Any factor relating to organizational expenditure or financial penalties.

What are the Risks of not preserving digital materials?

Organization Type

Risk

Potential Consequences

All organizations

Technologies used become obsolete; this may apply to elements such as hardware, software and file formats.

  • Unable to provide access to digital objects
  • Required to maintain expensive legacy systems
  • Disruption of business/organisation’s functions
  • Unable to provide audit trails
  • Unable to meet legal/regulatory requirements

All organizations

Insufficient funding available to allow sustainable preservation procedures and systems to be established.

  • Data loss/corruption
  • Unable to carry out necessary preservation actions
  • Unable to provide access to digital objects
  • Unable to meet legal/regulatory requirements

All organizations

Insufficient staffing/skills to be able to carry out successful preservation.

  • Unable to carry out necessary preservation actions
  • Data loss
  • Unable to provide access to digital objects
  • Unable to meet legal/regulatory requirements

Archives

Lack of collaboration behind different departments/areas of the organization

  • Unable to establish a sustainable, fit for purpose digital preservation programme
  • Efforts duplicated in different departments/areas
  • Inefficient use of resources

Archives

Failure to maintain preservation system and processes.

  • Preservation system/processes become redundant/ineffectual
  • Data loss/corruption
  • Unable to provide access to digital objects
  • High cost of replacing/extracting data from outdated systems

Business

Staff fail to comply with organizational policy and processes in relation to management of records (reliability, authenticity, usability etc.),

  • Important digital objects not captured in preservation system
  • Necessary documentation/metadata not created/captured
  • Disruption of business/organisation’s functions
  • Unable to meet legal/regulatory requirements

Business

Inability to provide evidence of compliance with regulations

  • Loss of reputation and stakeholder confidence
  • Fines/sanctions

Business

Business processes rely on file formats and storage media that are becoming obsolete

  • Data loss/corruption
  • Disruption of business’s functions
  • Increased costs

Business

Inability to produce reliable and authentic records necessary to pursue or defend legal claims

  • Undermines ability to reach resolution
  • Unsatisfactory or expensive settlements

Business

The archive team do not have the tools required for effective search and retrieval of digital holdings

  • Unable to provide access to information required to support business processes
  • Loss of productivity/revenue

Business

Inability to reuse valuable information

  • Unable to provide access to information required to support business processes
  • Loss of productivity/revenue
  • Limits innovation
  • Fall behind market/competitors

Business

Volume of data continues to grow without action being taken

  • Data loss/corruption
  • Disruption of business’s functions
  • Increased costs now and in the future
  • Loss of productivity/revenue

Higher Education and Research

The hardware or software required to interpret, and present digital information is no longer available

  • Unable to provide access to information required to support organizational processes
  • Disruption of organization’s functions
  • Increased costs now and in the future

Higher Education and Research

Research data not transferred to the relevant repository for preservation

  • Data loss
  • Gaps in the cultural/scholarly record
  • Research repeated unnecessarily

Higher Education and Research

Lack of vendor accountability

  • Unable to place trust in services provided
  • Services not fit for purpose
  • Poor customer service
  • Unable to plan for succession

Higher Education and Research

No active preservation carried out on data

  • Expensive procedures required to access legacy data
  • Lack of documentation

Higher Education and Research

Data is inaccessible due to lack of preservation

  • Inability to answer crucial research questions
  • Gaps in the cultural/scholarly record
  • Field of research is set back/compromised
  • Loss of scientific legacy and the associated research opportunities
  • Research repeated unnecessarily
  • Loss of potential opportunities for collaboration
  • Loss of reputation

Higher Education and Research

Litigation from consumers if data made available is not reliable and trustworthy

  • Requirement to pay fines/settlements/compensation
  • Gaps in the cultural/scholarly record
  • Field of research is set back/compromised
  • Loss of reputation

Libraries

Preservation not carried out in a timely manner

  • Data loss/corruption
  • Unable to provide access to digital objects
  • Loss of context/documentation
  • Costly interventions require to restore access

Museums and Galleries

Preservation processes do not adequately consider rendering and display.

  • Unable to correctly render files as originally intended
  • Additional work required to address issues, including consultation with experts/the artist
  • Loss of reputation
  • Loss of funding

Museums and Galleries

Absence of appropriately skilled and invested people responsible for digital preservation

  • Incorrect/inadequate preservation
  • Preservation does not occur
  • Loss of ability to access/render digital objects
  • Loss of context/documentation
  • Loss of reputation
  • Loss of funding

Museums and Galleries

Absence of a documented workflow for the creation/acquisition and then maintenance of digital files

  • Incorrect/inadequate preservation
  • Preservation does not occur
  • Loss of ability to access/render digital objects
  • Loss of context/documentation
  • Loss of reputation
  • Loss of funding

What Opportunities do preserved digital materials create? 

Organization Type

Digital Preservation can…

All organizations

protect investment by maintaining clear audit trails

All organizations

provide efficiencies of scale through shared services, resources and systems

All organizations

provide cost efficiencies through planned disposal and deletion which results in reduced storage requirements

All organizations

provide cost and operational efficiencies by allowing the consolidation of legacy systems

All organizations

provide cost efficiencies through the greater automation of processes

Business

protect against financial losses by enabling the provision of evidence for legal and regulatory cases

Business

provide cost efficiencies through planned disposal and deletion according to specified retention schedules, which results in reduced storage requirements

Higher Education and Research

demonstrate, to funders, a commitment to the sustainability of their investment and the cultural record

Higher Education and Research

create a pathway for smaller organizations to take advantage of enterprise level infrastructure through shared or cloud services

Higher Education and Research

reduce duplication of infrastructure and effort by sharing services, systems and storage with other institutions

Higher Education and Research

demonstrate long term vision and planning

Higher Education and Research

save on storage costs by enabling documented appraisal, disposal and deletion procedures

Higher Education and Research

avoid wasted expenditure and reduce long-term operational costs by considering access and reuse at the stage of data generation, creation and system design.

Higher Education and Research

enable informed and planned disposal as well as retention which mitigates the continuous increase in the volume of time-series data, as well as the cost of managing it

Higher Education and Research

remove the need for expensive and time-consuming data rescue and digital archaeology work on legacy data through appropriate planning and initial investment

Museums and Galleries

prevent interruptions to service and loss of earnings through resilient processes and sustained access to information which enable hardware and software updates, upgrades, obsolescence, failures and stoppages

Museums and Galleries

cut the costs of viewing rooms open to the public by moving some collections into deep storage

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