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Overview: Every Trusted Digital Repository (TDR) needs to have a high-level digital preservation policy framework that explicitly states the scope, purpose, objectives, operating principles, and context of your organization's digital preservation approach. A policy framework is a your high-level governance document that includes digital preservation policy document. Your completed DP Policy Framework will have links to lower-level policies and procedures, procedures, and other required digital preservation documentation, as well as to organizational or external documents that impact the content of your framework, e.g. mission statements, regulations, and requirements. It provides the basis for developing and maintaining comprehensive digital preservation documentation that enables you to help demonstrate good practice.

The DPM Workshop team developed this model document  to  to help you develop your high-level DP policy framework. The model document identifies and describes the sections of the document to be developed and provides examples of what to include in the section.

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Administrative Responsibility: Purpose, Mandate, Objectives

Organizational Viability: Scope, Operating Principles, Roles and Responsibilities, Selection, Access and Use, Challenges and Risks

Financial Sustainability: Institutional Commitment, Cooperation and Collaboration 

Technological and Procedural Suitability

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Procedural Accountability: Audit and Transparency, Framework Administration

Definitions

References

Different parts of your organization will have information that you will need to develop your DP policy framework.

https://texasdigitallibrary.atlassian.net/wiki/spaces/DPS/pages/3449323530/TDL+DP+Decision+Tree+FAQ#How-defining-roles-and-responsibilities-helps-demonstrate-good-practice?

Suggestions for developing your policy framework:

  • convene a team with essential members - consider who must participate and who needs to be informed

  • as the lead, share iterative drafts for review by team members - avoid word smithing as a team activity

  • define a timeline with phases and share updates to raise awareness and manage expectations

  • distinguish between planning (what you intend to do in the future) and policy (things you are doing now)

Info

Policies and procedures are required to align with OAIS as they excerpts from standard demonstrate:

  • “It is essential for an OAIS to have documented policies and procedures for preserving its AIPs, and it should follow those procedures”

  • “An OAIS should have published policies on access and restrictions so that the rights of all parties are protected”

  • “Establish Standards and Policies function is responsible for establishing and maintaining the archive system standards and policies”

  • “Audit Submission function will verify that submissions meet the specifications of the Submission Agreement”

There are now many examples online to help you develop your DP Policy Framework. These two align with the model document provided here:

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Once you have your DP Policy Framework, you will want to review and revise it on a two-year cycle - another opportunity to raise awareness and to keep this core component of your DP documentation updated with your current status!

https://texasdigitallibrary.atlassian.net/wiki/spaces/DPS/pages/3449323530/TDL+DP+Decision+Tree+FAQ#What-are-the-benefits-of-documenting-our-alignment-with-DP-good-practice?

Note: The DP Principles you adopted may populate or inform the Operating Principles section of your DP Policy. At minimum, referring to your current DP Principles improves your DP documentation (see DP Principles).

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This is a joint initiative between TDL Digital Preservation Services and the Digital Preservation Management (DPM) Workshop and Global Archivist LLC. Dr. Nance McGovern 2024.

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