Preservica Cloud Edition V5.9

Service Description

Preservica Cloud Edition v5.9

Preservica is a world leader in digital preservation technology and research. Our active preservation solutions are used by leading businesses, archives, libraries, museums and government organizations globally, to safeguard and share valuable digital content, collections and electronic records, for decades to come. Preservica Cloud Edition (CE) is a comprehensive cloud-hosted active preservation and public access platform. CE combines a rich set of OAIS compliant preservation workflows with affordable and durable cloud storage. CE is most suited for small and mid-sized organizations with limited local IT resources or servers, looking for a comprehensive out-of-the-box preservation solution, optimized for smaller or medium volume collections. CE is designed to support operations in regulated industries and the GDPR.

Overview • Create and ingest a website snapshot by crawling a user supplied URL Preservica CE contains all the functions required to deliver • Easily upload content, in multiple formats, resulting from advanced Digital Preservation, as specified in the Open digitization projects Archives Information System (OAIS) reference architecture (ISO 14721:2012): • Ability to upload DSpace packages and BagIt Bags

• Ingest ISO disks images (e.g. images of CD, DVD and Content Upload Hard Disk Drives)

Ingest allows users to load information into the archive in • Ingest directly from Microsoft SharePoint, PastPerfect a managed and efficient manner. Preservica CE provides: and CONTENTdm

• Upload content directly via browser (no tool download required) • Preserve email from Microsoft Outlook (MSG, PST), Gmail and Lotus Notes • Locally Installable “Upload Wizard” • Workflow steps to perform quality assurance including: Simple four step upload Virus checking Aimed at records producers and content creators ” Checksum verification • Locally installable “SIP Creator” to Checking permitted file formats Build submission packages from locally held files Checking metadata is well-formed Assign descriptive metadata from fragments created elsewhere or by using a GUI • Built in technical metadata extraction required for preservation (for more see Preservation below) Select where in the hierarchy to place the submission • Optional workflow to migrate file formats on ingest using user Upload content securely to Preservica defined migration pathway (normalization) • Locally Installable “Transfer Agent” • Automated storage processes: Upload large numbers of submission packages, up to 100 GB per package, to the Cloud Index selected metadata and content Deploy locally or centrally as a shared service Coordinate storage passing the material into the archival database and cloud storage Efficient background upload • Manual and automated workflows to perform all the ingest • An optional CE Bulk Upload Service enables uploads of up to processes required 80TB at a time quickly and easily, working in conjunction with AWS Import/Export Snowball • Ability to detect the ingest of duplicate files Service Description Preservica Cloud Edition v5.9

Archival Storage • Unlimited information hierarchy, with digital objects held at any level Preservica CE stores its content within Amazon Web Services • Drag and drop to organize and reorganize content and create (AWS) storage systems. This provides the following functions: virtual hierarchies • Use of AWS Simple Storage Service (S3) to hold digital assets • Synchronize catalog metadata and collection structure from (files) for fast, frequent access Axiell CALM, Adlib and ArchivesSpace • Save files to multiple servers in multiple data centres within a given geography (usually within a 10km radius) Access for Expert Users • Ability to split collection between Amazon S3 (fast storage) and Amazon Glacier (slow, lower cost storage) Preservica CE provides a Web based “Explorer” to allow the browsing, searching, viewing and downloading of all metadata • Optionally encrypt content stored in AWS and content:

• Isolation of content in S3 and Glacier to store the content for • Interactive features: one organization only Explore the collection hierarchy, drilling down to information • Integrity checking of all objects held in storage objects of interest • Checksums calculated on storage for each copy Flexible post ingest collection arrangement with drag-and-drop • Checksum re-calculated on access or at regular timed intervals Easy to build Virtual Collections to enable the rapid creation on files at rest of temporary exhibition • Confirmation by Preservica CE that when a file is accessed, it View the files and all metadata (description and audit trail) is the same as the file loaded in ingest using its own checksum for any information object (choose from MD5, SHA-1, SHA-256, SHAR-512) View technical metadata for files • Ability to save selected portions of the collection to an external Thumbnail preview of files (for selected file formats) FTP server Download any manifestation (representation) of an entire • Optionally maintain additional backup copies of files and information object or selected file metadata in a second supported cloud storage location In-browser rendering to view, listen or play content without [customer account]. having to download the file

• Search tools including: Data Management Full text search of permitted file formats and metadata Preservica CE contains a range of capabilities to allow users to Logical search functions (AND OR NOT etc.) manage the metadata that describes the content: Fielded searches incorporating searching over any registered • Metadata is held in Amazon’s Web Services Relational descriptive schema Database Service Limit search to within a selected collection or deliverable unit

