Bodleian Libraries may undertake preservation activities, such as conversions from one file format to another, to ensure that digital content can render in current computing environments.

Any preservation activities performed on digital content should be tested, evidenced-based and recorded.

Bodleian Libraries Digital Preservation Policy (2022)

UAL will monitor its digital collections and may undertake preservation activities, such as the migration from one file format to another more stable format, to ensure continued access.

University of the Arts London Archives, Museum & Special Collections Digital Preservation Policy (2019)

File format identification is carried out at the point of acquisition and recorded along with other metadata.

At risk formats are identified via community resources such as the Bit List of Digitally Endangered Content, and spot checks.

Where possible, files should be transferred to The Postal Museum in their original format. The Postal Museum will aim to maintain the files in their original format until the risk of obsolescence necessitates migration.

The Postal Museum Digital Preservation Policy (2022)

Continuous monitoring of the composition and volume of the preserved collections is carried out and plans are formulated for the preservation of each collection.

In collaboration with national and international partners, Royal Danish Library will work to develop methods for functional preservation that ensure that as large a part of the library’s collections as possible will be accessible in the future.

If, due to technical or economic reasons, it is not possible to preserve all functionality in digital material in connection with a preservation activity being carried out, the preservation of the digital object’s intellectual content is usually awarded the highest priority.

The library uses risk management for continuous assurance of functional preservation.

Royal Danish Library Digital preservation policy (undated)

Bodleian Libraries will actively monitor its content for corruption and unauthorized changes.

Bodleian Libraries Digital Preservation Policy (2022)

The library will:

• Ensure the integrity of digital content so it remains unchanged  
• Store digital content in an appropriate repository
• Employ systems to monitor the completeness of digital content
• Monitor digital content for intentional or unintentional changes
• Facilitate detection of changes to digital content and rectify them
• Employ standards compliant secure systems and transfer records using secure encrypted protocols

University of Sussex Digital Preservation Policy (2022)

Checksums will be created at the point of transfer (if not received as part of the transfer) and will be periodically verified.

The Postal Museum has a workflow to addressing integrity failures.

The Collections team will work with the IT team to improve storage and backup facilities for born digital collections.

The Postal Museum Digital Preservation Policy (2022)

The record must be complete and protected against unauthorised or accidental alteration. The Archives ensures the integrity of the record by always keeping the original record (bitstream preservation), fixity checking of digital objects, and capturing a full audit trail of all preservation actions performed on the record.

The Archives will achieve its objectives through digital preservation infrastructure that ensures data integrity, format sustainability, and information security. The Archives will do this through:

Storage selection: carefully select storage technologies to maximise the periods between refreshment cycles, and simplify the refreshment process itself, in addition to providing the most secure storage environment possible. Detailed criteria and methods for selecting appropriate storage solutions, including cloud services, will be developed as part of the storage procurement process.

Redundancy and back-up: maintain redundant copies of digital records through appropriate replication and backup processes. The viability and integrity of backup copies, including the ability to restore from backups, will be periodically tested.

Data integrity: malware scanning and checking for file fixity. Files with fixity issues will be repaired and/or replaced.

National Archives of Australia Digital Preservation Policy (2020)

Secure and auditable: Our infrastructure is designed to be highly resilient, secure and scalable, and our workflow management systems are configured to ensure that the integrity and authenticity of digital items can be tracked from the point of ingest. Appropriate access controls are also in place to safeguard against accidental or deliberate non-authorised access or alteration.

Wellcome Collection Digital Preservation Policy 2019–2021 (2019)

Where Bodleian Libraries is able to influence the creation of digital content, it aims to acquire and create these in sustainable formats.

Bodleian Libraries Digital Preservation Policy (2022)

Not all digital materials will be preserved. Digital materials will be selected for long-term digital preservation based on the below selection criteria:

• Their uniqueness
• Their ability to support current and potential teaching and research interests
• To safeguard materials held on vulnerable media, such as portable hard drives
• To increase access and use of digital or digitised materials; to broaden their audience and widen research potential
• To promote UAL and its collections

University of the Arts London Archives, Museum & Special Collections Digital Preservation Policy (2019)

BGS collections policy, digital strategy and science strategy guide the prioritisation of materials selected for long-term preservation at the NGDC. The Data Value Check List is used to appraise the long-term scientific value of data offered to the NGDC. Appraisal and reappraisal are also undertaken for the technological characteristics of digital data to minimise the risk of format obsolescence. Guidance to depositors is made available on the NGDC website.

British Geological Survey Digital Preservation Policy (2020)

The Postal Museum will adopt a pragmatic approach to the acquisition of digital records, working within the constraints and requirements of the transferring bodies.

The Postal Museum will work closely with the businesses to advocate for the importance of digital preservation and the prompt transfer of identified records to the archive.

Duplicate content will be identified and deleted at the point of transfer. Digital transfers will be secured, managed and backed up – with processes in place to ensure The Postal Museum’s existing digital collections are not placed at risk – until such times that full appraisal can take place.

