APTrust Digital Preservation Readiness Guide

Preparing for a Digital Preservation Program

Many members have found that the biggest challenge in digital preservation is not the technical setup with APTrust but rather the internal readiness of their organization. Successful digital preservation programs require institutional commitment, clear policies, and defined workflows. This guide outlines key areas of readiness to consider before or while implementing a digital preservation program.

Appraisal and Selection

Before depositing materials in APTrust, consider how your institution will select and prioritize digital content for preservation:

  • Selection Criteria: What types of materials will you preserve? How will you select them?
  • Storage Classes: How will you prioritize content storage classes and locations based on preservation needs?
  • Decision Making: Who is responsible for selection and prioritization?
  • Process Development: Can you establish or adapt a process to make these decisions more systematic?

Two common approaches to appraisal and selection:

  1. Format- or Content-Based Preservation Plans
    • This approach simplifies decision-making by designating preservation actions based on file format or content type.
    • Example: MIT Libraries Levels of Preservation Commitment
    • While efficient, this approach may lead to over- or under-preservation of some content.
  1. Subject-Based and Collection Development Principles
    • Materials are appraised based on their subject matter and importance within collection development policies.
    • Example: Penn State’s Appraisal Framework
    • This approach requires more effort but engages collection stewards and aligns digital preservation with broader collection strategies.

Workflow Development

A well-defined workflow ensures efficient deposit and management of digital preservation materials. Consider:

  • Manual vs. Automated Processes:
    • Most institutions start with manual workflows to gain familiarity with the process.
    • Some continue to use manual workflows. This may be because it helps them be more mindful, because the work is distributed across organizations, or for other reasons.
    • Others develop automated pipelines using tools like DART, Partner Tools, or in-house solutions.
  • Workflow Resources:
  • Testing:
    • Use APTrust’s demo system to validate workflows before production implementation.
    • If you are working on a systems integration project, contact help@aptrust.org first to let us know before you start depositing to demo.

Data Modeling & SIP Specifications

Understanding how to structure and package digital content is critical for long-term preservation and accessibility:

  • Packaging Strategy:
    • Do you have a documented packaging strategy for the SIPs (Submission Information Package, OAIS) you will deposit at APTrust?
    • How will files be organized within SIPs?
    • What metadata will be included?
    • Do you include only preservation files? Or do you include derivatives like service and access files?
  • Future Accessibility & Restoration:
    • What do you need to effectively and efficiently restore objects?
    • Will someone 50 years from now understand your SIPs and their contents?
    • Consider how you will need to access and manage objects (APTrust allows restoring and deleting individual files within objects).
  • Levels of Object Packaging:
    • Item-level (e.g., single photograph, book)
    • Folder-level (e.g., archival folder)
    • Box-level (e.g., entire archival box)
    • Series/Subcollection-level
    • Collection-level
    • Repository-level

Record Keeping

Since APTrust is a dark archive with minimal metadata indexing, keeping track of deposits is crucial:

  • Tracking Deposits and Updates:
    • Maintain an internal record of what has been deposited, deleted, and when it was last updated.
    • How will you monitor the progress of ingests for success and detect failed ingests?
    • Some members use spreadsheets or databases to track what’s been sent/updated/deleted at APTrust. Others record this information in other systems of record, such as ArchivesSpace or the library catalog.
  • Metadata Management:
    • Do you plan to integrate PREMIS metadata from APTrust’s Member API into your local system?

Spot Restoration and Disaster Recovery

Testing your ability to restore content is a good practice for ensuring long-term access:

  • Regular Spot Restorations:
    • APTrust offers a spot restoration feature that randomly selects an object for restoration.
    • Members should use this as an opportunity to walk through their disaster recovery process.
  • Identifying Gaps:
    • Regular testing can highlight weaknesses in packaging strategies, workflows, and internal documentation.

Policy Development 

A well-documented digital preservation policy is foundational for a sustainable preservation program. Consider the following policy components:

  • Core Policies:
    • Digital Preservation Policy – Outlines priorities, strategies, scope, and goals.
    • Succession Policy – Addresses contingencies like funding cessation, personnel loss, and technological failures.
    • Collection Policy – Defines the scope of digital repository content.
  • Preservation Policy Components:
    • Strategies and acceptable actions
    • Digital object formats and metadata requirements
    • Audience and stakeholder needs
    • Responsibilities and resourcing
    • Standards and partnerships
    • Information security measures
  • Supporting Documentation:
    • Mission statements, workflows, and strategy documents
    • Environmental scans and assessments of new tools
  • Policy Implementation Workflow:
    • Identify institutional needs
    • Define stakeholders and audience
    • Gather a policy team
    • Structure policy documentation
    • Reference existing policies as models
    • Establish implementation and review workflows
    • Determine accessibility and distribution of policies
  • Resources for Policy Development: