow’s Goldilocks and Little Bear – is it a book, an app, a game or all three?  And then there is Tea Uglow’s A Universe Explodes , a blockchain book, designed to be ephemeral and changing.  In this it has many things in common with time-based artworks which institutions such as the Tate, MOMA and many others are grappling with preserving.

The conference dinner was held at the beautiful Wadham College and it was great again to have the opportunity to meet new people in fantastic surroundings.  I really liked what Wadham College had done with their Changing Faces commission – four brilliant portraits of Wadham women.

Conference dinner at Wadham College
Wadham pudding

The conference proper began on Day Two and over the course of the two days there were lots of interesting presentations which it would be impossible to summarise here.  John Sheridan’s engaging and thought provoking talk on disrupting the archive, mapping the transition from paper archive to digital not just in a literal sense but also in the sense of our ways of thinking.  Paper-based archival practices rely on hierarchies and order – this does not work so well with digital content.  We probably also need to be thinking more like this:

and less like this:

for our digital archives.

Eduardo del Valle of the University of the Balearic Islands gave his Digital Fail story – a really important example of how sharing failures can be as important as sharing successes – in his case they learnt key lessons and can move on from this and hopefully prevent others from making the same mistakes.  Catherine Taylor of Waddesdon Manor also bravely shared the shared drive – there was a nervous giggle from an audience made up of people who all work with similarly idiosyncratically arranged shared drives… In both cases acquiring tools and applying technical solutions was only half of the work (or possibly not even half) its the implementation of the entire system (made up of a range of different parts) which is the difficult part to get right.

Me networking at the Natural History Museum

As a counter point to John Sheridan’s theory we had the extremely practical and important presentation from Angeline Takawira of the United Nations Mechanism for Criminal Tribunals who explained that preserving and managing archives are a core part of the function of the organisation.  Access for an extremely broad range of stake holders is key.  Some of the stakeholders live in parts of Rwanda where internet access is usually wifi onto mobile devices – this is an important part of considerations of how to make material available.

Alongside Angeline Takawira’s presentation Pat Sleeman of the UN Refugee Agency packed a powerful punch with her description of archives and records management in the field when coping with the biggest humanitarian crisis in the history of the organisation.  How to put together a business case for spending on digital preservation when the organisation needs to spend money on feeding starving babies.  And even twitter which had been lively during the course of the conference at the hashtag #PASIG17 fell silent at the testimony of Emi Mahmoud which exemplifies the importance of preserving the voices and stories of refugees and displaced persons.

I came away with a lot to think about and also a lot to do.  What can we do (if anything) to help with the some of the tasks faced by the digital preservation community as a whole?  The answer is we can share the work we are doing – success or failure – and all learn that it is a combination of tools, processes and skills which come from right across the board of IT, archives, librarians, data scientists and beyond that we can help preserve what needs to be preserved.

Rachel MacGregor (Digital Archivist)

[all images author’s own]

From Planning to Deployment: Digital Preservation and Organizational Change June 2017

We were very excited to be visiting the lovely city of York for the Digital Preservation’s event “From Planning to Deployment: Digital Preservation and Organizational Change”.  The day promised a mixture of case studies from organisations who have or are in the process of implementing a digital preservation programme and also a chance for Jisc to showcase some of the work they have been sponsoring as part of the Research Data Shared Services project (which we are a pilot institution for).  It was a varied programme and the audience was very mixed – one of the big benefits of attending events like these is the opportunity to speak to colleagues from other institutions in related but different roles.  I spoke to some Records Managers and was interested in their perspective as active managers of current data.  I’m a big believer in promoting digital preservation through involvement at all stages of the data lifecycle (or records continuum if you prefer) so it is important that as many people as possible – whatever their role in the creation or management of data – are encouraged into good data management practices.  This might be by encouraging scientists to adopt the FAIR principles or by Records Managers advising on file formats, file naming and structures and so on.

