Any factor relating to organizational expenditure or financial penalties.
What are the Risks of not preserving digital materials?
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Organization Type |
Risk |
Potential Consequences |
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Technologies used become obsolete; this may apply to elements such as hardware, software and file formats. |
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Insufficient funding available to allow sustainable preservation procedures and systems to be established. |
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Insufficient staffing/skills to be able to carry out successful preservation. |
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Lack of collaboration behind different departments/areas of the organization |
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Failure to maintain preservation system and processes. |
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Staff fail to comply with organizational policy and processes in relation to management of records (reliability, authenticity, usability etc.), |
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Inability to provide evidence of compliance with regulations |
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Business processes rely on file formats and storage media that are becoming obsolete |
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Inability to produce reliable and authentic records necessary to pursue or defend legal claims |
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The archive team do not have the tools required for effective search and retrieval of digital holdings |
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Inability to reuse valuable information |
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Volume of data continues to grow without action being taken |
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The hardware or software required to interpret, and present digital information is no longer available |
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Research data not transferred to the relevant repository for preservation |
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Lack of vendor accountability |
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No active preservation carried out on data |
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Data is inaccessible due to lack of preservation |
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Litigation from consumers if data made available is not reliable and trustworthy |
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Preservation not carried out in a timely manner |
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Preservation processes do not adequately consider rendering and display. |
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Absence of appropriately skilled and invested people responsible for digital preservation |
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Absence of a documented workflow for the creation/acquisition and then maintenance of digital files |
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What Opportunities do preserved digital materials create?
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Organization Type |
Digital Preservation can… |
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protect investment by maintaining clear audit trails |
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provide efficiencies of scale through shared services, resources and systems |
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provide cost efficiencies through planned disposal and deletion which results in reduced storage requirements |
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provide cost and operational efficiencies by allowing the consolidation of legacy systems |
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provide cost efficiencies through the greater automation of processes |
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protect against financial losses by enabling the provision of evidence for legal and regulatory cases |
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provide cost efficiencies through planned disposal and deletion according to specified retention schedules, which results in reduced storage requirements |
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demonstrate, to funders, a commitment to the sustainability of their investment and the cultural record |
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create a pathway for smaller organizations to take advantage of enterprise level infrastructure through shared or cloud services |
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reduce duplication of infrastructure and effort by sharing services, systems and storage with other institutions |
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demonstrate long term vision and planning |
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save on storage costs by enabling documented appraisal, disposal and deletion procedures |
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avoid wasted expenditure and reduce long-term operational costs by considering access and reuse at the stage of data generation, creation and system design. |
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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 |
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remove the need for expensive and time-consuming data rescue and digital archaeology work on legacy data through appropriate planning and initial investment |
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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 |
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cut the costs of viewing rooms open to the public by moving some collections into deep storage |
Planning ahead for DVD-Video migration research
Starting with complexity: Archiving digital-born music compositions from Mac systems of the 80s/90s