LibGuides: Wartburg Archives Procedure Manual: Digital Preservation

Ingest

Files arrive from Creator to the Archives Staff

Staff checks against manifest that all files are present
Runs scan for virus/malware on standalone computer
File formats standardized

Data Management

Files are placed in “Staging” on enterprise server

These files are accessible via the campus network to Archives Staff via their workstations [access permissions are set by ITS, and will be limited to Archives staff]
Files will be backed up disk to disk daily as changes are made, or on a weekly basis (backup disks are stored in a different campus location from main server)
These files can be deleted after processing is completed and files are moved to “Archive”

Files are processed by Archives Staff

Quality assurance checks (does file play, quality okay, etc.)
Metadata checked, added if necessary
Files are transitory, no backup needed

Archival Storage

Files are moved to “Archive” (Permanent Storage)

Access to these files is limited to the Archivist and ITS network staff
Backed up weekly disk to disk
Backed up monthly to tape (tape is stored off campus)
Fixity checks performed monthly to verify files have not become corrupted (if they have, files are repaired or replaced from a backup copy)
No file deletions are initiated from Permanent Storage

Open Archival Information System

The Open Archival Information System (https://www.oclc.org/research/publications/library/2000/lavoie-oais.html) is a framework for the archival management of electronic records. It lays out the components, functions and relationships that are required for proper digital preservation.

Digital Storage Infrastructure

Archival digital files are stored on the Wartburg College enterprise server and managed by the Archives and Wartburg College’s Information Technology Services Division for long-term preservation. The College currently has a Hewlett-Packard server. Files are accessible across a shared network at individual workstations according to allocated permissions.

The current server architecture performs virus scans and self-diagnostic checks continually, and phones the vendor when a drive needs to be replaced in the array. File integrity is checked automatically on a monthly basis and reports are generated for ITS staff, who can then repair or replace corrupted files with copies from a backup.

Files are currently backed up to at least three copies. Two disk arrays are stored in different locations on campus, and backup tapes are stored off campus. The server room is equipped with a fire suppression system, and the array has a battery backup and a generator in case of power failure. Network security includes Bradford Network Access Control and a Cisco Firepower 41110N Firewall. Bandwidth between the College’s system and internet access is 5gb.

Access

Files are accessed to fulfill research requests or for special projects

Web-ready copies to be available via online catalog 24/7 [these are backed up weekly disk to disk]
Access format files pulled in response to research requests to Archives Staff
Copies of preservation format files may be needed by researchers for special projects
Files pulled for requests are considered transitory/derivatives, no backup needed
After request is fulfilled, they can be deleted
Occasional need to reprocess digital files (migrate to new file format, add/change metadata), in which case file will be copied from “Archive” to “Staging” altered and then replaced into “Archive”

Wartburg Archives Procedure Manual: Digital
Preservation

Digital Preservation