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be compared with tests on the SIP. Such tests might be simple
(counting the number of records in a file, or performing some simple statistical measure), but
they might be complex. Documentation should describe how the completeness and
correctness of AIPs is ensured, starting with receipt from the producer and conti... |
nd preservation, logs that such checks have been made, and any special tests that may be
required for a particular AIP instance or class.
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4.2.9 The repository shall provide an independent mechanism for verifying t... |
Demonstrate It Is Meeting This Requirement
Documentation provided for 4.2.1 through 4.2.4; documented agreements negotiated between
the producer and the repository (see 4.1.1-4.1.8); logs of material received and associated
action (receipt, action, etc.) dates; logs of periodic checks.
Discussion
It is the respons... |
previous criteria will satisfy this one without needing to demonstrate anything
more. As a separate requirement, it demonstrates the importance of being able to audit the
integrity of the collection as a whole. For example, if a repository claims to have all e-mail
sent or received by The Yoyodyne Corporation betwee... |
SIP of e-mail has been correctly preserved, including original unique
identifiers such as Message-IDs.
However, it may still have no way of showing whether this really represents all of
Yoyodyne’s email. For example, if there is a three-day period with no messages in the
repository, is this because Yoyodyne was sh... |
ther cases may not be so straightforward. A
familiar mechanism from the world of traditional materials in libraries and archives is an
accessions or acquisitions register that is independent of other catalog metadata. A repository
should be able to show, for each item in its accessions register, which AIP(s) contain... |
onversely, any AIP should be able to be related to an entry in the acquisitions register.
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4.2.10 The repository shall have contemporaneous records of actions and
administration processes that are relevant to AIP c... |
AIPs have been properly
created in accord with the documented procedures (see 4.2.1 through 4.2.9). It is the
responsibility of the repository to justify its practice in this respect.
Examples of Ways the Repository Can Demonstrate It Is Meeting This Requirement
Written documentation of decisions and/or action take... |
and are related
to actions associated with AIP creation. The records may be automated or may be written by
individuals, depending on the nature of the actions described. Where community or
international standards are used, the repository must demonstrate that all relevant actions are
carried through.
4.3
PRESERVA... |
lans to ensure the information
will remain available and usable for future generations and to provide a means to check and
validate the preservation work of the repository.
Examples of Ways the Repository Can Demonstrate It Is Meeting This Requirement
Documentation identifying each preservation risk identified and ... |
rategic plan. These preservation strategies and
the preservation strategic plan will typically address the degradation of storage media, the
obsolescence of media drives, and the obsolescence or inadequacy of Representation
Information (including formats) as the knowledge base of the Designated Community
changes, a... |
gration is the chosen approach to some of these issues, there also needs to be Preservation
Policies on what triggers a migration and what types of migration are expected to solve the
preservation risk identified. The preservation strategy will describe the range of activities
that need to be done in case of a migra... |
reby ensure that the
preserved information remains understandable and usable by the Designated Community.
Examples of Ways the Repository Can Demonstrate It Is Meeting This Requirement
Surveys of the Designated Community of the repository.
Discussion
The repository should show that it has some active mechanism to ... |
formation
(including formats) approaches obsolescence or is no longer viable. For most repositories,
the concern will be with the Representation Information used to preserve information, which
may include information on how to deal with a file format or software that can be used to
render or process it. Sometimes t... |
If the mechanism depends on an external
registry, the repository must demonstrate how it uses the information from that registry.
4.3.2.1 The repository shall have mechanisms in place for monitoring and notification
when Representation Information is inadequate for the Designated Community to
understand the data h... |
Can Demonstrate It Is Meeting This Requirement
Subscription to a Representation Information registry service; subscription to a technology
watch service, surveys amongst its Designated Community members, relevant working
processes to deal with this information.
AUDIT AND CERTIFICATION OF TRUSTWORTHY DIGITAL REPOSIT... |
in terms of the knowledge base of the
Designated Community.
4.3.3 The repository shall have mechanisms to change its preservation plans as a
result of its monitoring activities.
