Archival Storage

DEFINITION

ISO 14721 delineates systematic automated storage services that support receipt and validation of successful transfer of Archival Information Packages (AIPs) from ingest, creation of Preservation Description Information (PDI) for each API that confirms its “fixity” during any preservation actions through the capture and maintenance of error logs, updates to PDI, including transformation of electronic records to new formats, production of Dissemination Information Packages (DIPs) for Access, and collection of operational statistics.

The Archives/RM unit only has access to basic non-conforming archival storage (e.g., CDs, DVDs, shared drives, and other removable storage media).

Move Up to Level 1:

Use available redundant storage for electronic records that been accessioned by the Archives. Maintain three copies in at least two geographic locations. Use inventory, storage, and estimated ingest demands to build the business case for automated, self-repairing storage.

Only one storage tier level is used in the digital repository for partially conforming ISO 14721 AIPs. A single instance of a digital repository is used for the storage of partially conforming ISO 14721 AIPs.

Move Up to Level 2:

Maintain two instances of the digital repository containing partially conforming AIPs in geographically separated locations. Capture archival storage operational statistics to support ad hoc digital preservation planning.

Two or more storage tier levels are used in the digital repository for partially conforming ISO 14721 AIPs. Two geographically separated instances of the digital repository are used for the storage of partially conforming ISO 14721 AIPs. Manual capture of partially conforming Preservation Description Information (PDI) establishes the provenance of partially conforming ISO 14721 AIPs.

Move Up to Level 3:

AIPs conform to the ISO 14721 standard. Use multiple types/tiers of storage in geographically separated locations to store conforming AIPs. PDI is captured using semi-automated tools to preserve the provenance of AIPs. This may include format transformations, device/media renewal, integrity checks, and access/rights protection. Collect and analyze operational data to support on-going digital preservation planning and resourcing.

Two or more storage tier levels are used in the digital repository to store conforming ISO 14721 AIPs. Two geographically separated instances of the digital repository are used for the storage of conforming ISO 14721 AIPs. Conforming ISO 14721 Preservation Description Information (PDI) that establishes the providence of compliant AIPs (e.g., format transformations, device/media renewal, integrity checks, and access/rights protection) is captured using semi-automated tools. Semi-automated capture of archival storage operational statistics supports systematic digital preservation planning.

Move Up to Level 4:

The Archives maintains three geographically separated instances of the digital repository that stores conforming AIPs. Increasingly automated processes to capture PDI to establish the provenance of conforming AIPs. Use automated capture of conforming archival storage operational statistics to support on-going comprehensive digital preservation planning.

Automated capture of Preservation Description Information (PDI) establishes the provenance of conforming ISO 14721 AIPs. Automated capture of archival storage operational statistics supports on-going comprehensive digital preservation planning. Three geographically separated instances of the digital repository are used for the storage of conforming ISO 14721 AIPs.

Sustain Level 4:

Congratulations! Your digital repository is handling preservation and permanent electronic records governance at scale. The operational statistics are helping you and your IT support team to plan and budget for further growth of the digital archives.

HELPFUL HINTS

Storage management is a core function of the information technology domain, and the Archives/RM unit should work closely with agency, central and/or third-party IT to ensure that the needs and storage standards for permanent electronic records are met. Archival storage of permanent electronic records is a technical system operation that requires regular monitoring and maintenance to ensure the digital assets and their metadata remain authentic, understandable, and usable over long periods of time.

This includes procedures to evaluate and implement changes to hardware and software, backup functionality, mechanism to detect bit loss, testing and change management processes, as well as mechanisms to track all digital objects and synch copies. While it is possible to manually create SIPs, AIPs, and DIPs that conform to the ISO 14721 reference model, it simply isn’t practicable. The complexity, volume and value of permanent government records appraised for accession to the state/territory archival institution makes forward progress toward increased automation of digital preservation workflows a necessity!

REMINDER

The CoSA Digital Preservation Capability self-assessment and Level Up Roadmap are based on the DPCMM so there is an assumption that archival institutions seeking to establish trusted digital repositories for permanent electronic government records will conform their operations to the specifications of ISO 14721 and ISO 16363, the de facto standards for the global digital preservation community.

DPC Components

Preservica
National Archives