Any factor relating to the good name or standing of an organization. Incorporates branding: the extent to which consumers are familiar with the qualities or image of an organizational brand. Being able to access corporate history in digital form, in a timely fashion, can support this.

What are the Risks of not preserving digital materials?

Organization Type Risk Potential Consequences

All organizations

Data safety and security are compromised.

  • Data loss/corruption
  • Disruption of business/organisation’s functions
  • Confidence loss
  • Damage to reputation
  • Loss/reduction in funding/revenue
  • Unable to meet legal/regulatory requirements

Archives

Executive level support for digital preservation is not persistent

  • Unable to establish a sustainable, fit for purpose digital preservation programme
  • Data loss/corruption
  • Unable to provide access to digital objects
  • Unable to meet legal/regulatory requirements

Archives

Failure to engage with stakeholders at all stages of the record life-cycle

  • Lack of support for digital preservation work
  • System/procedures do not support user needs
  • Do not capture necessary documentation
  • Unable to provide access to digital objects in a useable format

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  • High cost of replacing/extracting data from outdated systems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

Existing storage systems do not protect records from unauthorized change or corruption

  • Data loss/corruption
  • Disruption of business/organisation’s functions
  • Confidence loss
  • Damage to reputation
  • Loss/reduction in funding/revenue
  • Unable to meet legal/regulatory requirements

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

Loss of corporate memory

  • Unable to rely on past evidence to inform current decision-making
  • Insufficient resources to support branding and marketing

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

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

Data from an experiment that cannot be repeated is not preserved

  • Data loss
  • Gaps in the cultural/scholarly record
  • Field of research is set back/compromised
  • Loss of reputation

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

Storage conditions are inadequate for preservation

  • Data loss/corruption
  • Disruption of organisation’s functions
  • Confidence loss
  • Damage to reputation

Libraries

No active program/processes aimed at acquiring digital objects/collections

  • Data generated by the cultural and creative industries will be lost or inaccessible
  • Failure to protect the living national record
  • Primary sources for future research cannot be found, interpreted or re-used
  • Failure to meet organisational goals
  • Loss of reputation
  • Loss of funding

Libraries

Organization does not move important digital/digitized objects into a preservation system

  • Data loss/corruption
  • Unable to provide access to digital objects
  • Loss of context/documentation
  • Loss of reputation
  • Loss of funding

Libraries

Do not adequately consider the preservation needs of complex digital objects, including new publication formats

  • Data generated by the cultural and creative industries will be lost or inaccessible
  • Loss of context/documentation
  • Loss of reputation
  • Loss of funding

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

Digital objects/collections are not captured in a suitable preservation system

  • Digital objects are unusable and un-displayable
  • Loss of context/documentation
  • 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

demonstrate a commitment to transparency and accountability by sustaining an accurate digital record

All organizations

an investment in distinctiveness, competence and competitiveness by providing access to legacy data and digital systems which are essential for innovation, research, development

Business

inspire brand evolution through an understanding of corporate history enabled by access to a complete set of reliable records

Higher Education and Research

demonstrate compliance with institutional and funder policies on data management policies 

Higher Education and Research

provide opportunities for raising funds through the reuse of existing data

Higher Education and Research

generate income and new service models through the reuse of existing data

Higher Education and Research

provide opportunities for the reuse of historical research data for purposes not originally anticipated

Higher Education and Research

increase the potential for the re-use of digital material though established IPR

Higher Education and Research

inspire the trust and understanding of future users, by providing a complete digital record

Libraries

earn the trust of the public through sustained access to documentary heritage which guarantees the integrity of digital holdings

Museums and Galleries

enable tracking of unauthorized changes, copies and access leading to greater trust and assurance

Museums and Galleries

enable robust and trusted iterations and audit trails, review and update to remain in line with the latest standards and best practices, safeguarding organizational reputation.

Museums and Galleries

maintain the cultural and monetary value of the collection, by sustaining access to it

Museums and Galleries

be an investment in a high-quality service which enhances audience experience

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