Professional Documents
Culture Documents
ANNDSAREPORT
December 2013
ResultsofaSurveyofOrganizationsPreservingDigital Content
Authors WinstonAtkins,DukeUniversityLibraries AndreaGoethals,HarvardLibrary CarolKussmann,MinnesotaStateArchives MegPhillips,NationalArchivesandRecordsAdministration MaryVardigan,InteruniversityConsortiumforPoliticalandSocialResearch(ICPSR) RepresentingtheNDSAStandardsandPracticesWorkingGroup
StaffingforEffectiveDigitalPreservation
Contents
EXECUTIVESUMMARY ......................................................................................................... 2 ABOUTTHENATIONALDIGITALSTEWARDSHIPALLIANCE .................................................. 2 INTRODUCTION ................................................................................................................... 3 METHODOLOGY ................................................................................................................... 3 The Data Files............................................................................................................................................4 The Survey Codebook .............................................................................................................................4 SURVEYCONTENT ................................................................................................................ 5 FINDINGS ............................................................................................................................. 5 Background Information ..........................................................................................................................6 Digital Content ..........................................................................................................................................7 Digital Preservation Activities ................................................................................................................9 Digital Preservation Organization and Staffing............................................................................. 13 Staff Qualifications and Training....................................................................................................... 16 Comments about Digital Preservation Program Staffing and Organization............................. 18 ANALYSIS ........................................................................................................................... 19 RELATEDWORK ................................................................................................................. 21 NEXTSTEPS ........................................................................................................................ 22 CONCLUSION ..................................................................................................................... 22 REFERENCES....................................................................................................................... 23 APPENDIXASURVEYQUESTIONS ................................................................................... 24 APPENDIXBPOSTER:IPRES2012ATTHEUNIVERSITYOFTORONTO ............................. 26
This work is licensed under a Creative Commons Attribution 3.0 Unported License. Persistent URL: http://hdl.loc.gov/loc.gdc/lcpub.2013655113.1
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EXECUTIVESUMMARY
In2012theNationalDigitalStewardshipAlliance(NDSA)StandardsandPracticesWorkingGroupsurveyed 85institutionswithamandatetopreservedigitalcontenttoinvestigatehowsuchorganizationsstaffedand organizedtheirpreservationfunctions.Itwasfoundthatformostorganizationssurveyed,therewasno dedicateddigitalpreservationdepartmenttotaketheleadinthisareasopreservationtasksfelltoalibrary, archive,orotherdepartment.Closetohalfofrespondentsthoughtthatthedigitalpreservationfunctionin theirorganizationswaswellorganized,butathirdwerenotsatisfiedandmanywereunsure. Addressingstaffinglevels,organizationsexpressedapreferencetohavealmosttwicethenumberoffull timeequivalents(FTEs)thattheycurrentlyhad.Whilethesurveyshowedthatmostorganizationswere retrainingexistingstafftomanagedigitalpreservationfunctions,questionswerealsoaskedaboutdesired qualificationsfornewdigitalpreservationmanagers.Havingapassionandmotivationfordigital preservationandaknowledgeofdigitalpreservationstandards,bestpractices,andtoolswereconsidered themostsoughtafterskills. Otherfindingsfromthesurveyshowedthatmostorganizationsexpectedthesizeoftheirholdingsto increasesubstantiallyinthenextyearwith20%expectingadoublingofcontent.Imagesandtextfileswere themostcommontypesofcontentbeingpreserved.Mostorganizationswereperformingthemajorityof digitalpreservationactivitiesinhousebutmanyoutsourcedsomeactivities(digitizationwasthemost common)andwerehopingtooutsourcemore. Thesurveyprovidessomeusefulbaselinedataaboutstaffingneeds,andtheNDSAStandardsandPractices WorkingGrouprecommendsthatthesurveyberepeatedintwotothreeyearstoshowchangeovertime asdigitalpreservationprogramsmatureandasmoreorganizationsselfidentifyasbeingengagedindigital preservation.
ABOUTTHENATIONALDIGITALSTEWARDSHIPALLIANCE
Foundedin2010,theNationalDigitalStewardshipAlliance(NDSA)isaconsortiumofinstitutionsthatare committedtothelongtermpreservationofdigitalinformation.NDSAsmissionistoestablish,maintain, andadvancethecapacitytopreserveournationsdigitalresourcesforthebenefitofpresentandfuture generations.NDSAmemberinstitutionsrepresentallsectors,andincludeuniversities,consortia, professionalassociations,commercialenterprises,andgovernmentagenciesatthefederal,state,andlocal levels. MoreinformationabouttheNDSAisavailablefromhttp://www.digitalpreservation.gov/ndsa/.
