Digital Preservation Policy
- Introduction
The purpose of Memory Museum for Historical Justice is to collect, describe, preserve and make accessible documents in various forms and formats pertaining to the September 12, 1980 coup d’etat. The current policy aims to provide information on the methods and procedures followed by the Memory Museum for preserving its current and future collections, as well as the collected data to be used in the Map of Torture.
- Scope
The main accessible collection of Memory Museum contains oral testimonies, court files, and memory objects deposited by individuals who are directly affected by the coup d’etat and\or witnessed to the period. The main collection is accompanied by the Map of Torture, illustrating the extent of torture cases that took place during and after the coup d’etat as the most prevalent human rights abuse of the period. Along with digital documents and data, Memory Museum preserves and makes accessible various analog documents such as photographs, newspapers, periodicals, etc. The Memory Museum aims to enhance its collections with analog and digital documents that provide new information or confirm the readily available information; that contribute to the integrity, comprehensiveness, and the research and evidential value of the current collection; and that envision the changing user needs and knowledge base.
- Preservation Strategy
The main collection is made available by digitizing analog materials. The Museum aims to preserve its digitized material for the longest term possible, while also taking into account the challenges of preserving and making accessible digital materials such as rapid technological change. Regardless of its format, the main purpose of this process is to maintain the accessibility, authenticity, integrity and the evidential value of each document. As all the documents are in non-proprietary format, the Museum does not envision migration until the next revision of this document. On the other hand, in conjunction with its Collection Development Statement, the Museum accepts to migrate documents in old formats to new ones, to be made accessible in accordance with the relevant standards and law. The Museum agrees to preserve indefinitely the material which cannot be readily made accessible in consequence of legal restraints, and which have high research and evidential value.
3.1 Standards and Ethical Responsibility
The Memory Museum is OAIS-compliant [ISO 14721], and makes its periodical capacity assessment based on Trusted Digital Repositories [ISO 16363]. Accordingly, the Museum;
– Negotiate for and accept appropriate information from information Producers.
– Obtain sufficient control of the information provided to the level needed to ensure Long Term Preservation.
– Determine, either by itself or in conjunction with other parties, which communities should become the Designated Community and, therefore, should be able to understand the information provided, thereby defining its Knowledge Base.
– Ensure that the information to be preserved is Independently Understandable to the Designated Community.
– Follow documented policies and procedures which ensure that the information is preserved against all reasonable contingencies, including the demise of the Archive, ensuring that it is never deleted unless allowed as part of an approved strategy.
– Make the preserved information available to the Designated Community and enable the information to be disseminated as copies of, or as traceable to, the original submitted Data Objects with evidence supporting its Authenticity.
Moreover, with the help of a preservation metadata scheme prepared in accordance with its purposes and needs, the Museum guarantees to make informed decisions and effective planning, while also maintaining its reliability and transparency. While pursuing their daily and mandatory functions on preservation copies, the Museum staff ensures to protect the privacy of individuals who donated or created the material, or who are the subject of the material.
3.2 Security
3.2.1. Data Security
In accordance with its guarantee of maintaining the integrity, reliability, useability, and authenticity of the material it preserves and makes accessible, the Memory Museum creates and registers checksum of each document. It also makes regular integrity checks, and make a record of each necessary step taken.
3.2.2. Technical Infrastructure Security
The main working station of the Memory Museum is securely accessible only by the archive manager. Cloud service is provided in accordance with the high amount of sensitive information that the documents contain.
3.3. Storage
The Memory Museum keeps one preservation, one access copy and the related documentation therewith. Additionally, it keeps three preservation copies: two in separate portable hard disks with a safe distance between, and one in the cloud system. The renewal period of the hard disks is three years, based on their minimum lifetime. It is the Museum’s responsibility to devise different storage solutions and strategies pursuant to the technology watch and to the changing quality and quantity of the digital material.
