PRESERVATION POLICY AND REPOSITORY PROCEDURES

Preservation Policy

The Preservation Policy provides an overview of the preservation and management strategies carried out to ensure the authenticity, reliability and logical integrity of all the resources entrusted to our care. This document is supported by our Repository Operations Policy and Ingest Manual, alongside a series of other procedural documents referenced. Many of these procedural documents are also listed below.

Version Status Created Date Last Updated Review Availability
1.6 CURRENT 30 September 2009 31 July 2019 August 2020 Download
1.5 PREVIOUS 30 September 2009 31 March 2018 August 2019 Download
1.4 PREVIOUS 30 September 2009 31 August 2017 January 2018 Download

Repository Operations

The Repository Operations document, based largely on the OAIS Reference Model, details the technical and structural background to the management, archiving and curation of our datasets.

Version Status Created Date Last Updated Review Availability
5.0 CURRENT 30 September 2009 31 July 2019 August 2020 Download
4.0 PREVIOUS 30 September 2009 30 March 2018 August 2019 Download
3.0 PREVIOUS 30 September 2009 30 August 2017 January 2018 Download

Ingest Manual

The Ingest Manual records the processes carried out on datasets from the point of receipt of the Submission Information Package (SIP), through the archiving of the data, and the creation of both the Archival Information Package (AIP) and Dissemination Information Package (DIP).

Version Status Created Date Last Updated Review Availability
5.0 CURRENT 2004 31 July 2019 August 2020 Download
4.0 PREVIOUS 2004 30 March 2018 August 2019 Download
3.0 PREVIOUS 2004 30 August 2017 January 2018 Download

Appraisal and Deaccession Policy

The Appraisal and Deaccession Policy provides a framework of policies and procedures put in place to retrospectively appraise datasets, deaccession datea and support the sustainable management of ADS’ collections.

Version Status Created Date Last Updated Review Availability
1.0 CURRENT 26 July 2019 August 2019 October 2020 Download

Risk Register

The Risk Register provides information about identified risks associated with the management of the ADS, with analysis of risk severity and evaluations of the probability, impact and current risk level.

Version Status Created Date Last Updated Review Availability
1.16 CURRENT 20 June 2008 October 2019 September 2020 Download
1.15 PREVIOUS 20 June 2008 September 2019 September 2020 Download
1.14 PREVIOUS 20 June 2008 31 October 2018 October 2019 Download
1.10 PREVIOUS 20 June 2008 01 March 2016 October 2017 Download

Information Security Risk Assessement

This document is intended to outline the policy procedure for assessing risks to the ADS Information Security, and then to act as an overarching assessment of all of the risks that may impact specifically upon the ADS technical systems. For the purposes of this document technical systems covers the following overarching elements of the ADS.

Version Status Created Date Last Updated Review Availability
1.1 CURRENT 02 July 2019 08 July 2019 July 2020 Download

Systems Overview

The Systems Overview document contains a summary of the current digital infrastructure of the ADS. It contains a brief overview of PCs, servers and storage, alongside some of the basic specifications. Please note that parts of this document have been redacted for security reasons.

Version Status Created Date Last Updated Review Availability
1.283 CURRENT 19 October 2017 11 July 2019 January 2020 Download
1.102 PREVIOUS 19 October 2017 06 February 2018 January 2019 Download
1.101 PREVIOUS 26 January 2012 18 March 2016 January 2018 Download

Security Overview

The Security Overview document provides a general summary of both technical and wider policy relating to the storage of personal information and datasets.

Version Status Created Date Last Updated Review Availability
1.14 CURRENT 26 January 2012 18 July 2019 January 2020 Download
1.13 PREVIOUS 26 January 2012 30 March 2018 January 2019 Download
1.12 PREVIOUS 26 January 2012 16 March 2016 January 2017 Download

Disaster Recovery Plan

The Disaster Recovery Plan summarises the processes and procedures put in place to protect and recover the ADS infrastructure from natural, man-made or environmental disaster. Please note that parts of this document have been redacted for security reasons.