• Descriptive metadata can select from one or more • Workflows standard metadata schemas provided (display and edit templates included) Launch Access workflows, for example creating a Dissemination Information Package (DIP) for download or Encoded Archival Descriptor (EAD) 2002 delivery, transforming metadata for download into preferred MODS 3.4 schema either using the provided METS transform or a user provided transform, and sending notifications by e-mail and/or Dublin Core 1.1 text when the DIP is ready for download • Alternately, descriptive metadata can make use of user provided Launch Data Management workflows for a specific descriptive metadata schemas information object, for example delete or move Add XML schema definition Optional workflow to migrate file formats on access using user defined migration pathway (normalization) Add transforms to present and edit the schema (XSLT) Add templates to allow metadata with default values to be • Ability to control access to content (or content and metadata) quickly added to information objects through roles and access control lists (see Administration) Add custom search indexes

• Content management functions provided: Assign one or more metadata fragments to an information object (file, record / deliverable unit, collection) Edit descriptive metadata on any information object Delete information controls with approval steps, editable retention period, alerts and optional time limited recovery View the audit trail of information and digital objects Service Description Preservica Cloud Edition v5.9

Access for Non-Expert Users • Standard tools provided including: Identification / Characterization: DROID 6.3 and signature file • A brandable Web based portal to provide advanced search and v93, JHOVE 1.18 (JPEG, PDF, HTML, JPEG2000, AIFF, XML, easy public and internal access to collection content TIFF, GIF, PNG), Native XML (validation only), Java Image IO • Open access for public information or user authentication for (for image formats), Jakarta POI (for MS Office), Media Info (for video formats), Entagged Library (for audio formats), FiWalk more secure content. (for disk images) • Fast playback of Audio/Visual content Migration: for example Native Java Image library (most image • Integration with content management systems via CMIS formats), Libre Office (various office formats to PDF and PDF/A), Imagemagick (most image formats), FFMPEG (various interface (read only) AV formats), iCat, Handbrake (for web friendly video) • Accessibility WCAG 2.0 AA • Ability to perform embedded object extraction and iterative file- level characterization within container formats (e.g. ZIP, GZIP, Preservation Planning and Action TAR, MS Office)

• Organization and Planning: • Implementation of all Preservation Actions via the standard workflow engine allowing more complex pathways or actions Uses File Format Registry based on the UK National Archives to be automated PRONOM database Ability to perform preservation planning based on simple selection of formats. Administration

This includes the ability to select preservation and • Includes a set of standard reports produced in PDF, XML presentation actions and to select migration pathways or CSV formats: Growing list of file formats recognized (more than 1600) Ingest Reports and migration pathways (more than 580) Access Reports • Characterizing the collection: Data Management Reports Ability to perform file-level characterization including format Preservation Reports identification, format validation and property extraction using best available tool Administration Reports Ability to perform component identification and measurement Proof and authenticity reports of component-level essential characteristics (e.g. Web pages) Storage & file type reports

• Migration • Administration Ability to perform migrations including post-migration Maintain Transfer Agreements with content suppliers verification of component-level essential characteristics Manage schemas used for content description Ability to create new “Digital Master” preservation copies Fast file existence check Ability to create lower quality presentation copies used for dissemination • User Management & Authentication Ability to see and compare pre- and post- migration Create and suspend users component information Create roles and assign to users • Support for Long Term Non-Permanent Records Users requested new password Automatically classify and set access permissions • Comprehensive security model for information objects during ingest Define tags saying which actions can be performed by Automate future actions (e.g. appraise, delete) based which user roles on policy rules Assign tags to collections and records (deliverable units) Search by classification allowing fine grain user access control to information objects

Service Description Preservica Cloud Edition v5.9

Support

Operations Development Program

• Preservica CE is operated by a professional operations team Preservica CE is under active development with major and minor sustaining system uptime, maintenance, upgrades, backups, releases made throughout the year. All development is performed performance and restores under our ISO 9001 Quality Management System.

• The hardware platforms are provided by Amazon Web Services via locations in US (N. Virginia), Canada (Montreal) or EU (Dublin) System Requirements

• Operations fall under our ISO 27001 (Information Security Access to Preservica is provided through the following Management System) accredited processes supported browsers

• There is no system administration requirement for the customer • Chrome v40+

• Training is included for users and managers of the system • Internet Explorer v11 • Firefox v40+ Professional Support Client platforms:

Preservica provides a full ongoing support service for advice and • Upload Wizard & Transfer Agent: Windows desktops guidance, and bug fixing. • SIP Creator: Windows (7, 10, 32 or 64 bit) or Linux desktops (7, 10, 32 or 64 bit)

Integration Open connection to internet required for connection to Preservica CE. Preservica CE includes extensions for use and integration Ability to download and locally install client application software • Synchronized data with supported catalogs (See Data for use of UL Wizard, SIP Creator and Transfer Agent. Management section)

• OAI-PMH API for providing metadata harvesting information

• Optional REST API for content read and write actions up to documented transaction limit.