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5.1.1.1 - The repository shall employ technology watches or other technology monitoring notification systems.

Explanation

SP staff collaborate with personnel from the University of Toronto Libraries' Information Technology Services (ITS) department to assess the long-term viability of the repository's hardware and software. This is an ongoing and comprehensive process that uses information obtained from automated monitoring systems, manual quality controls, the repository's Designated Community, the repository's hardware and software vendors, and the enterprise IT community at large. The chief objective is to predict deterioration and obsolescence before they can impair the repository's ingest, data management, archival storage, or dissemination processes. In addition, systems administrators monitor the technology ecosystem in order to detect potential conflicts or points of failure and identify opportunities to reduce costs.

SP benefits from an active and technologically savvy Designated Community, composed of librarians, researchers, and students, who report problems in system behaviour. SP receives feedback from its Designated Community on a regular basis, and librarians at OCUL member institutions can contact SP staff directly to report problems and discuss issues. Representatives from the Designated Community sit on the repository's advisory committees, giving them an opportunity to report technology issues to SP staff.

For more information about hardware monitoring and change manangement, please see 5.1.1.1.1, 5.1.1.1.2, 5.1.1.1.3, and 5.1.1.1.4. For software, please see 5.1.1.1.5, 5.1.1.1.6, 5.1.1.1.7, 5.1.1.1.8.

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) failure to monitor sources in a timely manner. SP and ITS staff minimize these risks by regularly gathering information from a number of trusted sources within and without the repository (see Explanation, above).

Monitoring Commitments

SP will assess its technology monitoring practices on a regular basis, according to the Review Cycle for Documentation Policy, or whenever there are major changes to its operating environment such as hardware refreshment, significant staffing level changes, or security incidents.

Future Plans

Systems administrators will revise and update their monitoring practices as new tools and resources become available.

Relevant Documents

  1. Risk Analysis and Management Strategies
  2. Hardware and Software Inventory
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