Identifying Digital Content to Preserve

Below is listed a summary about how to proceed to archive digital content of a person leaving CERN. It can be used as a checklist by CERN Departmental Record Officers (DRO) in order to check that the data produced by a given person is not going to be lost.

X leaves CERN
Processes to preserve content from user X

The steps are:

  1. Collect all the ids of the user, e.g. CERN Id, INSPIRE Id, ORCID
  2. Identify from X’s “Local Stores” – = documents that are not loaded to an Information System – the items that should actually be submitted to a supported Information System
    1. X should submit these ‘local’ documents to the corresponding Info. Systems.
  3. Identify within the existing Information Systems all documents authored by X, using Ids and full name
    1. From the listing, decide – with users + criteria – which documents are valued to be preserved long-term (indefinite timing)
    2. With the Control Interface, trigger the creation of the Preservation Bags for each document
  4. Identify from X’s “Local Stores” the documents not in Info. Systems but doomed to be preserved long term.
    1. X should organize the data to be preserved with meaningful folder/file names, and optionally add a metadata file (csv template) to describe each content. Each item should be zipped.
    2. Using the Control Interface, trigger the baggit-create with ZIP transfer option
  5. Review the list of X's Preservation Bags available in the Registry of CERN OAIS Archive