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INTRODUCTION
Organizationsestablishingorscalingupdigitalpreservationprogramsarefacedwithmanystaffing,scoping andorganizationaldecisions.Howmanystaffareneededandwhatkindsofskills,educationandexperience shouldtheyhave?Whattypesofpositionsshouldtheinstitutioncreate?Shouldithirenewstafforretrain existingstaff?Andhowshouldthepreservationprogrambescopedthatis,whatfunctionsshouldbe includeddirectlyintheprogram,providedbyotherpartsoftheorganization,outsourced,orimplemented throughcollaborationwithotherorganizations?Whatorganizationalandstaffingmodelsworkwell? SeveralmembersoftheNationalDigitalStewardshipAlliance(NDSA)Standards&Practicesworkinggroup discoveredthattheysharedacommoninterestinknowinghoworganizationswerestaffingandorganizing digitalpreservationprogramssothattheycouldusetheinformationtoimprovetheirownprogramsand werewillingtoworktogetheronasurvey.Thegroupbelievedthattheinformationwouldbevaluablenot onlytoitsownmembers,butalsotothebroaderNDSAanddigitalpreservationcommunities. ThePreservationStaffingSurvey,conductedbymembersoftheNDSAStandards&Practicesworking group,wasdesignedtoshedlightonhoworganizationsresponsiblefordigitalpreservationareaddressing thesestaffing,scopingandorganizationalquestions.
METHODOLOGY
Todeterminesomeoftheapproachesorganizationsusedtostaffandorganizedigitalpreservation programs,anadhocworkinggroupformedtodevelopandadministerasurvey.Overthecourseoftwo monthsinthespringof2012,theworkinggroupmemberscollaboratedusingGoogledocstodraftthe surveyquestions.ThesurveywasthentransferredtoQualtrics 1 ,awebbasedsurveytoolsubscribedtoby HarvardUniversity,anNDSAmember.Qualtricsprovidedtheabilitytopublishpreviewsofsurveys,so workinggroupmemberswereabletoreviewandprovideadditionalfeedbackonthelookandbehaviorof thesurveyasitwouldappeartoapersonfillingoutthesurvey. ThestaffingsurveywasannouncedinlateJune2012throughmultiplenationalandinternationalmailing listsassociatedwithdigitalpreservationandremainedopenthroughthebeginningofSeptember.Itwas opentoanyinstitutionchoosingtorespond.Thesurveywasstarted131timesandcompleted85timesfor a65%completionrate.ResultswereanalyzedusingtheQualtricssoftwareduringSeptember2012and werepresentedaschartsandgraphsonaposteratiPRES2012inTorontoamonthlater(SeeAppendixB). Tomorewidelysharethedatafiles 2 inorderforotherstorevieworextendourfindings,itwasdecidedto makethemavailablethroughtheInteruniversityConsortiumforPoliticalandSocialResearch(ICPSR),a digitalrepositorythatarchivessocialandbehavioralsciencedata.Theprocessinvolvedexportingdataout ofQualtricsandcreatingacodebookdocumentingthesurveydata.Sincethisprojectwasconductedunder
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SURVEYCONTENT
Thesurveyposedaseriesofquestionsrelatedtothenatureoftheinstitutionpreservingcontent,thescope ofthedigitalpreservationprogram,andthenumberandtypesofpositionsresponsibleforcarryingout digitalpreservationwork.Italsosolicitedinformationabouttheorganizationalstructureoftheprogram: whethertherewasadedicateddigitalpreservationdepartment,andifnot,whethertheresponsibilityfor thisworkwascentralizedinanotherdepartmentordecentralizedinotherpartsoftheinstitution.The surveyalsoqueriedrespondentsaboutwhichfunctionswereperformedinhouseandwhichwere outsourced,andwhatthefutureplansforthesefunctionswere.Finally,tolearnmoreaboutnotjusthow organizationswereapproachingdigitalpreservationbutwhichapproacheswereperceivedasworkingwell, thesurveyprobedforwhethertheinstitutionwassatisfiedwiththecurrentorganizationalstructure aroundpreservation.Therewasalsoanoptioninthesurveytoreferenceorsendrelatedorganizational chartsorpositiondescriptions.
