DIGITAL PRESERVATION

  1. Principles

    The library is committed to maintaining library materials as long as necessary, and it will strive to:

    1. Comply with the Open Archival Information System (OAIS) reference model, as well as other digital preservation standards and practices;
    2. Develop scalable and realistic digital preservation infrastructure;
    3. Manage hardware, software, and storage media components according to industry standards and security requirements;
    4. Ensure long-term interoperability and sustainability by using open formats and software whenever possible;
    5. Guarantee data integrity by ensuring that the data remains the same as when it was first recorded;
    6. Create and maintain adequate metadata (e.g., administrative, descriptive, preservation, provenance, rights, and technical) necessary for the continued use of digital assets;
    7. Comply with copyright, intellectual property rights, and/or other legal rights related to copying, storing, modifying, and using digital resources.

  2. Digital Preservation Actions

    1. Born-digital materials: Special efforts must be made to ensure that selected materials can be preserved indefinitely.
    2. Digitized materials (no analog available): All reasonable steps must be taken to preserve materials without print analogs when re-digitization is not possible or if re-digitization would cause further damage to the physical item.
    3. Digital materials (analog available): Reasonable steps should be taken to extend the life of digital objects with available print analogs. The cost of re-digitization should be compared to the cost of preserving existing digital objects.
    4. Licensed digital resources: The library is committed to working within consortia, licensing agreements, etc., to ensure continued access and long-term preservation of licensed resources (ebooks, subscription databases, etc.).
    5. Other materials: Materials for short-term use, such as those scanned for interlibrary loan requests, or for other content deemed non-essential, will not be retained.

  3. Digital Preservation File Format Recommendations

    This policy outlines the types of resilient formats to provide recommendations on the best formats to use in the long term as a preservation measure. File formats are categorized into three preservation levels: Level One, Level Two, and Level Three.

    1. Level One: Level One formats can be maintained for long-term use. The University and the Transfer Executor must use these formats when transferring or storing information into the UIII Central Library system, as these formats have the best chance of being usable in the future.
    2. Level Two: Long-term preservation of Level Two formats may require additional resources from the UIII Central Library. Although less certain, these formats are still likely to be preserved over time. The University and the Transfer Executor may transfer or store materials into the UIII Central Library system in these formats if necessary, especially if there is no feasible way to migrate materials to Level One formats before transfer.
    3. Level Three: These formats cannot be permanently preserved without significant additional resources from the UIII Central Library and are not recommended for long-term preservation. Many of these formats also require proprietary software to create and preserve materials.