Supporting Text
This is necessary in order for the repository to be prepared for changes in the external
environment that may make its ... |
or informal technology watch(es); preservation planning or
processes that are timed to shorter intervals (e.g., not more than five years); proof of frequent
Preservation Policies and Preservation Plans updates; sections of Preservation Policies that
address how plans may be updated and that address how often the pl... |
repository to change how it deals with the material it holds in
ways that could not have been anticipated at an earlier stage. The repository should
periodically review its preservation plans and the technology environment and, if necessary,
makes changes to those plans to ensure their continued effectiveness. Anot... |
chanisms for creating, identifying or gathering
any extra Representation Information required.
Supporting Text
This is necessary in order to ensure that the preserved information remains understandable
and usable by the Designated Community.
Examples of Ways the Repository Can Demonstrate It Is Meeting This Requir... |
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Discussion
The repository should have mechanisms in place for monitoring and notification when
Representation Information (including formats) approaches obsolescence or is no longer
viable, and it should be able to show that it has mechanisms to address such notifications.
4.3.4 The rep... |
able to make the information available and usable over the mid-to-long-term.
Examples of Ways the Repository Can Demonstrate It Is Meeting This Requirement
Collection of appropriate preservation metadata; proof of usability of randomly selected
digital objects held within the system; demonstrable track record for ... |
its holdings. This could be evaluated at a number of degrees and
depends on the specificity of the Designated Community. If a Designated Community is
fairly broad, an auditor could represent the test subject in the evaluation. More specific
Designated Communities could require significant efforts.
4.4
AIP PRESERVA... |
acted from the AIP over
the long-term.
Examples of Ways the Repository Can Demonstrate It Is Meeting This Requirement
Documentation of the format of AIPs; EAST and Data Entity Dictionary Specification
Language (DEDSL) descriptions of the data components (see references [B6] and [B7]).
AUDIT AND CERTIFICATION OF TR... |
t and must specify how the separate components are packaged together. The
Representation Information must be available for each AIP and must be appropriately linked
to the AIP. Often, repositories are tempted to describe AIP content only down to a level
where a program will then be used to convert the information to... |
1.1 The repository shall preserve the Content Information of AIPs.
Supporting Text
This is necessary because it is the fundamental mission of a repository to preserve the
Content Information for its Designated Communities.
Examples of Ways the Repository Can Demonstrate It Is Meeting This Requirement
Preservation ... |
to demonstrate the sequence of conversions for an AIP for
any particular digital object or group of objects ingested; documentation linking ingested
objects and the current AIPs.
Discussion
The repository should be able to demonstrate that the AIPs faithfully reflect the information
that was captured during ingest... |
mes that the repository has a policy specifying that
AIPs cannot be deleted at any time. This particularly simple and robust implementation
preserves links between what was originally ingested, as well as new versions that have been
transformed or changed in any way. Depending upon implementation, these newer object... |
ly monitor the integrity of AIPs.
Supporting Text
This is necessary in order to protect the integrity of the archival objects over time.
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Examples of Ways the Repository Can Demonstrate It Is Meeting This Requirem... |
w AIPs and accession registers are kept separate.
Discussion
A repository should have logs that show actions taken to check the integrity of archival
objects in order to assure funders, producers, and users—and to allow them to
audit/validate—that the repository is taking the necessary steps to ensure the long-term... |
that corrective action can be taken as soon as possible. The repository should allow interested
parties to verify that this is the case.
At present, most repositories deal with this at the level of individual information objects by
using a checksum of some form, such as MD5. In this case, the repository should be ... |
, so that accidental alteration of the AIP would not also damage the Fixity
Information. Also, someone who can maliciously alter an AIP would not likely be able as
easily to alter the Fixity Information as well.
4.4.2 The repository shall have contemporaneous records of actions and
administration processes that are... |
of Ways the Repository Can Demonstrate It Is Meeting This Requirement
Written documentation of decisions and/or action taken; preservation metadata logged,
stored, and linked to pertinent digital objects.