FINDINGS
Thissectionofthereportincludesthetextoftheoriginalquestionsclusteredintorelatedthemes,a presentationoftheresultsforeachquestion,andashortdiscussionoftheimplicationsoftheresults.A longerdiscussionofthelargerpictureofdigitalpreservationstaffingprovidedbythesurveyfollowsinthe Analysissection. Themajorthemesare:
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StaffQualificationsandTrainingsectionsofthisreportshedlightonboththepresentsituationandthe desiredfutureinthisway.
Background Information
Afteranintroductorysection(Q1),thesurveystartedwithgeneralbackgroundquestionstoprovidean understandingofthetypesoforganizationsthatwererespondingtothesurvey. Q2(Required)Whatisthenameofyourorganization? Q3Canweincludethenameofyourorganizationinalistoforganizationsthatrespondedtothis survey?Knowingspecificrespondingorganizationsmaybehelpfultopeopleinterpretingthesurvey results.Ifyouagreetothiswewillstillmakeourbestefforttoprotectyourindividualsurvey responsessothatnoonewillbeabletoconnectyourresponseswithyouoryourorganization. Q4(Required)Whichofthefollowingmostcloselydescribesthetypeorfunctionofyour organization? Q5Inwhichcountrydoyoureside? Q22Pleaseprovideyourcontactinformationifyouarewillingtorespondtofollowupquestions. Thenameoftheorganization(Q2)wasrequiredbecauseitwasimportanttoknowthattherewasonlyone responsefromeachorganization.Theseorganizationalnameswerenotsharedunlessrespondents specificallygavepermission(Q3).Contactinformationwasalsorequestedforfollowupquestionsif organizationswerewillingtoprovideit(Q22). Asexpected,themajority(86%)oftherespondentswerefromtheUnitedStates.Responsesalsocame fromAustralia(1),Canada(4),Denmark(1),Estonia(1),Germany(1),Ireland(1),Japan(1),Netherlands(2), Switzerland(1),andUnitedKingdomofGreatBritainandNorthernIreland(1). AsshowninFigure1,thehighestpercentageofrespondentsrepresentedacademiclibrariesorarchives (45%)followedbygovernmententities(11%)andpubliclibraries(10%).Fewerthan5%oftherespondents werefromindependentlibrariesorarchives;universities;academicinstitutiondepartmentsotherthana libraryorarchive;researchdatarepositories;nonprofitorganizations(notoneofthelistedtypes); national,federal,orlegaldepositlibraries;nationallibraries(mentionedunderOther);nationalresearch infrastructureinstitutions(mentionedunderOther);forprofitcorporations,historicalsocieties;botanic gardens(mentionedunderOther);andpublicmediainstitutionsandtradeassociations(mentioned underOther).
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Figure1:Typesoforganizationsrepresentedbyrespondents
Digital Content
Additionalquestionsdesignedtoelicitinformationaboutthescopeofpreservationeffortsfocusedonthe amountofdigitalcontenteachorganizationwaspreservingandexpectedtobepreservinginthenear future. Q6Howmuchonlineorofflinestoragespaceareyouusingforyourdigitalcontent,notincluding backupcopies? Q7Whatdoyouexpectthepercentofgrowthtobeofyourpreserveddigitalcontentoverthe nextyear?Pleaseenteranumberrepresentingapercentage. Q8Roughlyhowmuchofeachareyoupreservingintermsofnumberoffiles?(None,alittle, some,alot) Surveyresults(seeFigure2)showthatoverhalfoftherespondents(59%)werepreserving150TBof digitalcontent;32%werepreserving51500TB;asmallnumber(4%)werepreservingover500TB;anda smallnumberofrespondentswerenotyetpreservingdigitalcontentorwerepreservingover500TB.
