Digital Preservation and Presentation of Public Academic and Special Library Archives

Compiled and annotated by Damien E. Rostar

Definition of Project

With so many archival collections being made available on the Internet, many historical documents are only a few clicks away. However, the time and effort required for proper digital preservation of these collections is often overlooked by consumers. This annotated bibliography will survey the various methods, tools, and solutions employed by public, academic, and special libraries in the digital preservation of their archival collections. Since all library types often house archival material that is made available to the public, the digital preservation efforts of any publicly accessible library collections will be examined. This bibliography will cover material published between the years 2002 to 2017. While the available technology has changed during this period, the essential processes used by libraries to preserve and present their digital archival collections has remained largely the same.

Annotations

Adaryukov, A. (2005). Cooperative dimensions of digitization projects at Florida Atlantic University. Florida Libraries, 48. 43-54. Retrieved from http://journals.fcla.edu/flalib/article/view/84567

This article outlines Florida Atlantic University’s participation in the state-wide effort, PALMM: Publication of Archival, Library & Museum Materials. Three specific initiatives are examined: the “Judaica Digital Collection project,” the “Yiddish Curriculum Support project,” and the “BocaRatoons” project. Through their involvement in PALMM, FAU is allied with the Florida Center for Library Automation (FCLA), which provides “participating institutions with common sets of imaging and metadata standards, collection home-page design template, format conversion services, centralized storage space for master images, and Internet server capacity” (p. 44). This mitigates the issues that may arise from numerous institutions contributing to a single hub and provides for persistent identification of digital objects. Specific aspects of these preservation projects are discussed, including the scanning processes, equipment, and specifications; most importantly, the means of publishing the digitized materials for public access are detailed. This article provides an insight into the logistics and technology necessary for large-scale digital preservation initiatives, as well as the support that may be available from other institutions or government agencies.

Boyd, K., Gilbert, H., & Vinson, C. (2016). The South Carolina Digital Library (SCDL): what is it and where is it going? South Carolina Libraries, 2(1). Retrieved from http://scholarcommons.sc.edu/scl_journal/vol2/iss1/3

The authors of this article examine the South Carolina Digital Library, from its inception to its current projects. This virtual Library was inspired by the Colorado State Digital Library and was the precursor to more recent initiatives like the Digital Public Library of America (of which it was one of the first initial Service Hubs, or nodes on the preservation network). The article avoids describing the varied processes and technologies involved in the actual creation of digital objects; instead, the focus is on combining the efforts of multiple repositories to create a single point of access. Details of the technology and equipment used to host and connect the diverse collections of South Carolina institutions are closely examined, along with specific aspects of the project, such as OAI-PMH harvesting for the discovery service. The article imparts a great amount of advice for collaborative digital preservation efforts, such as considerations for equipment, descriptive metadata, hosting, and promotion. With the activities of the SCDL as evidence, the authors offer specific and useful advice for digital preservation initiatives at any stage in the process.

Boock, M., Jeppesen, B., & Barrow, W. (2002). Getting digitization projects done in a medium-sized academic library: a collaborative effort between technical services, systems, special Collections, and collection management. Technical Services Quarterly, 20(3), 19-31. https://doi.org/10.1300/J124v20n03_02

This article details the efforts of Cleveland State University Library to digitally preserve Cleveland-related historical materials. The most important aspects of this article deal with the special scrutiny given to the technologies, processes, and hosting options for preserved digital objects. The Library’s experience with the CONTENTdm platform is detailed, encompassing both its positive and negative aspects. Additionally, an in-depth commentary on descriptive metadata is provided from viewpoint of cataloging professionals. While some of the software involved in the University’s digital preservation efforts have become obsolete (such as Windows NT), the processes involved and expertise required for such projects are largely the same, and this article offers unique insight into the fundamentals of in-house digital preservation solutions.

Cowell, A. (2017). Digitizing more for less: Digital preservation at The College of New Jersey. College & Undergraduate Libraries, 24(2-4), 364-375. https://doi.org/10.1080/10691316.2017.1324335

In this article, the author details the efforts of The College of New Jersey to digitally preserve its unique collections, beginning with its student newspaper, The Signal. The processes related to the digitization of over one hundred years of the newspaper are examined, with special attention to DSpace, the digital repository software chosen for preservation of the digital objects. Although the initiative began with no funding, the attention drawn by the results of the digitization of The Signal, as well as the transfer to and presentation of the resultant digital materials on DSpace, has opened new doors of opportunity for the College and its digital preservation efforts. The initial lack of funding and several serious issues that arose during the project could be seen as a cautionary tale, but the author transforms these missteps into lessons that are a valuable contribution to current literature regarding digital preservation initiatives.

