Yale University Library

Digital Preservation Committee (DPC)

Meeting Notes prepared by Bobbie Pilette


Date:  July 6, 2005, 9:00


Present: Audrey Novak, Bobbie Pilette, David Gewirtz, Kevin Glick,

Absent:  E.C. Schroeder, Ann Green


A review of upcoming conferences and meetings: 

TAPE               Netherlands                 Sept 28

Fedora             Wales                           Oct 24

Newspaper            Denver                         July 18

The NELINET July conference, Staying Alive-Long-term Preservation…, seems to have been cancelled.


The decision was made to cancel the July 11th meeting and essentially finish the glossary and what’s left of the draft policy (surrogate section) via email.  The July 18th meeting will be the meeting to tie up any loose ends with the draft policy.


Kevin proposed glossary terms that are included in version 5d of the policy (sent out at the same time as these notes).


The balance of the meeting was spent discussing various approaches to best practices.  Kevin referred folks back to his March 11 email, [DPC]Life Cycle section, and proposed thinking of the best practices in the context of the life cycle.  Using the Library and Archives Canada <http://www.collectionscanada.ca/information-management/0625_e.html> as a model, the suggestion was to set up a web site, rather than have a document, and have folks identify what they do and click on that which would then lead them to the best practices policies, security issues, etc. that would be listed or linked at that point.  The idea was to use best practices in the context of how they directly relate to individuals and their project/situation.  Best practices in terms of PREMIS mode?  Map the PREMIS model into the life cycle context.  The idea that preservation has something at all points of the life cycle. 


As the conversation progressed there were different models posited as frameworks to express best practices:

Life cycle (events)

Selection/Collection Development / Ongoing evaluation*

Creation/ Receipt/ Capture

Classification/ Metadata creation

Use and Dissemination (resource discovery, persistent ID, verification of authenticity)

Maintenance, protection, disposition*
* somehow we need to document best practices for ongoing evaluation from a selection viewpoint and the idea digital objects may be removed from a digital repository based on that evaluation. Whether this is a life cycle category, or incorporated into each life cycle category requires discussion.

Categories part:
Intellectual property rights/rights management
Cost/Resource allocations
Use Cases

Topology (digital objects/resources)

Roles in preservation

Real people

Yale library units

Information model

Policy based


The discussion moved towards a blending of two approaches:  life cycle and policy based.    The inclination is to go blended but realization that will be more work and may require additional committee members/task forces to complete. 



ü      Audrey, E.C. & Bobbie get glossary terms completed before July 18th

ü      Bobbie get surrogate section done


Next Meeting (July 18th):

ü      Approve all glossary terms and final draft version of policy.  Discuss steps for distribution of draft policy and getting feedback.

ü      Brainstorm stages/steps in lifecycle categories, come up with use cases (some broad categories:  e-subscriptions, records, learning objects).


July 25th meeting agenda item

ü      Discuss where committee goes from here—plan for meeting with Meg


URL for Digital Preservation: Best Practices for Museums by Canadian Heritage http://www.chin.gc.ca/English/Digital_Content/Digital_Preservation/


Meeting calendar update:

July11 cancelled


Committee members’ schedules with regards to scheduled meetings unable to attend:

Ann, Kevin                 July 11

Kevin,             July 18

Bobbie                July 25

Bobbie              August 1