3.4 Roles and Responsibilities
The preservation process, with all its necessary steps, is in the responsibility of the archive manager and the archivist. The necessary policies and statements in this regard are prepared by the archive manager in cooperation with project coordinators and legal counsellors. In some cases, third party cooperation might be put in place. The revision of this policy is the responsibility of the archive manager, while it is approved by the project coordinators.
3.5 Access and Use
The responsibility of making a reference to the documents used in research and other relevant work is on the user. Additionally, in certain circumstances, users have the right and ability to contact the Museum for accessing data not included in the access copies. For more detail, see: Access Policy, KVKK
- Revision
The revised version of this policy is to be available on 01 January 2024.
- Related Policies and Statements
Access and Use Policy
The Protection of Personal Information
Collection Development Statement
- Glossary
Digital preservation: An essential and necessary component of digital archiving ensuring longevity of an electronic object. Digital preservation covers the processes and operations involved in ensuring the technical and intellectual survival of authentic electronic records over time (such as the ongoing monitoring, migration and storage of records and managing the metadata which describes the origin and successive treatment of the record).
Collection: An artificial assemblage of documents accumulated on the basis of some common characteristic without regard to the provenance of those documents. Not to be confused with an archival fonds.
Integrity: The fact that data are not modified either intentionally or accidentally without proper authorization.
Preservation copy: The version of a thing set aside to protect its informational content from harm, injury, decay, or destruction.
Access copy: A reproduction of a document created for use by patrons, protecting the original from wear or theft; a use copy.
Migration: The act of moving records from one system to another, while maintaining their authenticity, integrity, reliability and useability. Migration involves a set of organised tasks designed to periodically transfer digital material from one hardware or software configuration to another, or from one generation of technology to another.
Checksum: A unique alphanumeric value that represents the bitstream of an individual computer file or set of files.
Open Archival Information System: A high-level model that describes the components and processes necessary for a digital archives, including six distinct functional areas: ingest, archival storage, data management, administration, preservation planning, and access.
- Introduction
The purpose of Memory Museum for Historical Justice is to collect, describe, preserve and make accessible documents in various forms and formats pertaining to the September 12, 1980 coup d’etat. The current policy aims to provide information on the methods and procedures followed by the Memory Museum for preserving its current and future collections, as well as the collected data to be used in the Map of Torture.
- Scope
The main accessible collection of Memory Museum contains oral testimonies, court files, and memory objects deposited by individuals who are directly affected by the coup d’etat and\or witnessed to the period. The main collection is accompanied by the Map of Torture, illustrating the extent of torture cases that took place during and after the coup d’etat as the most prevalent human rights abuse of the period. Along with digital documents and data, Memory Museum preserves and makes accessible various analog documents such as photographs, newspapers, periodicals, etc. The Memory Museum aims to enhance its collections with analog and digital documents that provide new information or confirm the readily available information; that contribute to the integrity, comprehensiveness, and the research and evidential value of the current collection; and that envision the changing user needs and knowledge base.
- Preservation Strategy
The main collection is made available by digitizing analog materials. The Museum aims to preserve its digitized material for the longest term possible, while also taking into account the challenges of preserving and making accessible digital materials such as rapid technological change. Regardless of its format, the main purpose of this process is to maintain the accessibility, authenticity, integrity and the evidential value of each document. As all the documents are in non-proprietary format, the Museum does not envision migration until the next revision of this document. On the other hand, in conjunction with its Collection Development Statement, the Museum accepts to migrate documents in old formats to new ones, to be made accessible in accordance with the relevant standards and law. The Museum agrees to preserve indefinitely the material which cannot be readily made accessible in consequence of legal restraints, and which have high research and evidential value.
3.1 Standards and Ethical Responsibility
The Memory Museum is OAIS-compliant [ISO 14721], and makes its periodical capacity assessment based on Trusted Digital Repositories [ISO 16363]. Accordingly, the Museum;
– Negotiate for and accept appropriate information from information Producers.