Discussion
The records may be automated or may be written by individuals, depending on the nature of
the actio... |
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4.4.2.1 The repository shall have procedures for all actions taken on AIPs.
Supporting Text
This is necessary in order to ensure that any actions performed against an AIP do not alter
the AIP information in a manner unacceptable to its Designated C... |
s documentation is normally created during design of the repository. It should detail the
normal handling of AIPs, all actions that can be performed against the AIPs, including
success and failure conditions and details of how these processes can be monitored.
4.4.2.2 The repository shall be able to demonstrate that... |
r
the AIP information in a manner unacceptable to its Designated Communities.
Examples of Ways the Repository Can Demonstrate It Is Meeting This Requirement
Preservation metadata logged, stored, and linked to pertinent digital objects and
documentation of that action; procedural audits of the repository showing tha... |
complete any actions that affect the repository
data. The more often ‘special handling’ of repository data occurs and the more often this
‘special handling’ is not overseen in a consistent manner, the more likely that the data held
by the repository will be compromised. When procedures are regularly followed, any
... |
ikely change could be identified in the future.
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4.5
INFORMATION MANAGEMENT
4.5.1 The repository shall specify minimum information requirements to enable the
Designated Community to discover and identify material... |
trieval and descriptive information, discovery metadata, such as Dublin Core, and other
documentation describing the object.
Discussion
The repository should be able to deal with the types of requests that will come from a typical
user from the Designated Community. A repository does not necessarily have to satisfy... |
ormation and
ensure that it is associated with the AIP.
Supporting Text
This is required in order to ensure that descriptive information is associated with the AIP.
Examples of Ways the Repository Can Demonstrate It Is Meeting This Requirement
Descriptive metadata; internal or external persistent, unique identifie... |
umentation, incorporating details of metadata requirements and a statement describing
where responsibility for its procurement falls; process workflow documentation.
Discussion
The repository should show that it associates with each AIP, minimum descriptive
information that was either received from the producer or ... |
h the AIP.
Hierarchical schemes of description can allow some descriptive elements to be associated
with many items.
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4.5.3 The repository shall maintain bi-directional linkage between each AIP and its
descriptiv... |
ptive metadata; unique, persistent identifier or locator associated with the AIP;
documented relationship between the AIP and its metadata; system documentation and
technical architecture; process workflow documentation.
Discussion
Repositories must implement procedures to establish and maintain relationships to as... |
one
AIP.
4.5.3.1 The repository shall maintain the associations between its AIPs and their
descriptive information over time.
Supporting Text
This is necessary to ensure that all AIPs can continue to be located and retrieved.
Examples of Ways the Repository Can Demonstrate It Is Meeting This Requirement
Log det... |
egacy descriptive information; persistence of identifier or locator;
documented relationship between AIP and its descriptive information; system documentation
and technical architecture; process workflow documentation.
Discussion
Repositories must implement procedures that let them know when the relationship betwee... |
cluding access by users to the
repository system, for example, physical security and user authentication, and the different
stages of accessing records (making a request, verifying the rights of the requester, and
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and implementation of access policies, and one with the capacity of the repository
to provide demonstrably authentic objects as DIPs. Thus the first requirement relates to
requests initiated by a user and how the repository handles them to ensure that rights and
agreements are respected, that security is monitored,... |
d sophistication of the access system will vary
depending on the repository’s Designated Community and the access mandates of the
repository. Because of the variety of repositories and access mandates, these criteria may be
subject to questions about applicability and interpretation at a local level.
4.6.1 The repo... |
of the repository, particularly with reference to
support of the user community.
Examples of Ways the Repository Can Demonstrate It Is Meeting This Requirement
Statements of policies that are available to the user communities; information about user
capabilities (authentication matrices); logs and audit trails of ... |
mmunity, and on what conditions;
– requirements for authentication and authorization of accessors;
– enforcement of agreements applicable to access conditions;
– recording of access actions.