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Figure2:Amountofcontentorganizationswerepreserving
Figure3:Expectedpercentgrowthinpreservedcontent
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Figure4:Typesofcontentbyresponsecount(multipleitemscouldbeselectedbyeachrespondent)
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Thesurveyaskedrespondentsaboutwhatactivitieseachorganizationconsideredpartofdigital preservationwithintheirorganization(Q10).Choicesincluded:
Selectionforpreservation Digitization Metadatacreation/extraction Descriptivecataloging Transformation/migrationofformats Creationofaccesscopies Normalizationoffiles Fixitychecks Fileformatidentification Fileformatvalidation Emulation Contentreplication Securestoragemanagement Technologywatch Developmentandmaintenanceoftools Preservationplanning Developmentofpreservationpoliciesandstrategy Developmentofguidelinesforcontentcreators Research Preservationeducation,trainingandoutreach
Figure5:Inscopedigitalpreservationactivities
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strategies;fileformatidentification,validationandnormalization;descriptivecataloging;preservation education,trainingandoutreach;andtechnologywatches. Notsurprisingly,thehighestfunctionbeingoutsourcedwasdigitization(37%),although63%werealso doingitinhouse.Otherfunctionsoutsourcedbymorethan15%oftherespondentsforthisquestion includedsecurestoragemanagement(22%),creationofaccesscopies(20%),contentreplication(17%), developmentandmaintenanceoftools(17%),emulation(17%)andmetadatacreation/extraction(16%). Whenrespondentswereaskedwhichfunctionstheirorganizationswouldliketooutsource(Q12),including functionsalreadybeingoutsourcedthatwouldcontinuetobeoutsourced,digitization(65%),secure storagemanagement(43%),fileformatmigration/transformations(34%),metadataextraction(32%),and thedevelopmentandmaintenanceoftools(29%)wereatthetopofthelist(seeFigure7).Asbefore, respondentswereonlypresentedwiththeoptionsthattheyselectedinQ10asinscopeforthedigital preservationfunctionattheirinstitutions.
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Figure8:Department(s)leadingpreservationefforts
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Figure9:Levelofagreementthatthedigitalpreservationfunctionwasorganizedwellwithinthe organization Tobetterunderstandhoworganizationsstaffedthemselvesinregardstodigitalpreservation,organizations wereaskedhowmanyfulltimeequivalents(FTEs)theyhadforspecificpositionsorrolesrelatingtodigital preservationaswellaswhattheiridealnumberofFTEsforeachrolewouldbe.Thedifferencebetween thesetwovaluesshowshowcurrentstaffinglevelscomparedtorespondentsneeds/wants. Q15Foreachofthesepositions,howmanyFTEdoyoucurrentlyhavedoingdigitalpreservationin yourorganization,andhowmanywouldbeideal?FTEstandsforFulltimeequivalent.Forexample a1.0FTEcouldmeanonepersonfulltimeor2peoplehalftime;a0.5FTEcouldmeanoneperson halftimeor2peoplequartertime.Donotincludepeopledoingworkotherthandigital preservation.Pleaseusewholenumbersordecimalsasappropriate. Inevaluatingtheresponses,itwasfoundthatorganizationswouldliketohavealmosttwiceasmanyFTEs astheycurrentlyhadworkingondigitalpreservationactivities.Specificresultsforeachpositionareshown inFigure10.(Note:Thegraphbelowonlyincludesresponsesforwhichtherewerenoblankanswers.For example,ifaresponseforcurrentFTEswas2andthefieldforidealFTEswasleftblank,wecouldnot makeassumptionsregardingwhethertherespondentwashappywiththetwoFTEsandtheidealvalue shouldbethesameorwhethertherespondentwantedmoreorlesspeople.Similarlyifarespondentfilled
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intheidealFTEsbutleftthecurrentFTEscolumnblank,itwasnotrecordedinthegraphbelow;wecould notassumeablankanswerwaszero.)
Figure10:Currentvs.idealstaffing Tolearnabouthowandwherethedigitalpreservationfunctionfitwithinorganizationsuniquestructures, respondentswereaskedtoshareorganizationalchartsand/orapplicablepositiondescriptions: Q20Doyouhaveorganizationalchartsorpositiondescriptionsthatyoudbewillingtoshare?Any documentsyousharewouldprovidecontexttoyouranswersandwouldbekeptprivatetothe NDSAStandardsandPracticesWorkingGroupunlessyougiveusexplicitpermissioninthefutureto sharemorebroadly. Q21Iftheyareonline,whataretheURL(S)?Iftheyarenotonline,pleaseemailthis supplementarydatatondsa@loc.govwiththesubjectlineStaffingSurvey InresponsetoQ20,sixteenorganizationsindicatedthattheyhadandwerewillingtosharethistypeof information.InresponsetoQ21,eighteitherprovidedlinksorrespondedthattheywouldsendthe
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trainingthemondigitalpreservationskills,hiringspecialiststotrainstaff,andjustlearningtherequired skillsastheprocessesmovedforward. Giventhechancetohireanewdigitalpreservationmanager,organizationswereaskedtoranktherelative importanceofskills,knowledgeandeducation.Theycouldberankedasextremelyimportant,very important,somewhatimportant,somewhatunimportant,veryunimportant,ornotatallimportant. Apassionandmotivationfordigitalpreservationandknowledgeofdigitalpreservationstandards,best practicesandtoolswereconsideredthemostsoughtafterskills,followedbygeneralcommunicationand analyticalskills.Respondentswerelessconcernedwiththespecificdegreesorcertificatespeopleheld. Figures12and13belowbreakouttheresultsbywhatrespondentsconsideredthemostimportantandthe leastimportantqualificationsforadigitalpreservationmanager.