Version Status Created Date Last Updated Review Availability
1.9 CURRENT 05 July 2006 05 March 2019 January 2020 Download
1.8 PREVIOUS 05 July 2006 30 January 2018 January 2019 Download
1.7 PREVIOUS 05 July 2006 08 March 2017 January 2018 Unavailable

Data Procedures

The Data Procedures provide an overview of the practices, processes and requirements associated with archiving and curating of datasets. They are arranged in specific documents for each data type and are static versions of active documents that are available internally. Those procedure documents which are currently under revision, or are only available in draft form, are not been made available here. These documents are specific to ADS procedures, but are closely connected and utilise the information found in the Guides to Good Practice.

Type Version Status Created Date Last Updated Review Availability
3D data 1.49 UNDER REVISION 26 January 2012 Unavailable
Audio 1.62 CURRENT 26 January 2012 10 July 2019 August 2020 Download
BIM 1.3 IN DRAFT 24 February 2017 Unavailable
CAD and Vector 1.143 CURRENT 26 January 2012 10 July 2019 August 2020 Download
Databases 1.103 CURRENT 26 January 2012 05 July 2019 August 2020 Download
Geophysics 1.99 CURRENT 26 January 2012 10 July 2019 August 2020 Download
GIS 1.173 CURRENT 26 January 2012 16 July 2019 August 2020 Download
Harris Matrices 1.14 IN DRAFT 04 September 2014 Unavailable
LiDAR 1.7 UNDER REVISION 26 January 2012 Unavailable
Medical Imaging 1.16 IN DRAFT 07 March 2017 Unavailable
Moving Images 1.18 CURRENT 26 January 2012 16 July 2019 August 2020 Download
PTM and RTI 1.78 IN DRAFT 26 January 2012 Unavailable
Raster Images 1.115 CURRENT 26 January 2012 16 July 2019 August 2020 Download
Scientific Data 1.2 IN DRAFT 19 May 2017 Unavailable
Speadsheets 1.131 CURRENT 26 January 2012 16 July 2019 August 2020 Download
Statistics 1.38 UNDER REVISION 26 January 2012 Unavailable
Text 1.141 CURRENT 26 January 2012 17 July 2019 August 2020 Download
Websites 1.29 UNDER REVISION 26 January 2012 Unavailable

File Formats

The File Formats list, part of Guidelines for Depositors, provides advice for depositors on the appropriate formats for deposition to the repository. This list is related to our data procedures documents, but is intended to assist depositors in the creation of the Submission Information Package (SIP).

Version Status Created Date Last Updated Review Availability
n/a CURRENT 2004 30 March 2018 March 2020 WWW

Checklists

The Checklists, alongside our internal documentation, provide short-hand overview of the activities associated with archiving and curating of datasets. They are arranged according to specific practices and are static versions of active documents that are available internally.

Type Version Status Created Date Last Updated Review Availability
Accession Checklist 2019 CURRENT 10 May 2013 17 July 2019 August 2020 Download
Accession Checklist (ADS-easy) 2019 CURRENT 22 August 2017 17 July 2019 August 2020 Download
Procedure Checklist 2019 CURRENT 10 May 2017 17 July 2019 August 2020 Download
AIP Checklist 2019 CURRENT 26 January 2012 18 July 2019 August 2020 Download

Outsource Partners

This document summarises the relationships of the ADS to those external bodies and agencies and the services that they provide to the repository.

Version Status Created Date Last Updated Review Availability
2.0 CURRENT 2019 09 March 2020 March 2021 Download
1.0 PREVIOUS 2019 19 October 2019 March 2020 Download

Roles and Responsibilities

This short document is primarily designed to answer the question: “who does what”? It should be noted that the following is a simplified breakdown of key areas of responsibility, and not substitutes for full job descriptions.

Version Status Created Date Last Updated Review Availability
1.5 CURRENT 14 October 2019 August 2020 Download