MHR#9

Rev.1/6.25.18

MIDWAY COLLEGES, INC.

CONTINUOUS DEVELOPMENT SYSTEM
A. Event Details

Title of Event PRIVACY AWARENESS WEEK – ANNUAL CONVENTION

Type of Event Conference

Host Organization National Privacy Commission

Date of Event May 30, 2024 Venue: Solaire Resort and Casino, Paranaque

Registration Fees

B. Participant/s

Names Position Signature

EDMAR R. DIZON DATA PROTECTION OFFICER/ SENIOR EXECUTIVE STAFF

C. Specific Program Objectives

1. Understand the important and benefits of digital preservation audits
2. Acquire knowledge of digital preservation audit methodologies and framework in various applications
3. Analyze audit findings and prioritize action to develop policies and processes for the preservation of digital records
D. Program and Highlights

Topic Speaker Highlights of the Program/Relevance to the Institution

(focus on themes or ideas presented)

Diversity to All

Overview of the digital Asst Prof. Jonathan D. I. Definition – it’s a method of keeping digital material alive so that they remain usable as technological advances render
preservation Isip original hardware and software specification obsolete (Harrod’s Librarians Glossary) Safeguarding and maintaining
infrastructure digital information over time. Ensure the long-term accessibility and usability of digital assets

DIGITAL PRESEVATION = BUDGET

DIGITATION – How we retrieve

DIGITALIZATION – How this digital asset translate in workflow
DIGITAL PRESERVATION – How we manage digital assets long-term

II. Approach – life cycle approach, systems-responsibilities approach, challenge approach

III. Method – Bitstream Copying (remote storage or data backing up), Refreshing (make a copy of long-term digital
information to new storage), Durable/ Persistent Media Storage (long-term storage media for backup), Technology
Preservation (computer museum or preserving technical environment), Digital Archaelogy (emergency recovery
strategy), Analog Backup (convertion of digital objecs into analog, Data Migration (replication, normalization,
canonicalization, emulation,encapsulation)
IV. Current Work in Digital Preservation – refreshing, copy from one media format to another, periodic verification of data,
media longevity analysis, automated duplication, LOCKSS (lots of copies keep stuff safe), etc.
V. Unexplored Areas – validation, empirical evidence on the risk of loss, validation of metadata elements, effectiveness of
strategies
VI. Difference of Storage and Preservation –

What do we preserve?

Documents – any representation of information

Record – information that has been created during business activities
Archive – records with enduring values

DIGITAL ARCHIVING vs DIGITAL PRESERVATION

Archiving – In Active
Preservation -
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1. How we determine the value and author?

2. How our process translate the activity of the record to be preserved?

Information Carrier and Content

What are we preserving?

Digital Preservation must not be technology dependent, but we need technology to conduct digital preservation.

Searchability
Collaboration

Efficiency vs. Preservability

Threats to Digital Records

1. Retention
2. Trustworthiness and Authentify
3. Decontextualization/Dissociation
4. Perception and Prioritization
5. Cost and Funding
6. Volume
7. Responsibility, Time, and Change
8. Balancing Security and Access
9. Legal Compliance
10. Obsolescence - The loss of access to digital content due to outdated technologies.

Importance and Asst Prof. Jonathan D. Where digital preservation starts?

application of digital Isip A. Preservation Mandate
preservation audits 1. Are we established clear commitment?
2. Documented order
3. Authority to compel records

B. Business Case
1. Context
2. Benefits
3. Cost
4. Strategic Directions

KRDS Benefits Framework

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B. Policy Framework
C. Identification of Creation and Receipt
DATA INFORMATION/ DIGITAL ASSET REGISTER
Creator/ Record Set/

D.Preservation Planning

E.Data Management (August 10-11)

F. Storage

G. Access, Use, and Reuse – How we manage the allocation and strategic direction of the information
a. Availability of the software
b. File sized and mode of delivery
c. necessity
d. user management
e. legal protection
f. cost and resources for access

H. TOOLS IN DIGITAL PRESERVATION

https://coptr.digipres.org

https://coptr.digipres.org/index.php/Tools_Grid

I. AUDITS AND ASSESSMENT

WHY?
a. Legal Compliance
b. ISO 14721
c. Regional Certification

WHEN?
a. Planning
b. Periodic assessment
c. Implement Change in digital infrastrusture
d. Responding to significant changes in records
e. Mitigating risk

Consideration
a. COSTS and RISKS of CLOUD STORAGE
b. CHANGING WAYS OF WORKING (What is the communication policies?)
c.

Changing of Lanscape
1. How the communication be organized and documented?

NDSA Levels of Digital Asst Prof. Jonathan D. When to starts

Preservation Isip 1. Assessment if you want to start

Digital Preservation Asst Prof. Jonathan D. 1. Assessment two factors

Coalition Rapid Isip A. Organization Capabilities
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Assessment Model -Covers the Operational and Management

(DPC RAM) B. Services Capabilities
-Covers the Physical and Technical Aspects

NEDCC Digital Asst Prof. Jonathan D. 1. Assess Existing Services in Comparison of the Current Practice and Services.
Preservation Peer Isip a.
Assessment

Digital Presevatiion Digital Preservation Infrastructure

Capability Maturity Digital Preservation Services (Highlights the Security)
Mode

NSLA Digital Step by step compliance in Open Archival System

Preservation
Environment Maturity
Matrix

ISO 16363 Audit and Asst Prof. Jonathan D. IF THE FRAMEWORK MENTIONED ABOVE WERE ESTABLISHED
Certification of Isip
Trustworthy Digital
Repositories

CoreTrustSeal Asst Prof. Jonathan D.

