Goportis Long-Term Digital Archives Preservation Policy
Version 1 published 1st November 2014
Version 2 published 14th February 2017
Version 3 published 27th May 2019
1. General information
1.1. Cooperation of the three German National Libraries
The three German National Libraries – TIB (Leibniz Information Centre for Science and Technology, Hannover), ZB MED (Information Centre for Life Sciences, Cologne/Bonn) and ZBW (Leibniz Information Centre for Economics, Kiel/Hamburg) - jointly operate a digital preservation system.
The “Digital Preservation” working group manages the operational running of the digital preservation (DP) system (Rosetta software by the company Ex Libris). In addition, the partners’ interests vis-à-vis cooperation partners and networks are represented jointly in the area of digital preservation (e.g. nestor, Open Preservation Foundation). The partners also jointly engage in the German-speaking Rosetta User Group (DRAG) and the Rosetta User Group (RUG).
The working group meets once a year to present and discuss overarching issues of content and strategy. In addition, regular telephone conferences are held on a regular basis to organise cooperation and exchange information.
In addition to this joint digital preservation policy, each partner institution has its own institutional policy (TIB Preservation Policy, ZBW Preservation Policy, ZB MED Preservation Policy) that fleshes out the joint digital preservation strategies with regard to circumstances specific to the institution.
1.2. Joint training measures
If required, joint training measures will be provided, including participation in workshops, training events and continuous exchange so as to ensure the operation of the digital preservation archives and the preservation of the digital collections and also to align the own workflows with the current best practice of the community..
All three partners shall finance the digital preservation system and the human resources responsible for it from their own resources, which are firmly fixed in each cooperation partner’s annual budget. The costs of jointly operating the system are currently borne equally by all three institutions.
1.4. Operation of the digital preservation system
Each partner has its own team that is firmly embedded in each institution’s structure and organisational chart. TIB is the Rosetta software licensee. Together with its partners ZB MED and ZBW, TIB has established cooperative agreements concerning the use and operation of the DP system. TIB hosts, operates and administers the DP system, and provides partners with access to the system.
Moreover, operation of the joint DP system shall be documented in writing. This documentation shall cover all issues relating to the entire consortium; it shall be revised and adapted on a regular basis, and shall be available to all employees involved in digital preservation at all times.
The implementation of certification procedures for the archived holdings falls under the responsibility of the respective institution. The TIB provides the partners with the documentation for the components of the LTA system hosted and administered by the TIB.
2. Digital preservation
2.1. Target groups
The digital preservation of digital objects is geared towards the library’s respective user groups. In addition, designated employees in the respective institutions are considered internal user groups. Both internal and external user groups shall be defined in more detail in each institution’s institutional policy.
2.2. Data availability and access
TIB shall ensure that the other two partners have access to the DP system and the archive packages it contains. The DP system is subdivided into a development system, a test system and a productive system.
The partners are responsible for the provision of digital objects for external user groups.
The digital objects are managed by the digital preservation system, regardless of whether they are made available to external users via a system other than the digital preservation system.. Access to this data is provided solely by trained personnel. The roles and rights concept configured in Rosetta ensures that employees only have access to areas for which they have authorisation.
The DP system may also ensure access to usage copies in the future.
2.3. Legal framework conditions
Each partner is responsible for ensuring compliance with legal framework conditions concerning data protection and copyright. Legal framework conditions are taken into account concerning data archiving and access.
Access to the long-term digital archives is managed by a rights and roles concept. Retention and protection periods may be specified where appropriate.
2.4. Selection criteria for digital material
Materials are selected at the institutional level; selection corresponds to each institution’s collection profile or mandate.
When setting priorities for digital preservation, criteria such as the state of preservation of data carriers and the features of individual parts of collections such as sole possession in Germany/Europe/worldwide shall be taken into consideration in addition to the mandate.
2.5. Security aspects of the digital preservation archives
Measures shall be taken, as far as is technically possible, to ensure the security and trustworthiness of the long-term digital archives.
These measures shall comply with established best practice and standards in the area of digital preservation. These measures shall be evaluated on a regular basis; the documentation of such evaluations is available at all times to all employees working with long-term archiving in the partner organisations.
2.6. Exit strategy
If necessary, digital objects can be extracted from the digital archives including all metadata and made available for use outside the DP system currently used jointly. They shall be made available regardless of further use. The data structure for transfer shall be documented.
2.7. Preservation measures
The partners are responsible for taking necessary preservation measures. Such measures include maintaining the integrity (unchanged objects are available) and authenticity (the object is what it purports to be and its presentation corresponds to the original) of objects. The aim is to maintain the interpretability of digital objects. Appropriate measures are based on current best practice, and are continuously reviewed and adapted as required.
There shall be no entitlement to certain preservation measures. The DP system provides the framework for preservation measures. The partners are responsible for selecting suitable procedures and for using and integrating the software required for such procedures.
3. Review of DP policy
In order to ensure that this document is always up-to-date, it shall be revised annually and adapted and updated as and when required.