Access may be managed partly by computers and partly by humans; checking passports, for
instance, before issuing a user ID a... |
6.1.1 The repository shall log and review all access management failures and
anomalies.
Supporting Text
This is necessary in order to identify security threats and access management system failures.
Examples of Ways the Repository Can Demonstrate It Is Meeting This Requirement
Access logs, capability of the system... |
e automated mechanism to note anomalous or unusual denials
and use them to identify either security threats or failures in the access management system,
such as valid users’ being denied access. This does not mean looking at every denied access.
4.6.2 The repository shall follow policies and procedures that enable t... |
uthenticity from the AIP to disseminated
digital objects.
Examples of Ways the Repository Can Demonstrate It Is Meeting This Requirement
System design documents; work instructions (if DIPs involve manual processing); process
walkthroughs; production of a sample copy with evidence of authenticity; documentation of
... |
y of the evidence is of key importance in assessing this
requirement.
This requirement ensures that ingest, preservation, and transformation actions do not lose
information that would support an auditable trail of authenticity between the original
deposited object and the eventual disseminated object.
A repository... |
tworthy and consistent fashion. DIPs may simply be a copy of AIPs, or may
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result from a simple format transformation of an AIP. But in other cases, they may be derived
in complex ways. A user may request a DIP con... |
matically generated transcripts of voice
recordings. A repository that allows requests for such complex DIPs will need to put more
effort into demonstrating how it meets this requirement than a repository that only allows
requests for DIPs that correspond to an entire AIP.
This requirement is concerned only with th... |
roblem reports about errors in data
or responses from users.
Supporting Text
This is necessary in order for the users to consider the repository to be a trustworthy source
of information.
Examples of Ways the Repository Can Demonstrate It Is Meeting This Requirement
System design documents; work instructions (if ... |
t is to ensure that a user receives a usable and correct
version of the digital object(s) (i.e., DIP) that he or she requested. A repository should show
that any problems that do occur and are brought to its attention are investigated and acted on.
Such responsiveness is essential for the repository to be considered... |
CTURE RISK MANAGEMENT
5.1.1 The repository shall identify and manage the risks to its preservation operations
and goals associated with system infrastructure.
Supporting Text
This is necessary to ensure a secure and trustworthy infrastructure.
Examples of Ways the Repository Can Demonstrate It Is Meeting This Requ... |
strongly community supported software e.g., Apache, iRODS, Fedora); re-creation of
archives from backups.
Discussion
The repository should conduct or contract assessments of the risks related to hardware and
software infrastructure, and operational procedures. The repository should provide
mechanisms that minimize... |
long-term preservation. The repository should
maintain a system that is scalable (e.g., able to handle anticipated future volumes of both
bytes and files) without a major disruption of the system. The repository should maintain a
system that is evolvable. That is, the system should be designed in such a way that ma... |
d be designed to accommodate future formats (media and files) without major
disruption of the system as a whole. The repository should be able to export its holdings to a
future custodian. The repository should be able to re-create the archives after an operational
error that overwrites or deletes digital holdings. ... |
will become obsolete and
migration is needed to new infrastructure.
Examples of Ways the Repository Can Demonstrate It Is Meeting This Requirement
Management of periodic technology assessment reports. Comparison of existing technology
to each new assessment.
AUDIT AND CERTIFICATION OF TRUSTWORTHY DIGITAL REPOSITOR... |
ore interoperability mechanisms are no longer
available. This can be driven by proprietary software dependencies (the vendor no longer
supports the subsystem component), and by emergence of new protocols (the mechanism for
accessing the system has become obsolete and is no longer supported).
5.1.1.1.1 The repositor... |
istent levels of service
including: ease of ingest and dissemination through appropriate depositor and user interfaces
and technologies such as upload mechanisms; on-going digital object management;
preservation approaches and solutions, such as migration; and system security.
Examples of Ways the Repository Can De... |
demands; systematic
elicitation of feedback regarding hardware and service adequacy; maintenance of a current
hardware inventory.