The Postal Museum Digital Preservation Policy (2022)

The Archives will ensure the complete and full capture of digital records at the time of transfer. Inadequate or incomplete capture results in inauthentic and unreliable records. The Archives will ensure complete capture through:

Transfer validation: Archives staff will quality check transfers to ensure the transfer is properly authorised and that the digital records have been sentenced Retain as National Archives (RNA) against a current Records Authority. Archives staff will check the quality, comprehensiveness and accessibility of digital records and enforce minimum standards at the time of transfer. The Archives will not accept for transfer digital records that are password protected, encrypted, or which have viruses or other malware;

Metadata validation: this ensures that the metadata we receive is technically correct and prevents changes to metadata we receive in the transfer process, for example the last modified date;

Fixity checking: this is used to prevent any alterations to the digital records during the transfer process. Checksums are generated prior to transfer and are checked when the transfer is received by the Archives.

National Archives of Australia Digital Preservation Policy (2020)

The collaboration principle means that LAC ensures a permanent presence within national and international communities of interest to LAC (e.g. memory institutions, government institutions, not-for-profit organizations, or private sector); and establishes and maintains successful relationships with them with respect to preservation practices.

Library and Archives Canada Preservation Policy Framework (2022)

The University will foster partnerships between University staff and organisations around the world (such as the Digital Preservation Coalition, Ligue des Bibliothèques Européennes de Recherche, Research Libraries UK, Jisc) to benefit mutually from a sustainable shared community of knowledge, helping the University future-proof its processes by keeping up to date with best practice and evidence-based solutions.

Digital preservation activities at the University will be communicated to staff via a dedicated web page and relevant internal communication channels.

Digital preservation activities at the University will be communicated to the wider user community via a dedicated web page, social media, and contributions to relevant professional communication channels.

University of St Andrews Digital Preservation Policy (2021)

Penn State University Libraries acknowledges digital preservation as a shared community responsibility, and as such has long-standing and emerging partnerships with similarly committed organizations (such as the Big Ten Academic Alliance and the National Digital Stewardship Alliance) and is committed to collaborating with other institutions, as well as with units within Penn State to:

• advance the development of the digital preservation program,
• share lessons learned with other digital preservation programs,
• extend the breadth of its available expertise, and
• extend the digital content that is available within a broad information community to libraries’ users through cooperative efforts.

Generally, in working, cooperating, and collaborating with others, Penn State University Libraries desires to:

• understand the goals, objectives, and needs of the communities of creators and the communities of consumers of its digital resources;
• identify appropriate partners and stakeholders to contribute to regional, national and international efforts in digital preservation;
• help develop regional, national, and international strategies and initiatives that enable the distribution of collecting, description, service delivery, digitization, and preservation activity; and
• work actively with creators of digital materials to encourage and promote standards and practices.

Penn State University Libraries Policy UL-AD19 Digital Preservation Policy (2021)

Collaborative development: We support interdisciplinary collaboration so that others can learn from our mistakes and successes. Our code and documentation are made available through Wellcome’s GitHub repositories, and we welcome comment and discussion on the approach we have taken.

We seek to play an active role in partnership with digital preservation communities (examples might include the Archivematica and Goobi user groups, the Digital Preservation Coalition, and the Open Preservation Foundation) around the world to share our experiences, learn from others, and further best practice in digital preservation.

Sustainable: We believe that open, collaborative development improves the sustainability of our digital preservation tools and workflows, and helps to minimize duplication of effort.

Wellcome Collection Digital Preservation Policy 2019–2021 (2019)

The Archives will maintain professional relationships with the wider digital preservation community in Australia and internationally. Where appropriate it may actively participate in initiatives, through partnerships and collaboration with appropriate organizations, e.g. the Australasian Digital Recordkeeping Initiative, the Council of Australasian Archives and Records Authorities, the International Council on Archives, the UNESCO PERSIST Programme, the International Organisation [sic] of Sound and Audiovisual Archives, the Open Preservation Foundation, and the Digital Preservation Coalition.

National Archives of Australia Digital Preservation Policy (2020)

The NGDC is a CoreTrustSeal certified trusted digital repository (as of January 2018). Work is currently underway to renew the three-year certification in 2021.

NGDC have used the Digital Preservation Capability Maturity Model© Assessment before initiating formal digital preservation activities. Other benchmarking schemes such as the DPC Rapid Assessment Model (RAM) and the NDSA Levels of Digital Preservation are also used and repeated at regular intervals to measure progress.

British Geological Survey Digital Preservation Policy (2020)

The Postal Museum acknowledges that there is much work to be done to establish and embed Business-As-Usual (BAU) digital preservation practices, and is yet to transition from ad hoc, reactive, digital preservation efforts. This requires significant prioritisation, organisational change and workforce planning while mitigating risks and managing expectations. The Postal Museum commits to undertaking annual digital preservation capability maturity assessments to work towards developing trustworthy processes and systems, to inform forward planning.

The Postal Museum Digital Preservation Policy (2022)

Bodleian Libraries will invest in and support the technical infrastructure required to carry out preservation of its digital content.