    4. Here are the recommended file formats to support digital preservation:

    1. Document
      Level OneLevel TwoLevel Three
      Word Processing PDF/A (.pdf)
      EPUB (.epub)
      Open Office (.sxw; .odt)       		PDF (.pdf)
      Rich Text Format (.rtf)
      Microsoft Word (.docx)
      		Microsoft Word (.doc)
      Google Docs (.gdoc)
      TextPlain Text (.txt)
      Structured TextXML (.xml) HTML (.html)
      Cascading Style Sheets (.css)
      DTD (.dtd)
      LaTex (.tex)
      Tex (.tex)
      Markdown (.md)
      PresentationPDF (.pdf) PowerPoint (.pptx)
      OpenOffice (.sxi/.odp)
    2. Structured Data
      Level OneLevel TwoLevel Three
      Tabular Data Comma Separated Values (.csv)
      Delimited Text (.txt)       		Microsoft Excel (.xlsx)
      OpenOffice (.sxc; .ods)       		Microsoft Excel (.xls)
      Database SQL DDL (.sql)
      Sqlite version 3 (.sqlite; various)       		DBF (.dbf)
      Statistics Comma Separated Values (.csv)
      Delimited Text (.txt)
      Delimited text with command file for statistical software       		R (.rdata) SPSS (.por, .sav)
      SAS (.sas7bcat)
      Stata (.dta)
      MatLab (.mat)
      Geospatial Geographic Markup Language (.gml)
      GeoTIFF (.tiff)
      GeoPackage Encoding Standard (OGC) Family (.gpkg)       		ESRI Shapefiles (.shp; .shx; .dbf; various)
      GeoJSON (.geojson)
      Keyhole Markup Language (.kml, .kmz)
      LiDAR (.las, .laz)
      AutoCAD Drawing Interchange Format (.dxf)       		ESRI/ArcGIS Geodatabase (.gdb)
      ESRI Interchange File Format (.eoo)
      CAD data (.dwg)
      OthersNetCDF (various) HDF (various)
      JSON (.json)       		CDF (various)
    3. AudioVisual Material
      Level OneLevel TwoLevel Three
      Image TIFF (.tiff; .tif)
      PNG (.png)
      Scalable Vector Graphics (.svg)       		JPG (.jpeg; .jpg; .jfif; .pjpeg; .pjp)
      Bitmap or BMP (.bmp)
      GIF (.gif)
      Google WebP (.webp)
      PEG 2000 (.jp2)       		Encapsulated Postscript (.eps; .epsf; .ps)
      GIF(.gif)
      Macromedia Flash (.swf)
      Photoshop (.psd; .psb; .acv; .atf)
      RAW (various)
      Audio WAVE (.wav)
      Broadcast WAVE (.bwf)
      AIFF (.aif; .aiff)       		MPEG Audio Layer III (.mp3)
      Advance Audio Coding (.mp4; .m4a; .aac)       		Windows Media Audio (.wma)
      Video FFV1
      Matroska Multimedia Container (.mkv)
      AVI (Audio Video Interleaved) (.avi)
      Digital Moving Picture Exchange (.dpx)       		QuickTime Movie (.mov)
      Apple ProRes (.mov)
      MPEG-2 (.mpg; .mpeg)
      MPEG-4 (.mp4)       		Windows Media Video (.wmv)
      High Efficiency Video Coding (.hevc)
    4. Archive File Format
      Level OneLevel TwoLevel Three
      Email MBox (.mbox)
      Internet Message Format (.eml)       		Personal Storage Table (.pst)
      OLM (.olm)       		Microsoft Outlook Item (.msg)
      PDF (.pdf)
      Archive ZIP (.zip)
      Tape Archive (.tar)       		CPIO (.cpio)
      gzip (.gz) 7z (.7z)       		bzip2 (.bz2)
      RAR (.rar)
    5. 3D
      Level OneLevel TwoLevel Three
      Embedded TextureExtensible 3D (.x3d) glTF (.gltf; .glb)
      Universal 3D (.u3d)       		Filmbox (.fbx)
      Universal Scene Description (USD) (.usd; .usda; .usdc; .usdz)
      No-Embedded Texture Stereo Lithography (.stl)
      Reflectance Transformation Imaging (.rti)
      Polygon File Format (.ply)
      Wavefront (.obj)
      COLLADA Digital Asset Exchange (.dae)
      Blender 3D (.blend)       		3D Studio (.3ds)
    6. Software/Code

      Maintaining software is a complex topic due to the many dependencies that affect whether the original software or code files can render or produce the correct environment. A comprehensive analysis of software preservation considerations is beyond the scope of this guideline. For more information on software preservation, please visit Software Heritage at https://www.softwareheritage.org/.

      Level OneLevel TwoLevel Three
      Computer Program Source Code (Various) Compiled or Executable Files (various)

  4. Roles and Responsibilities

    While the Library holds primary responsibility for digital preservation at UIII, this is a shared responsibility. This section outlines the roles and responsibilities of the current stakeholders. These roles and responsibilities may change.

    1. Producers: This includes faculty, students, staff, alumni, content creators, publishers, and others. Producers will be responsible for complying with the submission requirements set forth.
    2. Management: Management in this context refers to library staff who establish and implement digital preservation policies.
    3. Consumers: Content users identified for digital preservation. These consumers, which may include faculty, students, alumni, researchers, staff, and the general public, will be responsible for respecting copyright restrictions and applicable licensing agreements.
    4. Third Parties: This category includes additional stakeholders who may provide value-added services, such as aggregators.
    5. Institutional Collaborators: These collaborators may include corporate partners, non-profit organizations, academic researchers, cultural heritage organizations, government agencies at all levels, and all other relevant partners.