Discussion
The repository should be aware of the types of storage, file management, preservation and
access services expected by its Designated Community, including where applicable, th... |
ed communities require a corresponding change in the hardware technology, when
changes in ingestion policies require expanded capabilities, and when changes in
preservation policies require new preservation capabilities. This can be driven by changes in
capacity requirements (the time needed to read all media is lon... |
ory shall have procedures in place to monitor and receive
notifications when hardware technology changes are needed.
Supporting Text
This is necessary to ensure expected, contracted, secure, and persistent levels of service.
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lenecks that limit ability to meet user community access requirements; documentation of
technology watch assessments; documentation of technology updates from vendors.
Discussion
The repository should conduct or contract frequent environmental scans regarding hardware
status, sources of failure, and interoperabilit... |
em integration and performance. The
objective is to track when changes in service requirements by the designated communities
require a corresponding change in the hardware technology, when changes in ingestion
policies require expanded capabilities, and when changes in preservation policies require
new preservation... |
r displaying authentic records), and changes in the number and
size of archived records.
5.1.1.1.3 The repository shall have procedures in place to evaluate when changes are
needed to current hardware.
Supporting Text
This is necessary to ensure that the repository has the capacity to make informed and timely
dec... |
xpertise in each technology subsystem.
Discussion
Given information from technology watches or other technology monitoring notification
systems, the repository should have procedures and expertise to evaluate this data and make
sound decisions regarding the need for new hardware. The objective is to track when
tec... |
ore capacity limits occur. The evaluation should identify when the risk of using
new technology outweighs the expected benefit, and when the new technology is sufficiently
mature to minimize risk.
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5.1.1.1.4 The re... |
timely fashion so as to avert system
failure or performance inadequacy. Without such a commitment, and more importantly,
without escrowed financial resources or a secure funding stream, technology watches and
notifications are of little value. The repository must have mechanisms for evaluating the
efficacy of the ... |
tracted levels of service; evidence of
ongoing financial assets set aside for hardware procurement; demonstration of cost savings
through amortized cost of new system.
Discussion
The objective is to demonstrate that the repository has the ability to incorporate new
technology, both financially through funding comm... |
s it
provides to its designated communities.
Supporting Text
This is necessary to provide expected, contracted, secure, and persistent levels of service
including: ease of ingest and dissemination through appropriate depositor and user interfaces
and technologies such as upload mechanisms; on-going digital object ... |
o-date Designated Community technology, expectations, and use
profiles; provision of software systems adequate to support ingest and use demands;
systematic elicitation of feedback regarding software and service adequacy; maintenance of a
current software inventory.
Discussion
The objective is to track when change... |
when changes in software
technology require new format migration capabilities. This can be driven by changes in
access requirements (new clients that require new data formats become preferred), by
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changes in deli... |
place to monitor and receive
notifications when software changes are needed.
Supporting Text
This is necessary to ensure expected, contracted, secure, and persistent levels of service.
Examples of Ways the Repository Can Demonstrate It Is Meeting This Requirement
Audits of capacity versus actual usage; audits of o... |
updates from vendors.
Discussion
The objective is to track when changes in service requirements by the designated
communities require a corresponding change in the software technology, when changes in
ingestion policies require expanded capabilities, and when changes in preservation policies
require new preservat... |
ying authentic records), and changes in the number and size
of archived records (expanded database requirements). The repository should conduct or
contract frequent environmental scans regarding software evolution, likely points of failure,
and interoperability among the software and hardware components. The reposit... |
The repository shall have procedures in place to evaluate when changes are
needed to current software.
Supporting Text
This is necessary to ensure that the repository has the capacity to make informed and timely
decisions when information indicates the need for new software.
Examples of Ways the Repository Can De... |
OSITORIES
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Discussion
Given information from technology watches or other technology monitoring notification
systems, the repository should have procedures and expertise to evaluate this data and make
sound decisions regarding the need for new software. The objective is to t... |
gies, and plan for upgrades before capacity limits occur. The evaluation should
identify when the risk of using new technology outweighs the expected benefit, and when the
new technology is sufficiently mature to minimize risk.
