Policy

DEFINITION: The government unit charged with ensuring preservation and access to permanent legal, fiscal, operational, and historical electronic records should issue its digital preservation policy in writing including the purpose, scope, accountability, and approach to the operational management and sustainability of trustworthy digital repositories.
 
 Level 0  The Archives/RM unit does not have a written digital preservation policy.
 Level 1 The Archives/RM unit has a digital preservation policy in development but it has not yet been approved or issued.
 Level 2 The Archives/RM unit has issued a digital preservation policy and it is widely disseminated to stakeholders.
 Level 3 The Archives/RM unit periodically conducts a self-assessment and reports its adherence to its digital preservation policy.
 Level 4 The Archives/RM unit reviews and updates the digital preservation policy at least every two years. The policy should be reviewed on a regular basis to determine if the information is still applicable based on current business needs and circumstances.

 

Resources

Resources associated with the Policy Framework elements assist with providing background information and useful examples that can be consulted when trying to develop a policy or move forward in the area of policy development. 

Definition

The government unit charges with ensuring preservation and access to permanent legal, fiscal, operational, and historical electronic records should issue its digital preservation policy in writing - including the purpose, scope, accountability, and approach to the operational management and sustainability of trustworthy digital repositories.

Level 0

The Archives/RM unit does not have a written digital preservation policy.

Move to Level 1: Work with team members and stakeholders to begin to develop a digital preservation policy.  Resources include links to sample policies as well as information on what should be included in digital preservation policies. 

Jump to Level 2: Issue and widely disseminate digital preservation policy to internal and external stakeholders.

Level 1

The Archives/RM unit has a digital preservation policy in development but it has not yet been approved or issued.

Move to Level 2: Issue and widely disseminate digital preservation policy to internal and external stakeholders.

Jump to Level 3: Periodically conduct a self-assessment of how you are following the digital preservation policy and report adherence to the digital preservation policy. Self-Assessment Resources/Examples

Level 2

The Archives/RM unit has issued a digital preservation policy and it is widely disseminated to stakeholders.

Move to Level 3: Periodically conduct a self-assessment of how well you are following the digital preservation policy and report adherence to the digital preservation policy. Self-Assessment Resources/Examples

Jump to Level 4: Review the digital preservation policy at least every two years and update as necessary based on changing business needs and circumstances. Self-Assessment Resources/Examples

Level 3

The Archives/RM unit periodically conducts a self-assessment and reports its adherence to its digital preservation policy. 

Move to Level 4: Review the digital preservation policy at least every two years and update as necessary based on changing business needs and circumstances. Self-Assessment Resources/Examples

Level 4

The Archives/RM unit reviews and updates the digital preservation policy at least every two years.

Note: The policy should be reviewed on a regular basis to determine if the information is still applicable based on current business needs and circumstances. The frequency of review should be included in the policy itself.

Helpful Hints

Something to Consider

  • This Policy Framework element discusses the development and review of a high level digital preservation policy, sometimes called a preservation framework document.  Keep in mind that there are also lower level polices that document or address specific aspects or activities of digital preservation that may not be detailed in a higher level document.
  • Policies help define the responsibilities of the organization, address access, and assist with protecting privacy.  Policies can also help explain your mission to stakeholders.  

Resources 

The resources below, which have been pulled out are provided for your convenience, can also be found in the Resource Center section of this Portal.

SERI Webinars

How to Start a Policy

Sample Policies

In addition, a posting by an NDIIPP Junior Fellow with the Library of Congress posted a blog report summarizing her work on analyzing preservation policies of libraries, archives, and museums written between 2008-2013. This post includes links to a variety of preservation policies.

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