Reputation - Digital Preservation Coalition

Any factor relating to the good name or standing of an organization. Incorporates branding: the extent to which consumers are familiar with the qualities or image of an organizational brand. Being able to access corporate history in digital form, in a timely fashion, can support this.

What are the Risks of not preserving digital materials?

Organization Type	Risk		Potential Consequences
All organizations	Data safety and security are compromised.		Data loss/corruption Disruption of business/organisation’s functions Confidence loss Damage to reputation Loss/reduction in funding/revenue Unable to meet legal/regulatory requirements
Archives	Executive level support for digital preservation is not persistent		Unable to establish a sustainable, fit for purpose digital preservation programme Data loss/corruption Unable to provide access to digital objects Unable to meet legal/regulatory requirements
Archives	Failure to engage with stakeholders at all stages of the record life-cycle		Lack of support for digital preservation work System/procedures do not support user needs Do not capture necessary documentation Unable to provide access to digital objects in a useable format
Archives	Failure to maintain preservation system and processes.		Preservation system/processes become redundant/ineffectual Data loss/corruption Unable to provide access to digital objects High cost of replacing/extracting data from outdated systems
Business	Existing storage systems do not protect records from unauthorized change or corruption		Data loss/corruption Disruption of business/organisation’s functions Confidence loss Damage to reputation Loss/reduction in funding/revenue Unable to meet legal/regulatory requirements
Business	Staff fail to comply with organizational policy and processes in relation to management of records (reliability, authenticity, usability etc.),		Important digital objects not captured in preservation system Necessary documentation/metadata not created/captured Disruption of business/organisation’s functions Unable to meet legal/regulatory requirements
Business	Inability to provide evidence of compliance with regulations		Loss of reputation and stakeholder confidence Fines/sanctions
Business	Loss of corporate memory		Unable to rely on past evidence to inform current decision-making Insufficient resources to support branding and marketing
Business	Inability to reuse valuable information		Unable to provide access to information required to support business processes Loss of productivity/revenue Limits innovation Fall behind market/competitors
Business	Volume of data continues to grow without action being taken		Data loss/corruption Disruption of business’s functions Increased costs now and in the future Loss of productivity/revenue
Higher Education and Research	Research data not transferred to the relevant repository for preservation		Data loss Gaps in the cultural/scholarly record Research repeated unnecessarily
Higher Education and Research	Data from an experiment that cannot be repeated is not preserved		Data loss Gaps in the cultural/scholarly record Field of research is set back/compromised Loss of reputation
Higher Education and Research	Data is inaccessible due to lack of preservation		Inability to answer crucial research questions Gaps in the cultural/scholarly record Field of research is set back/compromised Loss of scientific legacy and the associated research opportunities Research repeated unnecessarily Loss of potential opportunities for collaboration Loss of reputation
Higher Education and Research	Litigation from consumers if data made available is not reliable and trustworthy		Requirement to pay fines/settlements/compensation Gaps in the cultural/scholarly record Field of research is set back/compromised Loss of reputation
Libraries	Storage conditions are inadequate for preservation		Data loss/corruption Disruption of organisation’s functions Confidence loss Damage to reputation
Libraries	No active program/processes aimed at acquiring digital objects/collections		Data generated by the cultural and creative industries will be lost or inaccessible Failure to protect the living national record Primary sources for future research cannot be found, interpreted or re-used Failure to meet organisational goals Loss of reputation Loss of funding
Libraries	Organization does not move important digital/digitized objects into a preservation system		Data loss/corruption Unable to provide access to digital objects Loss of context/documentation Loss of reputation Loss of funding
Libraries	Do not adequately consider the preservation needs of complex digital objects, including new publication formats		Data generated by the cultural and creative industries will be lost or inaccessible Loss of context/documentation Loss of reputation Loss of funding
Museums and Galleries		Preservation processes do not adequately consider rendering and display.	Unable to correctly render files as originally intended Additional work required to address issues, including consultation with experts/the artist Loss of reputation Loss of funding
Museums and Galleries		Digital objects/collections are not captured in a suitable preservation system	Digital objects are unusable and un-displayable Loss of context/documentation Loss of reputation Loss of funding
Museums and Galleries		Absence of appropriately skilled and invested people responsible for digital preservation	Incorrect/inadequate preservation Preservation does not occur Loss of ability to access/render digital objects Loss of context/documentation Loss of reputation Loss of funding
Museums and Galleries		Absence of a documented workflow for the creation/acquisition and then maintenance of digital files	Incorrect/inadequate preservation Preservation does not occur Loss of ability to access/render digital objects Loss of context/documentation Loss of reputation Loss of funding

What Opportunities do preserved digital materials create?

Organization Type	Digital Preservation can…
All organizations	demonstrate a commitment to transparency and accountability by sustaining an accurate digital record
All organizations	an investment in distinctiveness, competence and competitiveness by providing access to legacy data and digital systems which are essential for innovation, research, development
Business	inspire brand evolution through an understanding of corporate history enabled by access to a complete set of reliable records
Higher Education and Research	demonstrate compliance with institutional and funder policies on data management policies
Higher Education and Research	provide opportunities for raising funds through the reuse of existing data
Higher Education and Research	generate income and new service models through the reuse of existing data
Higher Education and Research	provide opportunities for the reuse of historical research data for purposes not originally anticipated
Higher Education and Research	increase the potential for the re-use of digital material though established IPR
Higher Education and Research	inspire the trust and understanding of future users, by providing a complete digital record
Libraries	earn the trust of the public through sustained access to documentary heritage which guarantees the integrity of digital holdings
Museums and Galleries	enable tracking of unauthorized changes, copies and access leading to greater trust and assurance
Museums and Galleries	enable robust and trusted iterations and audit trails, review and update to remain in line with the latest standards and best practices, safeguarding organizational reputation.
Museums and Galleries	maintain the cultural and monetary value of the collection, by sustaining access to it
Museums and Galleries	be an investment in a high-quality service which enhances audience experience