CoSA-Preservica Practical Digital Preservation

New program will help State Archivists highlight the importance of digital preservation with Senior Managers, IT and Records Officers at State Agencies

2016-2017 Practical Digital Preservation Program

The CoSA-Preservica Practical Digital Preservation Program for 2016-2017 will build on the success of the initial webinar series last year, to include webinars not only for archives staff, but for staff in state agencies, as well. Webinars for senior managers, budget officials, chief information officers, and records officers will help broaden awareness of the importance of electronic records in state government, and the need for increased emphasis on digital preservation. Webinars for state archives staff will continue to provide information on successful methods to preserve digital information, particularly in state government. Webinars include:

  • A one hour briefing webinar for State Managers and Budget Decision Makers at State Archives will outline the need for efficient and cost effective management and long term preservation of digital government records.
  • Another one hour briefing webinar for State CIOs and IT Decision Makers at State Archives will offer information on the importance of digital preservation within state government’s information technology strategy, and the cooperative effort needed to achieve success.
  • A three-part online Workshop (one hour per session) for Records Officers at State Agencies will provide practical training in the key concepts and processes of managing and preserving e-records throughout the records management lifecycle.
  • A series of one-hour “how-to” webinars for Archivists and Records Managers at State Archives and other repositories will continue to provide training and information sharing for state archives staff on relevant topics.

One-Hour Briefings

Protecting and Preserving Long-Term Digital Information for IT Professionals & Practitioners

Tuesday, January 24, 2017 | 2:00 pm Eastern

Created specifically for information technology administrators, this briefing examines how and why organizations are using digital preservation to ensure digital information with long-term value can be found, used and trusted into the future – and explains how digital preservation differs from other approaches such as back-ups, archiving and content management systems. The briefing will include speakers from institutions that have implemented a digital preservation strategy and will highlight the importance of making this a collaborative relationship between IT, records managers and state archives.

Protecting and Preserving Long-Term Digital Information for IT Professionals & Practitioners Webinar Recording

Protecting and Preserving Long-Term Digital Information for IT Professionals & Practitioners Slide Deck


The Governance of Long-Term Digital Information

Tuesday, May 23, 2017 | 2:00 pm Eastern

Government officials and the public expect that digital government information that has long-term value will remain intact and accessible as time progresses, and state CIOs have a vested interest in ensuring that enterprise knowledge assets are managed appropriately. Developed with state CIOs and state archives senior managers in mind, this webinar explores how and why agencies are ensuring that these assets can be found, used, and trusted well into the future.

National Association of State Chief Information Officers Executive Director Doug Robinson will discuss data governance issues of shared concern to state CIOs and state archivists and highlight how collaborating with state archives can help state CIOs address many of the issues identified in the 2017 State CIO Top Ten Priorities list.

State Archivist of North Carolina Sarah Koonts will outline the services and other forms of assistance that the Council of State Archivists and individual state and territorial archives offer to state CIOs.

Roger Christman, Senior Government Records Archivist, Library of Virginia will detail the real-world challenges and opportunities associated with capturing and preserving the e-mail of an outgoing governor, using the example of Governor (now Senator) Tim Kaine.

The Governance of Long-Term Digital Information Webinar Recording

The Governance of Long-Term Digital Information Slide Deck

 


Three-Hour Workshop

Digital Preservation 101: State Archives and Agencies Putting Digital Preservation into Action

Focusing on the needs and concerns of state government records officers, this online workshop is divided into three one-hour sessions that will be delivered in consecutive weeks.

Parts 1 and 2 will provide practical training in the key concepts and processes of managing and preserving e-records throughout the records management lifecycle and furnish an overview of current best practices and real-world examples for organizations seeking to preserve and provide access to their records.

Part 1: Practical Training in the Key Concepts
Tuesday, February 14, 2017 | 2:00 pm Eastern

Digital Preservation 101, Part 1 webinar recording

Digital Preservation 101, Part 1 slide presentation

Part 2: Practical Training in the Key Concepts
Tuesday, February 28, 2017 | 2:00 pm Eastern

Digital Preservation 101, Part 2 webinar recording

Digital Preservation 101, Part 2 slide presentation

Part 3 consists of real world case studies. Speakers will discuss how they have minimized risk, lowered costs, and protected records that have long-term value by implementing new strategies and working with others in their organizations and the state archives.

Part 3: Case Studies
Tuesday, March 14, 2017 | 2:00 pm Eastern

Digital Preservation 101, Part 3 webinar recording

Digital Preservation 101, Part 3 slide presentation


One-Hour "How To" Webinars

This series of one-hour “how-to” webinars for Archivists and Records Managers at State Archives and other repositories will continue to provide training and information sharing for state archives staff on relevant topics.

These webinars furnish practical information for archivists and records managers who work with electronic records and will include speakers from state archives or other government organizations who have direct experience with the topic at hand.

Digital Preservation Storage Choices: On Premise, Cloud, Hybrid
Tuesday, December 13, 2016 | 2:00 pm Eastern

The cost of storage continues to fall and many flexible storage options and choices are now available. State agency personnel will discuss how they determined whether moving into the cloud made sense, negotiated with cloud service providers or state information technology agencies, and optimized costs. Hybrid solutions that make use of both cloud and local storage will also be discussed. This webinar will also feature a broad overview of cloud storage options available to state governments.

Digital Preservation Storage Choices Webinar Recording

Digital Preservation Storage Choices Presentation Slides

Additional Materials:


Preserving and Protecting Audiovisual Files
Tuesday, April 11, 2017 | 2:00 pm Eastern

Digital audio and video files pose distinct preservation and access challenges. Speakers will examine the challenges and benefits of archiving and preserving audiovisual and demonstrate how these files may be ingested, preserved, and rendered. They will also discuss their experiences of working with and preserving large collections of digital audio and video files.

Preserving and Protecting Audiovisual Files Webinar Recording

Preserving and Protecting Audiovisual Files Presentation Slides


Preserving Digitized State Government Records
Tuesday, May 9, 2017 | 2:00 pm Eastern

This webinar will explore the legal and technical challenges of preserving agency-created digital surrogates of state government records and furnish an overview of emerging best practices.

Preserving Digitized State Government Records Webinar Recording

Preserving Digitized State Government Records Slide Deck


Best Practices in Digital Preservation: International Perspectives
Tuesday, June 13, 2017 | 11:00 am Eastern

Presenters from several European repositories will discuss how they addressed various digital preservation challenges, created value for their organizations, and raised the profile of their institutions.

Best Practices in Digital Preservation: International Perspectives Webinar Recording

Best Practices in Digital Preservation: International Perspectives Presentation Slides



 

2015-2016 Practical Digital Preservation Program

The joint CoSA/SERI and Preservica training program is designed to enable State Archivists to move beyond the theory of Digital Preservation and gain the practical understanding and vital skills necessary to meet mandate to preserve and provide access to vital long-term State records.

The challenge that is being compounded by the need to acquire a rapidly growing volume of digital records from multiple sources and systems, in a variety of different formats - from digital-only documents, to emails of prominent figures, to AV recordings of local senate, to Geospatial maps, and historical Digitized content.

The program is specifically adapted to State Archive needs and is based on materials used at the well-regarded Preservica training session at the Best Practice Exchange (Fall 2014) as well as the successful (and highly-rated) 6 month Digital Preservation workshop and webinar program that Preservica delivered to over 300 participants in partnership with the UK & Ireland Archives and Records Association (ARA).

The program has two components:

  1. Core training module: Practical Digital Preservation Workshop (delivered as two, two-hour online workshops).
    • Note: The workshop will be open to all State departments, agencies and local government bodies that wish to learn about the need for digital preservation best practices.
  2. Supplemented by a series of one-hour “how-to” webinars that give participants a better understanding of specific challenges:
    • Achieving ISO Standards for your digital archive
    • Ingesting records from multiple sources and systems
    • Automating Email archiving and preservation
    • New ways of providing public access to your archive
    • Real-world Digital Preservation and program/resources round-up

2015-2016 Course Descriptions


Core Training Module

Practical Digital Preservation for State Archives Online Workshop
This online workshop was an in-depth practical training into the key concepts and processes of Digital Preservation reinforced by demonstrations of the complete OAIS (Open Archival Information Systems) (ISO 14721) lifecycle – ingest, data management, storage, preservation, administration and access.

The aim was to move beyond Digital Preservation acronyms and theory to give participants a fuller appreciation of the practical workflows, processes and considerations of real-world usage for organizations seeking to preserve and provide access to vital long-term records.

The sessions included specific examples of preserving Emails, long-term non-permanent records and websites as well included a next steps summary to outline how attendees can move their digital preservation project on to the next stage.

The workshop was broken into two, two-hour modules and each module was offered three times.

Module 1 (two hours):

  • Why do we need Digital Preservation?
  • The fundamentals and standards for preserving digital content
  • Understanding Metadata, Fixity and File Characterization including example of SharePoint content preservation

Module 2 (two hours):

  • Preservation Planning and Action
    • Including example of the preservation and management of long-term non-permanent records
  • Controlling access to digital content
    • Example of public access
  • Bringing it all together
    • Example of email preservation
  • Next Steps summary: Getting buy-in for your digital preservation program

Supplemental "How To" Webinars

Achieving ISO Standards for your Digital Archive
This webinar explored the standards associated with digital preservation and building a trusted digital repository – with a focus on using tools and templates to audit your digital preservation capability (policy, governance and systems) today – and highlighted the steps to full ISO certification.

Achieving ISO Standards for your Digital Archive Webinar Slides

Achieving ISO Standards for your Digital Archive Webinar Recording


Ingesting Records from Multiple Sources and Systems
This webinar explored the challenge of how to work with other departments, non-expert users and systems to automate the ingest of digital content in a variety of formats into the archive in order to improve Information Governance across the full lifecycle and eliminate the risk that vital digital records are unreadable when required.

Ingesting Records from Multiple Sources and Systems Webinar Slides

Ingesting Records from Multiple Sources and Systems Webinar Recording


Automating Email Archiving and Preservation
This webinar discussed the challenges of archiving and preserving emails and attachments, including a briefing and demonstration how this can be automated for Microsoft Outlook and Google Gmail.

Automating Email Archiving and Preservation Webinar Slides

Automating Email Archiving and Preservation Webinar Recording


New Ways of Providing Public Access to your Archive
This webinar explored the latest innovations enabling State Archives to actively preserve and provide public access to their valuable digital content and records – all from one system. Bringing archives to life - and also helping to sustain long-term programs.

New Ways of Providing Public Access to your Archive Webinar Slides

New Ways of Providing Public Access to your Archive Webinar Recording


Real-World Digital Preservation & Program Round-Up
This webinar featured a selection of State Archives sharing their experiences of justifying, implementing and managing a digital preservation program – and a round-up of all the resources shared during the training program.

Real-World Digital Preservation & Program Round-Up Webinar Slides

Real-World Digital Preservation & Program Round-Up Webinar Recording

Questions?

Contact Becky Julson at rjulson@statearchivists.org with any questions regarding the Practical Digital Preservation training program.

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