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The intended audience for this policy includes faculty, administrators, and students of Duke University, as well as researchers external to Duke who are collaborating with Duke personnel and whose projects will make use of Duke University Libraries’ repository services.
Purpose
In keeping with the mission of the Duke University Repository, Duke University Libraries (DUL) and Duke University are committed to the long-term preservation and persistent access to the University’s digital assets curated in the Duke Digital Repository (DDR)Repositories. Duke University Libraries is committed to the stewardship of these materials into the future. The following Digital Preservation Policy describes the DUL’s overarching approach to sustainable access for digital objects. Detailed strategies for preservation activities are documented in the Preservation Strategies below. Acknowledging the rapid, ongoing changes in this technological environment, policies are subject to change.
The preservation objectives of the DDR are:
to provide a sustainable, trustworthy environment in which digital assets are preserved and, when appropriate, made accessible through persistent identifiers; for additional information see theDDR Identifier Identifier documentation
to provide bit-level preservation to all deposited objects and associated metadata
to satisfy the requirements of funding agencies in managing, sharing and preserving research data; please see DVS Data Management Guidelines for more information
to verify and demonstrate authenticity of all deposited objects and metadata
to, whenever possible, maintain citability of accessible materials.
Scope
This policy covers all materials selected for inclusion in the DDR subject to the DDR Collection Policy the Duke Digital Repositories and individual repository collection policies. This policy applies for the intended duration of stewardship for each collection. These policies are subject to change by the Duke University Libraries Repository Program Committee under the advice of the Libraries’ Digital Preservation Advisory Group. This policy is and not specific to a systems or software implementation.
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Preservation Strategies
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Fixity checking and version control
- Bit-level preservation will be provided to all digital objects in the
- repositories
Depositors may submit fixity information along with objects to validate against during ingest. Fixity checks are performed by the repository at regular intervals.
- Objects that fail a fixity check will be restored from one of two a backup copiescopy
Geographically disparate Multiple copies
Duke University Libraries maintains at least three distinct replicas of DDR data at all times. The Libraries contracts with campus the Office of Information Technology to support data replicas. The primary copy of the data is locally-stored at Duke with a secondary, nearline copy also at Duke, and a tertiary copy on tape. Plans for an off-site, geographically distributed fourth copy are under consideration.
File formats and obsolescence management
File formats will be were surveyed and evaluated to create list of preferred file formats in 2019
Prior to ingest into the repository, select file formats may be migrated to formats presenting less risk
Formats that are not preferred may still be included in DDR and receive bit-level preservation
Support for descriptive, administrative, technical, and preservation metadata to ensure continued understanding of the materials stored in DDR
Information Security
Authorization to read, write, move and/or delete materials and metadata from DDR will be controlled
DDR Duke University Libraries will maintain and periodically audit logs of read, write, edit, and delete actions taken and review as necessary
References
- United States Computer Emergency Readiness: Team Data Backup Options
- National Digital Stewardship Alliance: Levels of Digital Preservation
- Significant properties of digital objects: definitions, applications, implications
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