5.1.1.1.8 The repository shall have procedures, commitment, and funding to replace
softw... |
. Without such a commitment, and more importantly,
without escrowed financial resources or a secure funding stream, technology watches and
notifications are of little value. The repository must have mechanisms for evaluating the
efficacy of the new systems before implementation in the production system.
Examples of... |
de for software procurement; demonstration of cost savings
through amortized cost of new system.
Discussion
The objective is to demonstrate that the repository has the ability to incorporate new
technology, both financially through funding commitments or cost reduction, and
operationally through verification of th... |
king repository
functions.
Supporting Text
This is necessary in order to ensure continued access to and tracking of preservation
functions applied to the digital objects in their custody.
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Examples of Ways the Re... |
very plan, policy and documentation; fire
drills; testing of backups; support contracts for hardware and software for backup
mechanisms; demonstrated preservation of system metadata such as access controls, location
of replicas, audit trails, checksum values.
Discussion
The repository should be able to demonstrate... |
long-term preservation. Simple backup
mechanisms must preserve not only the repository main content, but also the system
metadata generated by the preservation functions. Repositories need to develop backup plans
that ensure their continuity of operations across all failure modes.
5.1.1.3 The repository shall have ... |
ithin the tolerances established by repository policy (see 3.3.5).
Examples of Ways the Repository Can Demonstrate It Is Meeting This Requirement
Documents that specify bit error detection and correction mechanisms used; risk analysis;
error reports; threat analysis; periodic analysis of the integrity of repository ... |
rable from
backups. Routine systematic failures must not be allowed to accumulate and cause data loss
beyond the tolerances established by the repository policies. Mechanisms such as checksums
(MD5 signatures) or digital signatures should be recognized for their effectiveness in
detecting bit loss and incorporated ... |
pository shall record and report to its administration all incidents of
data corruption or loss, and steps shall be taken to repair/replace corrupt or lost data.
Supporting Text
This is necessary in order to ensure the repository administration is being kept informed of
incidents and recovery actions, and to enable... |
tors; preservation metadata (e.g., PDI)
records; comparison of error logs to reports to administration; escalation procedures related
to data loss; tracking of sources of incidents; remediation actions taken to remove sources of
incidents.
Discussion
Having effective mechanisms to detect bit corruption and loss wi... |
ity, these incidents and the
recovery actions and their results must be reported to administrators and made available to all
relevant staff. Given identification of the sources of data loss, an assessment of revisions to
software and hardware systems, or operational procedures, or management policies is needed
to m... |
Text
This is necessary in order to protect the integrity of the archival objects from unauthorized
changes or deletions.
Examples of Ways the Repository Can Demonstrate It Is Meeting This Requirement
Risk register (list of all patches available and risk documentation analysis); evidence of
update processes (e.g., ... |
security patches are frequently responsible for upsetting alternative aspects of system
functionality or performance. It may not be necessary for a repository to implement all
software patches, and the application of any must be carefully considered. Each security
update implemented by the repository must be documen... |
table. Significant security updates
might pertain to software other than core operating systems, such as database applications
and Web servers, and these should also be documented. Security updates are not limited to
software security updates. Updates to actual hardware or to the hardware system’s firmware
are incl... |
e change control, they are identified separately here because there are often outside
services that compile and circulate information on security issues and updates. At a
minimum, repositories should be monitoring these services to ensure that repository-held
data is not subject to compromise by identified threats. ... |
s not lost when either the media fail or the
supporting hardware can no longer be used to access the data.
Examples of Ways the Repository Can Demonstrate It Is Meeting This Requirement
Documentation of migration processes; policies related to hardware support, maintenance,
and replacement; documentation of hardwar... |
d the quantity of information for
each type of storage media. Then with estimates of the reliable lifetime of the storage media
and information of system loading, etc., the repository can estimate the time required for
storage media migration, or refreshing or copying between media without reformatting the
bit stre... |
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