Figure12:Mostimportantqualificationsbypercentageofrespondents
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Figure13:Leastimportantqualificationsbypercentageofrespondents
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Commentsspecificallyaboutstaffingfocusedonhiringorhavingamainpersoninchargeofdigital preservationwithwhompeopleperformingdigitalpreservationtaskswouldallwork.Inmanycasesthese otherpeoplewouldbeinvariousdepartmentsacrosstheorganization. Idontthinkthisneedstobeabigstaffworkingsolelyondigitalpreservation,buthaveoneperson fulltimeandthenhavesystemsanddigitalcollectionspeoplecoordinatingwiththatperson. Otherresponsesfocusedonthechallengesofdecidinghowtoorganizestaffasdigitalpreservation programsatorganizationsdevelop.Onerespondentsaidthereisasignificantlydifferentstaffinglevelfor projectstartupandongoingmaintenance.AnothersaidOurdigitalpreservationeffortsarestillintheir infancy.Itisthereforequitedifficulttogaugewhatourfuturestaffingneedswillbe.Werecentlyhireda DigitalPreservationLibrarianandourresponseswouldlikelybequitedifferentoneyearfromnow.Future staffingneedswilldependonthesystemsandtoolswedecidetoimplement,andthebuyinweareableto obtainfromadministratorsinsupportofourlongtermgoals. Theresultingthemesandsimilarityofthecommentsshowthatorganizationsarenotaloneintheir concernsandchallenges.
ANALYSIS
Overall,theresultsoftheDigitalPreservationStaffingsurveyindicatethatorganizationsaremakingdo withwhattheyhaveandgenerallythinkthattheirdigitalpreservationprogramsandstaffingareworking well,buttheyfeeladistinctneedformorepeopletohelpdothework.Itwouldbeinterestingtocompare thenumberofadditionalpeopledesiredforthedigitalpreservationfunctionwiththeadditionalpeople desiredforotherfunctionsintheseorganizations.Isdigitalpreservationmoreunderstaffedthanother functions?Isthepoolofqualifiedapplicantssmaller?Itwasalsointerestingthatrelativelyfew organizationshadadedicateddigitalpreservationunit.Inmostcases,digitalpreservationwasashared responsibilityorwasassignedtoacustodialunitlikealibraryorarchivesinalargerinstitution. Therewasaninterestingrelationshipbetweentheresponsestodifferentquestions.Forexample,the organizationsthatreportedthegreatestanticipatedincreaseinthesizeoftheirholdings(>=50%)overthe nextyear(Q7)weretheleasthappywiththeircurrentstaffing(Q16)asshowninFigure14.Oneimagines thattheseorganizationsanticipateasignificantincreaseinworkloadandareconcernedabouthowthey willdotheworkwithexistingstaff.
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Figure14:Differenceinsatisfactionwithstaffingbetweentheinstitutionsexpectingaveryhighcontent growthrateandallsurveyrespondents[InresponsetoQ16,whichaskedorganizationstorankTheway ourdigitalpreservationfunctioniscurrentlyorganized(staffinglevels,expertise,wheretheyareplaced withinthelargerorganization)workswell.] Thefairlyhighpercentageofrespondentswhoansweredthattheircurrentdigitalpreservation organizationwasneitherworkingwellnornotworkingwell(i.e.answeredneitheragreenordisagreeto Q16)begsforfurtherwork.Itislikelythatthisresponsereflectsseveraldifferentsituations:some organizationsmayhavechosentheoptionsbecausesomethingsworkedwellandothersdidnt,some becausetheywerentsureyetwhatsuccesslookslike,andsomebecausetheircurrentsituationwas passable,butneitherreallygoodnorreallybad. ItisdifficulttoknowexactlyhowtointerprettheinterrelatedresponsestoQ10,Q11,andQ12.Question10 askedwhetheralonglistoffunctionswasconsideredinscopefordigitalpreservation,andQ11andQ12 askedwhichfunctionsweredoneinhouseoroutsourced,orwhichtheorganizationwouldliketo outsource.ThephrasingofQ10putthefocusonhowtheorganizationdefinedthedigitalpreservation function,notwhichofthosefunctionstheyconsideredimportantorwhichtheyperformed.Forexample,in someorganizations,thecreationofaccesscopiesmightbeconsideredanaccessfunctionratherthana preservationfunction.Itmighthavebeeninterestingforthesurveytoelicitwhetherthatfunctionwas doneinhouseoroutsourced,regardlessofwhetherornotitwasconsideredpartofdigitalpreservation. Theresponsesaboutwhatshouldbedoneinhouseversusoutsourcedhelpindicatewhatareconsidered corepreservationfunctionsthatmustbetheresponsibilityoftheorganizationitself.Ingeneral,planning andpolicymakingactivitiesareleastlikelytobeoutsourced;theyareviewedascorefunctionsofthe organization,whichmakessense.Implementationtasksinvolvedincarryingoutpreservationpoliciesand plans,whilestilldoneofteninhouse,aremorelikelytobeoutsourcedastheseprocessescanoftenbe standardizedandperhapsdonemorecheaplybyspecialists.Forexample,thetaskofdigitizationis
