Analyzing Acquired E Resources for Preservation Priorities

This policy covers electronic resources purchased or subscribed to from library funds that provide us with physical digital formats to be used for archival purposes. It establishes priorities for preserving these resources in the Rescue Repository or in another Preservation Repository established by the library in the future. These priorities assume:

a) the legacy is readily available and not expensive

b) price of the resource is not an issue related to this decision, because that is part of the “importance” of a resource, which has been worked through during its purchase.

c) If we purchase something and accept the legacy copy, it is worth putting in the preservation repository. If this is not the case, the selector should make this clear and either not accept a legacy copy or discard any legacy copy on arrival.

Primary consideration: Consider whether there are any arrangements for the resource to be included in third party archives or if there are institutional agreements to archive this resource. This might include inclusion in JSTOR, LOCKSS, or any other multi-institutional project for archiving digital resources. It also might include the fact that the material might be available in another electronic resource and that access to the material itself is available in other ways, even if not ideal. If there are such agreements, YUL would not proceed with preservation of the legacy file unless it was part of a joint agreement.

Secondary consideration: Consider whether the legacy format will be easy to preserve. If the format provides html or XML and is on a CD, it will be easy for Yale to preserve the material. We may choose to preserve easy-to-preserve material first, or we may choose material that is in danger (such as tapes for which tape drives are not common.) Some material might come with searching software that will require migration as well. If this software is not easily used in a new format, the selector will have to consider if the material itself is worthy of preservation or worth investment in making the material searchable in the repository.

Last consideration: Consider the length of time we have owned the legacy material. YUL may want to preserver older material first. This consideration will disappear once we have a workflow for preservation developed, but will be helpful when we begin to preserve material.

Selectors should decide whether or not to put data in a repository for preservation based on consultation with members of the Electronic Collections department, members of the digital preservation committee and those who create and maintain any repository for preservation (either the Rescue Repository or any longer term Preservation Repository).