Bodleian Libraries recognises that digital content requires management beyond the lifespan of the technical infrastructure and systems currently used to manage it. Systems used for managing digital content are chosen and/or developed using appropriate and tested exit strategies for digital files, metadata and persistent identifiers.

Bodleian Libraries will continue to document, monitor and refresh its technical workflows and processes over time.

Bodleian Libraries Digital Preservation Policy (2022)

The University will procure, develop, maintain and review the technical infrastructure required to carry out preservation of its digital content, including appropriate storage, to ensure future accessibility, usability and integrity of archived records and other digital content.

University of St Andrews Digital Preservation Policy (2021)

The Libraries are committed to using open-source tools, systems, and standards to ensure the longevity of digital collection materials. The Libraries also recognise that it is important to contribute to the open-source communities whose outputs they use, as well as to share openly about how they are managing their collections.

Cambridge University Libraries Digital Preservation Policy (2021)

We invest in the continued development and ongoing maintenance of the infrastructure required to preserve digital collections, taking an agile and iterative approach which recognizes that the underlying technologies on which preservation is dependent are themselves constantly evolving.

Wellcome Collection Digital Preservation Policy 2019–2021 (2019)

As per UKRI/NERC data policy, BGS aims to make all data openly available insofar as possible. There are safeguards in place for sensitive and commercially restricted data, including agreed embargo periods and access restrictions.

British Geological Survey Digital Preservation Policy (2020)

Ownership, provenance, and intellectual property rights will be ascertained and documented at the point of acquisition.

Access conditions, copyright and/or rights are adhered to when managing, preserving, and providing access to digital content. Appropriate practices are established to manage personal and sensitive data, and compliance with data privacy regulations.

Access to records will be subject to the 20-year rule.

Copying for preservation or access will be carried out in line with relevant copyright legislation.

The Postal Museum Digital Preservation Policy (2022)

Access conditions, copyright and other rights will be adhered to when managing, preserving and providing access to digital content. Appropriate practices are established to manage personal and sensitive data, in compliance with data protection laws.

University of St Andrews Digital Preservation Policy (2021)

Transparency – promote concept of authenticity of digital content by helping make processes transparent so it is clear what actions have been taken to change or alter the digital content during their lifecycles.

Accountability – promote the development and management of accurate preservation management documentation to ensure archival processes can be understood and interpreted alongside the content that is being preserved.

University of Warwick IG04: Digital Preservation Policy (undated)

All digital preservation processes will be transparent and auditable.

The University will ensure that adequate resourcing is provided to support the long-term sustainability of digital preservation activities, including documenting approaches and solutions and ensuring that this documentation is kept up to date.

University of St Andrews Digital Preservation Policy (2021)

Policies, guidelines, procedures, standards, processes, and workflows developed to support acquisition and preservation activities for digital content are documented and made available to all collections staff.

The Postal Museum Digital Preservation Policy (2022)

This principle will be followed by:

• Documenting existing and new workflows, including:
• Flow of materials through systems and processes.
• File types, formats, and standards used.
• Conditions under which materials are created or acquired.
• Conditions under which materials can be accessed, used, and re-used.

Cambridge University Libraries Digital Preservation Policy (2021)

The long-term preservation requirements of digital materials are understood by UAL. UAL has invested in the technical infrastructure required to carry out preservation of its digital collections and has committed to a digital preservation system for an initial period of 5 years, which it is committed to reviewing. Digital preservation activities will be planned and implemented in ways that best manage current UAL resources and can be sustained into the future.

University of the Arts London Archives, Museum & Special Collections Digital Preservation Policy (2019)

The support of BGS senior management is required to maintain staffing, develop skills levels and secure long-term funding in order to carry out preservation activities.

British Geological Survey Digital Preservation Policy (2020)

The University will ensure that adequate resourcing is provided to support the long-term sustainability of digital preservation activities, including documenting approaches and solutions and ensuring that this documentation is kept up to date.

The University will actively raise awareness of digital preservation issues and highlight inconsistencies in approaches across the University and will provide training, where appropriate.

University of St Andrews Digital Preservation Policy (2021)

Bodleian Libraries aims to enact a well-balanced and robust funding model for digital preservation. 

Bodleian Libraries will ensure that it has dedicated staff with relevant skills to support preservation of its digital content. Staff responsible for managing and preserving digital content will be provided with professional development opportunities to ensure they can fulfil the requirements of their job roles.

Bodleian Libraries Digital Preservation Policy (2022)

The Archives will ensure that its digital preservation activities are carried out by sufficient staff with the appropriate skills. The Archives may use a combination of in-house staff, contractors, and consultants to achieve its objectives. The Archives will provide training opportunities to allow staff to develop, maintain or enhance their digital preservation expertise. These opportunities may include participation on courses, self-directed learning, attendance at national and international seminars, workshops and conferences, study visits, internships, and working exchanges with other institutions and professional bodies.

National Archives of Australia Digital Preservation Policy (2020)

Dispersing responsibilities for digital preservation across several Wellcome teams offers peer learning and development opportunities, whilst simultaneously reducing the organizational risks associated with reliance on dedicated digital specialists.

Wellcome Collection Digital Preservation Policy 2019-2021 (2019)