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RELATEDWORK
Overthepastfewyearsseveralsurveysandstudieshavesoughttoanswerquestionssimilartothoseasked intheNDSAStaffingSurvey. InEurope,asurveybyEngelhardtetal. 7 fortheDigitalCurationVocationalEducationEurope(DigCurV) projectfocusedondigitalpreservationandcurationtrainingneeds.Itincludedquestionsaboutthenumber ofdigitalpreservationstaffintheorganization,hiringofnewdigitalpreservationstaff,trainingexisting staff,andtherelativeimportanceofparticularskills.ThemajorityoftherespondentscamefromEurope: only56respondentscamefromtheUS.Incomparison,themajorityoftheNDSAstaffingsurveys respondentswerefromtheUS. Similarly,arecentsurveyconductedbytheAllianceforPermanentAccesstotheRecordsofScience Network(APARSEN) 8 includedaquestiononthenumberofpeopledoingdigitalpreservationwork.Their surveywasaimedatresearchlibrariesinEurope,whiletheNDSAstaffingsurveywastargetedtowardmany differenttypesoforganizations,andprimarilyintheUS. AsurveybyNelsonetal. 9 fortheAssociationofResearchLibraries(ARL)askedaboutthenumberofstaff andhownewstaffwereidentifiedorrecruited.However,thefocusoftheirquerywasdifferent.TheARL questionsappliedtostaffcollectingaswellasmanagingdigitalmaterial,andthatsurveyrestrictedthe materialtoborndigitalcontent.TheNDSAstaffingsurveyfocusedondigitalpreservationstaffingonlyand appliedtoalldigitalcontenttheorganizationwaspreserving,notjustborndigitalcontent. FinallyKimetal. 10 investigatedjobannouncementswithinacademiclibrariestoidentifycompetencies requiredfordigitalcurationpositions.
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WhilethesesurveysdifferfromtheNDSAsurveyinvariousways,itwouldbeinterestingtodoamorein depthanalysisofthefindingsforcomparisonpurposes.
NEXTSTEPS
TheNDSADigitalPreservationStaffingSurveyprojectteamisplanningseveralactivitiestowrapupitswork onthissurveyandfollowupontheinformationgathered. Theprojectteamisencouragingreuseofthesurveyquestionsinotherenvironments.Recognizingthe preponderanceofUnitedStatesrespondentstotheNDSAsurvey,itwouldbeworthwhiletocirculateit amongotherpreservationcommunities,forexampleinEurope,sothattheresponsescouldbecompared. Theprojectteamplanstorepeatthesurveyinacoupleofyearstoseeifanychangecanbedetectedas digitalpreservationprogramsmatureandasmoreorganizationsselfidentifyasbeingengagedindigital preservation.(TheincreasingmembershipintheNDSAitselfoverthelastyearisanindicationthatthenext surveymayreachmoreorganizations.) Whilerepeatingquestionsexactlywillguaranteethatresponsestoaquestionovertimearecomparable, thereareafewquestionsthattheteamwillconsiderclarifyingevenattheriskofmuddyingfuture comparison.Forexample,thechoicesavailableinQ4todescribethetypeoforganizationsrespondingto thesurveywereapparentlynotclearormutuallyexclusive.Anumberoforganizationschooseother whentheteambelievedtheycouldhavechosenalistedcategory.Itmayalsobehelpfultoclarifytheintent ofQ10aboutthescopeofdigitalpreservationinanorganization,andtherelationshipbetweenQ10and Q11andQ12withrespecttooutsourcing. Perhapstheteamwillalsofollowuponfunctionsthatanorganizationperforms,butthatarenot consideredwithinthedomainofdigitalpreservationinthatorganization.Thesurveycollectedseveral commentsfromrespondentsindicatingthatitwasdifficultforthemtoanswerthequestionabouttheroles andnumberoffulltimeequivalentstaffdoingdigitalpreservation.Somesaid,forexample,thatbecause titlesarenotuniformlyrelatedtotasksacrossinstitutions,thesamebasicjobcouldbedonebypeoplewith quitedifferenttitles.Similarly,ifajobwasperformedbutnotconsideredinscopeofthedigital preservationfunction,howshouldanorganizationanswerthisquestion?