Isip

Audit Tool  Who coordinate digital preservation in your organization?

 Who directly report to in your organization?

 Does the reporting relationship match the organisational structure? – Admin Director must take the

responsibility
 Does the digital preservation coordinator have oversight over other units or areas in the organisation?

 Which digital records do you manage in your organisation?

 Where do digital records in your organisation come from?

 How are digital objects created in your organisation?

 How frequently are digital objects added or transferred to your digital archive?

 Which digital records are explicitly managed and controlled by a digital preservation policy throughout its

lifecycle?
 Which digital records are explicitly managed and controlled by a digital preservation policy throughout its

lifecycle?
 Have your organisation conducted a digital preservation audit before?

 Have your organisation conducted a digital preservation audit before?

 What barriers or concerns prevent you from conducting a digital preservation audit?

 Which statement best describes the staff awareness of their digital preservation responsibilities across the

organisation? – explicit statement for the responsibility of the staff for the
 Which statement best describes staff skills in digital preservation?

 How many full-time staff manage digital preservation activities? No enough people who currently do digital

preservation.
 How much time in a week is dedicated to digital preservation activities?

 Which statement best describes staff development relating to digital preservations?

 Where does your organisation look for training? (What is the training strategy – where is the digital

preservation)
 Is participation in training counted as part of and approved during work hours?

 Which statement best describes the budget for digital preservation activities? – how we allocate funds

 Which statement/s best describe engagement from management on digital preservation planning and

activities? – where in the organization thata leads

 Which statement/s best describes policies, strategies, and procedures which govern the operation and

management of the organisation's digital archive? No clear preservation components.

 Which statement best describes awareness of digital preservation policies, strategies, and procedures across

the organisation? HOW THIS BE OPERATIONALIZED

ELECTRONIC RECORD MANAGEMENT

- There is information governance, but digital preservation is not explicitly operationalized

Which statement best describes collaboration on digital preservation activities within and across the
organisation?

Which statement/s best describe the management of legal rights and responsibilities, compliance with relevant
regulation and adherence to ethical codes related to acquiring, preserving and providing access to digital
content?

Which statement best describes the Information Technology capabilities of the organisation to support digital
preservation activities? – there is a need for upskilling skill set regarding digital preservation.

Which statement best describes the availability of professional technical expertise to support digital
preservation activities? – clarification what digital preservation cycle
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Which statement best describes IT's understanding of their role in supporting digital preservation activities? –
no explicit delineation of the function

Which statement/s best describe the availability of tools and systems to support digital preservation? – generic
system for the record management.

Which statement best describes the relationship between digital preservation staff and IT? – limited access of
information for digital preservation (no clear identification of the role if the IT is Tech Support or Maintainance)

Which statement best describes your organisation's engagement with the wider digital preservation
community?

Which statement best describes your organisation's engagement with the wider digital preservation
community? – this is the p

Which statement best describes your organisation's processes to acquire or transfer records and ingest it into a
digital archive?

Which statement best describes the integration of technical systems and automation of acquisition workflows?

Which statement best describes your organisation's engagement with business units that produce records and
user groups (collectively called Designated Community)?

Which statement best describes the storage of records in the digital preservation repository?

E. Proposed Activity/ies for knowledge sharing/date (within the unit)

Activity: ECHO-SEMINAR WITH RESPECTIVE OFFICES

DIMENSION DECRIPTION Timeline Status

(indicate as applied to the project)

1. Approach
What method/s tool/s will be
used for the activity?

2. Deployment Material for Interaction: Slido.com

How will the approach be Resources:
implemented?  https://journals.upd.edu.ph/index.php/jpl/article/view/5280/4759

 https://armtraining.libraryanihan.com

Digital Preservation Handbook

 https://www.dpconline.org/handbook

PAIMAS, ISO 20652:2006

https://www.dpconline.org/digipres/dpc-ram
https://www.nedcc.org/assets/media/documents/nedcc-DPA-hndbk-6.24-web.pdf
https://www.statearchivists.org/viewdocument/digital-preservation-capability-mat
https://public.ccsds.org/pubs/652x0m1.pdf
https://amt.coretrustseal.org/certificates

3. Learning 1. Introduction to toolkit

What learning will be achieved by 2. Facilitated Audit
the activity? 3. Analysis of Results
4. Presentation of Action Plans

4. Integration
If activity is implemented, what
are the strengths and
opportunities for improvement?

F. Recommendations (for other units)

Area/Unit: ACADEMICS

Recommendations Target Dates

DIMENSION DECRIPTION Timeline Status

(indicate as applied to the project)

1. Approach
What method/s tool/s will be used for
the activity?
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2. Deployment
How will the approach be
implemented?

3. Learning
What learning will be achieved by the
activity?

4. Integration
If activity is implemented, what are the
strengths and opportunities for
improvement?

Prepared by: Endorsed by:

________________________ EDMAR R. DIZON
Printed Name and Signature Date Data Protection Office Date

________________________
Printed Name and Signature Date

G. Sample Program/Pictures