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Explanation
SP staff collaborate with personnel from the University of Toronto Libra= ries' Information Technology Services (ITS) department to assess the long-t= erm viability of the repository's hardware and software. This is an ongoing= and comprehensive process that incorporates information obtained from auto= mated monitoring systems, manual quality controls, the repository's Designated Community, the repository's hardware and software vendors, and the enterprise IT co= mmunity at large. The chief objective is to predict deterioration and obsol= escence before they can impair the repository's ingest, data management, ar= chival storage, or dissemination processes. Furthermore, systems administra= tors monitor hardware and software in order to detect potential points of f= ailure and identify opportunities to reduce costs.
SP employs experienced systems administrators and programmers to oversee= its technical operations. In addition to their operational duties, systems= personnel monitor innovations in data management and storage, attend relev= ant conferences, and upgrade their skills through the repository's professi= onal development program (see 3.2.1= .3). At the same time, SP can draw on the expertise of systems administ= rators at ITS and vendors for help with technology evaluation.
SP benefits from an active and technologically savvy Designated Community, composed = of librarians, researchers, and students, who report problems in system beh= aviour. SP receives feedback from its Designated Community on a regular bas= is. Librarians at OCUL member institutions can contact SP staff directly to= report problems and discuss issues. Representatives from the Designated Co= mmunity sit on the repository's advisory committees, giving them an opportu= nity to report technology issues to SP staff.
For more information about hardware monitoring and change manangement, p= lease see 5.1.1.1.1 and 5.1.1.1.2. For software, please se= e 5.1.1.1.5 and 5.1.1.1.6.
Responsibility
Digital Preservation Policy Librarian
Systems Administrator
Potential Risks
The primary risks associated with technology monitoring are (1) failure = to gather information from a wide variety of reliable sources and (2) failu= re to monitor sources in a timely manner. SP and ITS staff minimize these r= isks by regularly gathering information from a large number of trusted sour= ces within and without the repository (see Explanation above).
There is a risk that systems personnel, who know the Designated Communit= y, system requirements, and system behaviour intimately, will leave the org= anization at some point. To minimize this risk, SP uses well known hardware= and software and delegates critical responsibilities to several people. Pl= ease see the Risk Analysis and Management Strategies document for more info= rmation about SP's strategies for reducing the impact of personnel departur= es.
Future Plans
Systems administrators will revise and update their monitoring practices= as new tools and resources become available.
Relevant Documents