CONCLUSION
TheNDSADigitalPreservationStaffingSurveyestablishedausefulbaselinedescriptionofhow85 organizationsinvolvedindigitalpreservationin2012,mainlyintheUnitedStates,addressedstaffing, scopingandorganizationalquestions.Inparticular,thesurveyansweredquestionsabouthowinstitutions definedthescopeofthedigitalpreservationfunction,organizedandhiredortrainedstaff,andconducted theirworkinhouseorthroughoutsourcingorcollaborativerelationships.Althoughthissurveyonlyasked abouttypesandvolumeofdigitalmaterialbeingpreservedtosetthecontextforstaffingand organizationalquestions,thenatureofthecollectionsandtheirexpectedgrowthratearesignificant
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findingsinthemselves.Futuresurveyscanfollowuponthe2012surveytolookfortrendsovertimeasthe fieldanddigitalpreservationprogramsmature.
REFERENCES
APARSEN(2013).D36.1BusinessPreparednessReport.RetrievedApril23,2012,from http://www.alliancepermanentaccess.org/wpcontent/uploads/downloads/2013/03/APARSENREPD36_1 011_0.pdf Engelhardt,C.,Strathmann,S.&McCadden,K.(2012).Reportandanalysisofthesurveyoftrainingneeds. Retrieved6/8,2012,fromhttp://www.digcureducation.org/eng/Resources/Reportandanalysisonthe trainingneedssurvey. Kim,J.,Warga,E.,andMoenW.(2012).Digitalcurationintheacademiclibraryjobmarket.ASIST2012, October2831,2012;Baltimore,MD.RetrievedApril23,2012,from https://www.asis.org/asist2012/proceedings/Submissions/283.pdf NDSAStandardsandPracticesWorkingGroup(2012).WhosMindingthe(Data)Store?Resultsofthe NDSADigitalPreservationStaffingSurvey.PosterpresentedatiPRES2012attheUniversityofToronto http://www.digitalpreservation.gov/ndsa/documents/NDSAstaffsurveyposteripres2012.pdf NationalDigitalStewardshipAlliance(NSDA).StandardsandPracticesWorkingGroup.SurveyofStaffing PracticesandNeedsRelatedtoDigitalPreservation,2012.ICPSR34901v1.AnnArbor,MI:Interuniversity ConsortiumforPoliticalandSocialResearch[distributor],20131001.doi:10.3886/ICPSR34901.v1 Nelson,N.,Shaw,S.,Ghering,C.,Schmidt,L.,Belden,M.,Esposito,J.,Pyatt,T.,Deromedi,N.andShallcross, M.(2012).SPECSurveyonManagingBornDigitalSpecialCollectionsandArchivalMaterials.RetrievedJune 8,2012,fromhttp://www.arl.org/stats/specsurveys/index.shtml Pilette,R.(2012,June6).digitalpreservationposition[Electronicmailinglistmessage]digital preservation@jiscmail.ac.uk.Retrievedfromhttps://www.jiscmail.ac.uk/cgibin/webadmin?A2=digital preservation;c0dea43.1206 Qualtrics.Qualtrics.com|SophisticatedResearchMadeSimple.http://www.qualtrics.com.Accessed September26,2013. SPSSstatisticalsoftware:http://www01.ibm.com/software/analytics/spss/.AccessedSeptember26,2013.
