Digital Preservation Toolkit

See also: Digital Preservation Survey: 2011 Preliminary Results

This Digital Preservation Toolkit provides accessible template, frameworks, decision trees and documents that are designed to help museums assess their digital preservation needs, to produce policy and procedures around digital preservation, and to develop, select and implement an action plan. Resources are presented in chronological order of need for the development of a digital preservation strategy.

How to use the Digital Preservation Toolkit 

The Digital Preservation Toolkit focusses on the development of a digital preservation policy, plan, and procedures for existing digital holdings in Canadian cultural institutions.  Among other things, the toolkit includes templates for taking stock of your institution’s digital assets, producing a digital preservation policy, and developing a digital preservation plan and procedures.  This document is a guide on how resources in the Digital Preservation Toolkit should be used, and provides a workflow for all activity leading up to, and surrounding digital preservation policy and plan development.

Digital Preservation Inventory Template for Museums

Use this Digital Resource Inventory template to take stock of your museum’s existing digital resources. In addition to identifying the nature and quantity of digital material, the template helps you to identify the need for a digital preservation plan (including assessment of risk and impact should resources be lost), as well as the scope of work that may be required to implement a plan.

Digital Preservation Policy Framework: Development Guideline Version 2.1

This Digital Preservation Policy framework ensures that any policy you put in place not only conforms to existing standards, but does so in a way that suits the needs of your museum.

Digital Preservation Plan Framework for Museums

Once a need for digital preservation has been identified, use this Digital Preservation Plan framework to consider various potential solutions, and to selection one that best fits the needs and resources of your museum.

Digital Preservation Decision Tree to Establish Whether a Digital Resource Should be Preserved

Use this revised Digital Preservation Tree in conjunction with your Digital Preservation Policy to decide at a glance whether a digital resource should be preserved. The tree may also be used at your policy development stage.

Creator Guidelines. Making and maintaining digital materials : Guidelines for individuals (1.3 MB) | About the freeware (PDF)

This brochure-style document, created by The InterPARES Project can help your museum make informed decisions about creating and maintaining digital materials in ways that help ensure their preservation for as long as they are needed.

Preserver Guidelines. Preserving digital records : Guidelines for organizations (1.8 MB) | About the freeware (PDF)]

These brochure-style guidelines have been developed by The InterPARES Project to provide concrete advice to those who are responsible for the long-term preservation of digital records. They highlight a number of important areas that are often overlooked in the rush to accept digital documents into archival repositories.

Case Study: 8th Hussars Museum and Archives 

The 8th Hussars Regimental Museum of Sussex New Brunswick, with the assistance of CHIN, applied tools in the digital preservation toolkit to produce a digital preservation policy, plan, and procedures to help ensure long term access to their digital assets, including images, audio recordings, collections management records, and similar content. This case study takes a look at how CHIN’s digital preservation toolkit can be applied to smaller museums where finances and human resources are limited.

Case Study: Medalta Museum 

Medalta Museum, a mid-sized museum in Medicine Hat, Alberta, has partnered with CHIN as part of its flood recovery exercise to develop its own digital preservation plan and policy. This case study is an account of that activity, and it is hoped that other midsized museums may benefit from the work found herein and the resulting documents.

Case Study: Canadian Museum of History 

This case study recounts the digital inventory process undertaken by the Canadian Museum of History (CMH) as a first step in developing a digital preservation plan and policy.

Contact information for this web page

This resource was published by the Canadian Heritage Information Network (CHIN). For comments or questions regarding this content, please contact CHIN directly. To find other online resources for museum professionals, visit the CHIN homepage or the Museology and conservation topic page on Canada.ca.

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