5.1.1.1.4 - The repository shall have procedures, commitment and funding to replace hardware when evaluation indicates the need to do so.
Explanation
SP has a commitment of funding for regular hardware replacement and storage media refreshment. Administrators assess and, if necessary, revise funding commitments during the repository's annual budget review. As a rule, SP replaces hardware within a 5-year period (i.e. every 5 years or less) even if the hardware is functioning normally. SP buys a 5-year warranty for hardware components.
Hardware replacement is performed by staff from SP and the University of Toronto Libraries' Information Technology Services. A technician from the vendor is often on-site for assistance and trouble-shooting. Staff test and evaluate new hardware as an isolated system before moving the repository to the new component(s). In addition to automated tests and checks carried out by hardware monitoring tools (see 5.1.1.1.2), staff manually test changes by examining samples of relevant content. Staff evaluate changes for their effect on the integrity and understandability of information, the speed and efficiency of the system, and the accessibility and usability of disseminated content. Whenever hardware changes involve moving data, the repository performs checksum tests to validate the integrity of information. Moving the repository from development to production is an automated process.
Responsibility
Digital Preservation Policy Librarian
Systems Administrator
Potential Risks
Loss of funding, whether through cuts or freezes, can make it difficult for the repository to replace or upgrade hardware. SP has assessed the risk of loss of funding and implemented a number of risk-minimization strategies. Please see the Risk Analysis and Management Strategies document for more information.
Relevant Documents