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APPENDIXASURVEYQUESTIONS
Q1.ThissurveywascreatedbytheStandardsandPracticesWorkingGroupoftheNationalDigital StewardshipAlliance(NDSA).IfyouwouldliketolearnabouttheNDSA,includinghowyourinstitutioncan becomeamember,pleaseseetheNDSAwebsite(http://www.digitalpreservation.gov/ndsa/). Thissurveyisintendedfororganizationsthatarecurrentlyresponsiblefordigitalpreservation,whether thatresponsibilityisfulfilledinhouseoroutsourcedtoacommercial,nonprofit,orconsortialprovider.It willbeusedtounderstandcurrentandidealpracticeinstaffingdigitalpreservationprograms. Onlyoneresponseshouldbesubmittedperorganization. Wewillmakeourbestefforttoprotectyourindividualsurveyresponsessothatnoonewillbeableto connectyourresponseswithyouoryourorganization.Anypersonalinformationthatcouldidentifyyouor yourorganizationwillberemovedorchangedbeforeresultsaremadepublic.Wewillcombineyour responseswiththeresponsesofothersandmaketheaggregatedresultspublic,andpreservethe anonymousdatalongtermforresearchpurposes. Pleaseemailanyquestionstondsa@loc.govwiththesubjectlineStaffingSurvey. Allquestionsareoptionalunlessotherwisenoted. Q2.(Required)Whatisthenameofyourorganization? Q3.Canweincludethenameofyourorganizationinalistoforganizationsthatrespondedtothissurvey? Knowingspecificrespondingorganizationsmaybehelpfultopeopleinterpretingthesurveyresults. Ifyouagreetothiswewillstillmakeourbestefforttoprotectyourindividualsurveyresponsessothatno onewillbeabletoconnectyourresponseswithyouoryourorganization. Q4.(Required)Whichofthefollowingmostcloselydescribesthetypeorfunctionofyourorganization? Q5.Inwhichcountrydoyoureside? Q6.Howmuchonlineorofflinestoragespaceareyouusingforyourdigitalcontent,notincludingbackup copies? Q7.Whatdoyouexpectthepercentofgrowthtobeofyourpreserveddigitalcontentoverthenextyear? Pleaseenteranumberrepresentingapercentage. Q8.Roughlyhowmuchofeachareyoupreservingintermsofnumberoffiles? Q9.Doyouparticipateinanydigitalpreservationconsortialorcooperativeefforts? Q10.Whichoftheseactivitiesareconsideredpartofthescopeofthedigitalpreservationfunctionatyour organization,whetherornotyouhaveimplementedthisactivityyet?Checkallthatapply.
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Q11.Whichoftheseactivitiesareyoucurrentlydoinginhouseand/oroutsourcing?Ifyouhavent implementedanactivityyet,leaveitunchecked. Q12.Whichoftheseactivitieswouldyouliketooutsource?Alsoincludeanyactivitiesthatyouarealready outsourcingandwouldliketocontinueoutsourcing. Q13.Isthereadedicateddigitalpreservationdepartmentwithinyourorganization? Q14.Whichdepartment(s)taketheleadfordigitalpreservationwithinyourorganization?Ifthisisafairly equallydistributedeffortchoosemorethanone. Q15.Foreachofthesepositions,howmanyFTEdoyoucurrentlyhavedoingdigitalpreservationinyour organization,andhowmanywouldbeideal?FTEstandsforFulltimeequivalent.Forexamplea1.0FTE couldmeanonepersonfulltimeor2peoplehalftime;a0.5FTEcouldmeanonepersonhalftimeor2 peoplequartertime.Donotincludepeopledoingworkotherthandigitalpreservation.Pleaseusewhole numbersordecimalsasappropriate. Q16.Thewayourdigitalpreservationfunctioniscurrentlyorganized(staffinglevels,expertise,wherethey areplacedwithinthelargerorganization)workswell. Q17.Forinhousestaff,didyouhireexperienceddigitalpreservationspecialistsand/orretrainexisting staff?Checkallthatapply. Q18.Pleaseratetheimportanceofeachoftheseitemsifyouwerehiringanewdigitalpreservation manageratyourorganization. Q19.Isthereanythingelseyoudliketoshareaboutthewayyouthinkaneffectivedigitalpreservation programshouldbestaffedandorganized? Q20.Doyouhaveorganizationalchartsorpositiondescriptionsthatyoudbewillingtoshare?Any documentsyousharewouldprovidecontexttoyouranswersandwouldbekeptprivatetotheNDSA StandardsandPracticesWorkingGroupunlessyougiveusexplicitpermissioninthefuturetosharemore broadly. Q21.Iftheyareonline,whataretheURL(s)?Iftheyarenotonline,pleaseemailthissupplementarydata tondsa@loc.govwiththesubjectlineStaffingSurvey Q22.Pleaseprovideyourcontactinformationifyouarewillingtorespondtofollowupquestions.
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APPENDIXBPOSTER:IPRES2012ATTHEUNIVERSITYOFTORONTO
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