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5.1.1.1.3 - The repository shall have procedures in place to evaluate when changes are needed to current hardware.

Explanation

SP staff collaborate with personnel from the University of Toronto Libraries' Information Technology Services (ITS) department to evaluate hardware alternatives and the timing of hardware replacements or upgrades. Evaluations vary in formality according to the circumstances. The most extensive assessments take place whenever large components, such as the repository's servers or storage array network, require replacement. When necessary, systems administrators at SP and ITS consult vendors for additional information and advice. Staff evaluate potential changes for their effect on the integrity and understandability of information, the speed and interoperability of the system, and the accessibility and usability of content. Staff also take the cost of hardware and future maintenance into account.

Responsibility

Digital Preservation Policy Librarian

Systems Administrator

Potential Risks

There is a risk that systems personnel, who know the Designated Community, system requirements, and system behaviour intimately, will leave the organization at some point. To minimize the impact of this situation, SP uses well known hardware components and delegates critical responsibilities to several people. At the same time, SP can draw on the expertise of systems administrators at ITS for help with hardware evaluation.

Future Plans

SP has procedures, commitments, and financial resources for regular hardware replacement and media refreshment. See 5.1.1.1.4 for details.

Relevant Documents

  1. Risk Analysis and Management Strategies
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