William Kilbride, Digital Preservation Coalition introduces the event (CC-BY Rachel MacGregor)

The first half of the day was a series of case studies presented by various institutions, large and small, who had a whole range of experiences to share. It was introduced by a presentation from the Polonsky Digital Preservation Project based at Oxford and Cambridge Universities.  Lee Pretlove and Sarah Mason jointly led the conversation talking us through the challenges of developing and delivering a digital preservation project which has to continue beyond the life of the project.  Both Universities represented in this project are very large organisations but this can make the issues faced by the team extremely complex and challenging.  They have been recording their experiences of trying to embed practices from the project so that digital preservation can become part of a sustainable programme.

The first case study came from Jen Mitcham from York University talking about the digital preservation work they have undertaken their.  Jen has documented her activities very helpfully and consistently on her blog and she talked specifically about the amount of planning which needs to go into work and then the very real difficulties in implementation.  She has most recently been looking at digital preservation for research data – something we are working on here at Lancaster University.

Next up was Louisa Matthews from the Archaeological Data Service who have been spearheading approaches to Digital Preservation for a very long time.  The act of excavating a site is by its nature destructive so it is vital to be able to capture a data about it accurately and be able to return to and reuse the data for the foreseeable future.  This captures digital preservation in a nutshell!  Louisa described how engaging with their contributors ensures high quality re-usable data – something we are all aiming for.

The final case study for the morning was Rebecca Short from the University of Westminster talking about digital preservation and records management.  The university have already had success implementing a digital preservation workflow and are now seeking to embed it further in the whole records creation and management process.  Rebecca described the very complex information environment at her university – relatively small in comparison to the earlier presentations but no less challenging for all that

The afternoon was a useful opportunity to hear from Jisc about their Research Data Shared Services project which we are a pilot for.  We heard presentations from Arkivum, Preservica and Artefactual Systems who are all vendors taking part in the project and gave interesting and useful perspectives on their approaches to digital preservation issues.  The overwhelming message however has to be – you can’t buy a product which will do digital preservation.  Different products and services can help you with it, but as William Kilbride, Executive Director of the Digital Preservation Coalition has so neatly put it “digital preservation is a human project” and we should be focussing on getting people to engage with the issues and for all of us to be doing digital preservation.

Rachel MacGregor

Jisc Research Data Shared Services March 2017

Here at Lancaster University we are very excited to be part of a group of pilot institutions taking part in Jisc’s Research data shared services project.  This aims to provide a flexible range of services which suit the varied needs of institutions in the HE sector help achieve policy compliance for deposit, publication, discovery, storage and long term preservation of research data. It’s an ambitious project but one that there is an undoubted need for and we are trying to work with Jisc to help them achieve this goal.

Last week we were invited down to Jisc London HQ to learn about the progress of the project and – just as importantly – share our own thoughts and experiences on the process.

Waterloo Sunset (author’s own, CC-BY)

Daniela Duca has written a comprehensive overview of the meeting and the way forward for Jisc from the meeting.

Our table represented a microcosm of the project: Cambridge University (large institution), ourselves at Lancaster (medium) and the Royal College of Music (small).  We all have extremely different needs and resources and how one institution tackles a problem will not work at another.  However we have a common purpose in supporting our academics and students in their research, ensuring compliance with funders and enabling our institutions to support first class research outputs to share with the wider world.

We had been asked to do some preparatory work around costing models for the meeting – I think it would be fair to say we all found this challenging – probably because it is!  My previous knowledge of costings comes from having looked at the excellent Curation Costs Exchange which is an excellent staring point for anyone considering approaching the very difficult task of costing curation services.

My main interest in the day lay in the preservation aspects of the project especially in exploring wider use cases.  It’s clear that many institutions have a number of digital preservation scenarios for which the Shared Service solution might also be applicable.  What is also clear is that there are so many possible use cases that it would be very easy to accidentally create a whole new project without even trying!  I think it’s fair to say that all of us in the room – whether we are actively involved in digital preservation or not – are very interested in this part of the project.  There is no sense in Jisc replicating work which has already been done elsewhere or is being developed by other parties so it presents an ideal opportunity for collaborative working and building on the strengths of the existing digital preservation community.

Overall there was much food for thought and I look forward to the next development in the shared services project.