Gust, P. (2012). Using a digital preservation system to ensure access to online digital content. Library Hi Tech News, 29(9), 5-9. https://doi.org/10.1108/07419051211294437

This article presents ideas concerning the use of digital preservation for libraries to take ownership of their e-materials. In the case of these digital materials, the majority of libraries are essentially “renting” them – when the license expires, the materials are no longer accessible. The primary solution is the lots of copies keep stuff safe (LOCKSS) system developed by Stanford University Libraries. The LOCKSS system, along with the existing link resolver in a library’s OPAC, can be used to present integrated materials if they are unavailable from their original source for any reason. While the article focuses on the usage of LOCKSS to preserve digital content locally, the concepts presented provide useful information regarding the integration of digitally curated content and existing library OPACs.

Madalli, D. P., Barve, S., & Amin, S. (2012). Digital preservation in open-source digital library software. Journal of Academic Librarianship, 38(3), 161-164. https://doi.org/10.1016/j.acalib.2012.02.004

This study evaluates several open-source digital library software solutions, including DSpace, FEDORA, and OPUS. As efforts to digitally preserve both physical and born-digital materials have increased at libraries and similar agencies worldwide, these institutions are increasingly seeking the best possible solutions that can be implemented with limited funding. The various open-source systems were tested utilizing a number of criteria, including their support for metadata, persistent identification, audit logs, and the actual storage of the data. As a result of the testing, the pros and cons of each open-source solution are identified. This report provides a succinct overview of these popular, cost-effective solutions and should be examined by any institution considering a digital preservation platform.

Matusiak, K. K., Tyler, A., Newton, C., & Polepeddi, P. (2017). Finding access and digital preservation solutions for a digitized oral history project. Digital Library Perspectives, 33(2), 88-99. https://doi.org/10.1108/DLP-07-2016-0025

This study details a project to transfer “Jeffco Stories,” a collection of digital oral history recordings at the Jefferson County Public Library in Colorado, to open-access systems. Using DuraCloud as a digital repository and Omeka as a presentation platform, the Library was able to complete the migration of the collection with relatively few issues. The selection of the two open-source platforms is examined, and their benefits are detailed. As a presentation solution, Omeka receives high marks for its ease of use for both digital curators and end users. This study can be seen as one public library’s “success story” in transferring already digitized materials to cloud-based solutions, as JCPL completed the project with limited budget, staff, and experience.

May, C. A. (2017). InDiPres: A statewide collaborative approach to digital preservation. Digital Library Perspectives, 33(3), 221-230. https://doi.org/10.1108/DLP-08-2016-0035

In this study, Cinda Ann May of the Cunningham Memorial Library at Indiana State University examines the digital preservation solutions adopted by a number of “cultural memory institutions” in the State of Indiana. These institutions include public libraries, academic libraries, archives, and museums. While the problem of digital preservation is ubiquitous, an appropriate solution was not readily identifiable. As a result of an extended investigation and with funding from the Library Services Technology Act, the organization Indiana Digital Preservation (InDiPres) was created. Utilizing open-source software and collaborative project initiatives, InDiPres has become the leading authority and contributor to digital preservation in Indiana. In addition, Indiana State University is the host of the LOCKSS node that acts as the epicenter of the network. This study provides excellent insights into the collaborative efforts involved in any digital preservation solution, as well as opportunities to overcome common obstacles, such as funding and training.

McMurdo, T. & MacLennan, B. (2013). The Vermont Digital Newspaper Project and the National Digital Newspaper Program. Library Resources & Technical Services, 57(3), 148-163. https://doi.org/10.5860/lrts.57n3.148

This article discusses the Vermont Digital Newspaper Project and its place within the National Digital Newspaper Program. Thanks to a two-year grant from the National Endowment for the Humanities, the Vermont Department of Libraries and the University of Vermont were able to digitize a large amount of their newspaper microfilm holdings. The appraisal and selection process for determining which newspapers to prioritize is described, providing an in-depth look at the considerations that must be made when funding does not allow for the digital preservation of an entire collection. The authors describe specific details regarding the Metadata Object Description schema (MODS) and how it is used to properly describe the digital objects. In addition, the software used to compile the MODS data inside wrappers using the Metadata Encoding and Transmission Standard (METS) is described. Finally, the methods for maintaining persistent identifiers and verifying the integrity of the data is examined. This article offers a very detailed look at the specifics of a digital preservation effort from beginning to end.

Perrin, J. M., Winkler, H. M., & Yang, L. (2017). Digital preservation challenges with an ETD collection — a case study at Texas Tech University. Journal of Academic Librarianship, 41(1), 98-104. https://doi.org/10.1016/j.acalib.2014.11.002

This study examines the specific challenges of preserving a collection of electronic theses and dissertations at Texas Tech University. The insights offered are applicable to many digital preservation efforts, as many of these ETDs were not “born digital” and had to be digitized from physical copies. Beginning in 2005, all ETDs were to be included in the school’s chosen digital repository system, ETD-db. After a number of years and several incidents of data loss, the school switched to DSpace. These data losses, combined with normal hardware upgrades, resulted in ETDs residing in several locations that were not in sync. The mistakes made and lessons learned at Texas Tech are valuable to any library or archive considering a solution for both digitized and “born digital” objects.