  5. Levels of Digital Preservation

    The Library acknowledges that developing a mature digital preservation program is an aspirational effort. The Levels of Digital Preservation (LoP) serve as a resource for digital preservation practitioners in building or evaluating their digital preservation programs. The Levels of Digital Preservation (LoP) align with the National Digital Stewardship Alliance's "Levels of Preservation" model.

    Levels of Digital Preservation (LoP)

    AreaLevel
    Level 1 (Know your content)Level 2 (Protect your content)Level 3 (Monitor your content)Level 4 (Sustain your content)
    Storage
    1. Have two complete copies in separate locations;
    2. Document all storage media on which content is stored;
    3. Put content into stable storage.
    1. Have three complete copies with at least one copy in a separate geographical location;
    2. Storage of documents and storage media indicating the resources and dependencies required for it to function.
    1. Have at least one copy in a geographic location with a different disaster threat than the other copies;
    2. Have at least one copy on a different type of storage media;
    3. Track storage and media obsolescence.
    1. Have at least three copies in different geographic locations, each with a different disaster threat;
    2. Maximize storage diversification to avoid single points of failure;
    3. Have a plan and implement actions to address hardware, software, and storage media obsolescence.
    Control
    1. Verify integrity information if provided with the content;
    2. Generate integrity information if not provided with the content;
    3. Check all content for viruses, isolate content for quarantine as needed.
    1. Verify integrity information when moving or copying content;
    2. Use write-blockers when working with original media;
    3. Back up integrity information and store a copy in a separate location from the content.
    1. Verify content integrity information at regular intervals;
    2. Document the process and results of document integrity information verification;
    3. Conduct integrity information audits as requested.
    1. Verify integrity information in response to specific events or activities;
    2. Replace or repair damaged content as necessary.
    Control Determine which human and software agents should be authorized to read, write, move, and delete content. Document the human and software agents authorized to read, write, move, and delete content and apply them. Memelihara log dan mengidentifikasi agen manusia dan perangkat lunak yang melakukan tindakan pada konten Maintain logs and identify human and software agents that perform actions on content.
    Metadata
    1. Create an inventory of the content, and note the current storage location;
    2. Back up inventory and keep at least one copy separate from the content.
    		Store sufficient metadata to know its content (this may include some combination of administrative, technical, descriptive, preservational, and structural)
    1. Determine what metadata standards to implement;
    2. Find and fill gaps in your metadata to meet these standards.
    1. Record the preservation actions associated with the content and when they occurred;
    2. Apply the selected metadata standard.
    Content Document file format and other important content characteristics including how and when identified.
    1. Verify file formats and other important content characteristics;
    2. Build relationships with content creators to encourage sustainable file choices.
    		Monitor obsolescence and changes in the technology on which the content relies. Perform migration, normalization, emulation, and similar activities to ensure content is accessible.

  6. Stakeholders

    Stakeholders in digital preservation include Library staff, Library visitors, teaching staff, and the University who create digital content stored by the Library.

    1. Administration: Committed to supporting an environment where digital preservation is seen as a critically important endeavor. This support includes providing adequate managerial and financial commitments to develop digital preservation programs. Resource allocation to support digital preservation is crucial for the future of valuable digital materials created, owned, or managed by the UIII Central Library.
    2. Library Technical Services: Responsible for the ingest and maintenance of digital objects. Manages the creation of all metadata to ensure compliance with industry standards, best practices, and local policies. Responsible for implementing digital preservation plans, including storing digital assets in long-term storage.
    3. Library Patron Services: Interact with the community and convey community needs to creators and curators.
    4. Information Technology Services: Facilitate access to digital library materials and ensure backup of digital library material storage servers is performed.

  7. Access and Use Criteria

    The Library acquires, manages, and preserves digital resources to remain accessible to its constituents in the long term. Certain restrictions may be imposed on access due to legal obligations, donor agreements, and other reasons, however, wherever possible, the Library endeavors to make its digital resources openly available to all users.