Initial quandary 

Suppose in a small library setting(school, public or a specialized collection) a new librarian-with a technical services flair finds a vast collection of “CD Rom”, DVD’s/CD’s/other material storage types that have been made over the years.  How does this organization embark on preservation of digital materials?  I’d like to explore this by looking through the literature, find examples of current practice, and share that in a final paper that would include a plan of action for the fictional small library. 

What is current practice?Information in its various formats can be remain accessible if it migrates to another updated version-data migration.  The software program on a CD rom requiring a Windows 95 operating system could be updated to respond to the latest operating system. 

Risk-Management as a Migration Analysis MethodOne approach to this issue of obsolescence and data migration problems is to develop a risk management scheme.  Essentially, look at the library collection in terms of assessing the best way to minimize the inevitable- the day that the software/hardware is damaged or outdated.    

PlansEssential to the above-mentioned risk management is the plan-first the mission, collection development and then more specifically a plan that addresses the flow of data migration.In most special libraries and public library settings, collection development plans that include regular weeding, should not neglect weeding of non-print materials, hardware and software.  Collection development policies need to address and continually assess which electronic, A/V materials should be maintained in the best possible manner for sustained access.  Some libraries have begun wholly separate media/electronic resources collection development policies to shape the direction of the collection.It it’s the next step that seems the most technical, but is crucial maintaining a viable collection-deconstruction the process into clear, steps that can be measured and described in and for the future.  Before purchasing the next program, consider this question- is this a purchase that I have a clear data migration plan to utilize with and if so is it sustainable with me current funding setup?  In other words, assess the risks as mentioned previously. 
Chester asserts that there are three types of risks:

1. Infrastructure risks-lack/presence of institutional support, funding, system hardware and software, legal policies
2. File format risks- internal structural elements of the file that may be subject to modification
3. Conversion process risks-conversion software may/may not produce the intended result in dramatic or mild, faint ways.

After having done risk management, work out detailed flow of migration.  After developing this flow plan, follow it and be sure that this plan is clear to those who will manage the collection after you.   

Sample Plan of Action

1. Assess the mission and particular collection development goals of your institution

Indiana
University’s Media Collection Development Policyhttp://www.libraries.iub.edu/index.php?pageId=1163 

Here, the large institution has taken its media collection and drawn up specific goals for its role. Decide what needs to be weeded, what can be recycled, and what is a good candidate for upgrade.  Also, decide where your collection meets the need for other institutions and visa versa.  Urbana Free Public Library has specifically targeted areas for institutional archives and has provided links and other resources that closely relate to areas of their own collection that can enhance the patrons search.http://urbanafreelibrary.org/microfor.htm 

1. Risk Management

 Which formats are best for storage at the present?  Decide which operating systems have proven to be most stable- don’t trash OS 9 or mac’s in general-they seem to be generally more stable than their counterparts in the pc world.  Terms such as technology dependence and media longevity, portable data will become so familiar to one who embarks on this type of task. Within this risk management, devise a another plan.  In order to do this one you shouldknow what content is in what format in your collection, records and the “M” word metadata.  Decide what are the optimal formats for sustainability-target formats.  Learn about tools that can help ( ie. emulation software and tools that have been developed for the purpose of aiding the transition between formats for accessibility.)  Start to become familiar with preservation projects and tools such as  PRONOM ( a place to get information about previous and know obsolete software/operating systems) 

3.  Make a mapDevelop a plan or migration map that details what tools will be needed to make to migration possible. 

University of
California at
San Diego has done a migration plan in the areas that it concentrates in-government documents.http://ssdc.ucsd.edu/dmp/ 

National Initiative for a Networked Cultural Heritage-(
Glasgow , UK)  preservation chapter, Sustainability chapter http://www.nyu.edu/its/humanities/ninchguide/XIV/is a solid resource when developing the map. They offer tried and true tips on handling various types of media to maximize longevity, provide concrete examples of file format transfer and emulation programs, as well as practical ways to fund all of this (sustainability). These folks define “Digital Archeology”  as a worst case scenario-natural/computer disaster or when policies have not been in place/followed and content is no longer accessible due to obsolete hardware/software.    

1.  Funding and Sustainability

Find a way to support these changes and advocate for materials with migration in mind and in the budget. In case your organization is squeamish about the need for “new computers” more often than the board of directors may like, suggest ways to recycle and contribute to community.http://www.prairienet.org 

                                                ReferencesArms, Caroline “Keeping Memory Alive:  Practices for Preserving Digital Content at the National Digital Library Program of the Library of Congress”  RGL DigiNews 4(3)(June 15, 2000) http://www.rlg.org/preserv/diginews4-3.htm#feature1 

Chester, Bernard. “Data Migration 101” AIIM E-Doc Magazine 20(1) (January/February 2006). Pg. 10 available at http://vnweb.hwwilsonweb.com.proxy2.library.uiuc.edu/hww/shared/shared_main.jhtml?_requestid=16570 

Crawford, W. Crashing every hour. Online (
Weston, Conn.) v. 26 no. 2 (March/April 2002) p. 83-4. 

Darlington, Jeffrey. “PRONOM:  A Practical Online Compendium of File Formats” RLG DigiNews 7(5) (Oct. 15,  2003)http://www.rlg.org/prserv/diginews7-5.htm#feature2 

Zhu, Qin. 2 Critical Stages for a Successful ILS Migration:  System Profiling and Data Conversion. Computers in Libraries v. 24 no. 3 (March 2004) p. 26-30.