– Obtain sufficient control of the information provided to the level needed to ensure Long Term Preservation.
– Determine, either by itself or in conjunction with other parties, which communities should become the Designated Community and, therefore, should be able to understand the information provided, thereby defining its Knowledge Base.
– Ensure that the information to be preserved is Independently Understandable to the Designated Community.
– Follow documented policies and procedures which ensure that the information is preserved against all reasonable contingencies, including the demise of the Archive, ensuring that it is never deleted unless allowed as part of an approved strategy.
– Make the preserved information available to the Designated Community and enable the information to be disseminated as copies of, or as traceable to, the original submitted Data Objects with evidence supporting its Authenticity.
Moreover, with the help of a preservation metadata scheme prepared in accordance with its purposes and needs, the Museum guarantees to make informed decisions and effective planning, while also maintaining its reliability and transparency. While pursuing their daily and mandatory functions on preservation copies, the Museum staff ensures to protect the privacy of individuals who donated or created the material, or who are the subject of the material.
3.2 Security
3.2.1. Data Security
In accordance with its guarantee of maintaining the integrity, reliability, useability, and authenticity of the material it preserves and makes accessible, the Memory Museum creates and registers checksum of each document. It also makes regular integrity checks, and make a record of each necessary step taken.
3.2.2. Technical Infrastructure Security
The main working station of the Memory Museum is securely accessible only by the archive manager. Cloud service is provided in accordance with the high amount of sensitive information that the documents contain.
3.3. Storage
The Memory Museum keeps one preservation, one access copy and the related documentation therewith. Additionally, it keeps three preservation copies: two in separate portable hard disks with a safe distance between, and one in the cloud system. The renewal period of the hard disks is three years, based on their minimum lifetime. It is the Museum’s responsibility to devise different storage solutions and strategies pursuant to the technology watch and to the changing quality and quantity of the digital material.
3.4 Roles and Responsibilities
The preservation process, with all its necessary steps, is in the responsibility of the archive manager and the archivist. The necessary policies and statements in this regard are prepared by the archive manager in cooperation with project coordinators and legal counsellors. In some cases, third party cooperation might be put in place. The revision of this policy is the responsibility of the archive manager, while it is approved by the project coordinators.
3.5 Access and Use
The responsibility of making a reference to the documents used in research and other relevant work is on the user. Additionally, in certain circumstances, users have the right and ability to contact the Museum for accessing data not included in the access copies. For more detail, see: Access Policy, KVKK
- Revision
The revised version of this policy is to be available on 01 January 2024.
- Related Policies and Statements
Access and Use Policy
The Protection of Personal Information
Collection Development Statement
- Glossary
Digital preservation: An essential and necessary component of digital archiving ensuring longevity of an electronic object. Digital preservation covers the processes and operations involved in ensuring the technical and intellectual survival of authentic electronic records over time (such as the ongoing monitoring, migration and storage of records and managing the metadata which describes the origin and successive treatment of the record).
Collection: An artificial assemblage of documents accumulated on the basis of some common characteristic without regard to the provenance of those documents. Not to be confused with an archival fonds.
Integrity: The fact that data are not modified either intentionally or accidentally without proper authorization.
Preservation copy: The version of a thing set aside to protect its informational content from harm, injury, decay, or destruction.
Access copy: A reproduction of a document created for use by patrons, protecting the original from wear or theft; a use copy.
Migration: The act of moving records from one system to another, while maintaining their authenticity, integrity, reliability and useability. Migration involves a set of organised tasks designed to periodically transfer digital material from one hardware or software configuration to another, or from one generation of technology to another.
Checksum: A unique alphanumeric value that represents the bitstream of an individual computer file or set of files.
Open Archival Information System: A high-level model that describes the components and processes necessary for a digital archives, including six distinct functional areas: ingest, archival storage, data management, administration, preservation planning, and access.