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CASE STUDIES

Stanford University

Industry

Academic Institution

Country

USA

Tb Preserved

12 terabytes

Why did they
need libnova?

Download Success Story

Stanford University, renowned for its academic excellence and leadership in innovation, manages a vast and growing collection of digital assets critical for research and education.

Recognizing the importance of preserving these assets for the future, Stanford partnered with Libnova to address key challenges in their digital preservation strategy, paving the way for a more efficient and sustainable approach to managing their digital resources.

Stanford faced several significant challenges that hindered the effective management of their digital assets:

• Lack of information structure: Digital assets were stored without a clear organizational standard. This lack of structure made it difficult for the team to locate and retrieve files when needed, even though the data was technically preserved.
• Absence of technical preservation plans: There was no established methodology for organizing and preserving digital objects consistently, leading to inefficiencies and potential risks of data loss.
• Issues with access permissions: The university needed a robust framework to define who could access specific documents, particularly sensitive or confidential materials.
• Inconsistent storage practices: Files were saved in various formats, some of which were not suitable for long-term preservation or access. This inconsistency created barriers to accessing older digital assets.
• Manual processes for Open Access (OA) publishing: The process of making preserved assets available via Open Access was manual, time-consuming, and prone to human error.

Structuring with TPPs

Libnova introduced TPPs, which established a standard framework for organizing and structuring digital objects. This system allowed Stanford to integrate files into their preservation workflows seamlessly, even collaborating effectively with external digitization vendors who adhered to these standards.

Automating preserve – to – publishing

A fully automated system was implemented, connecting preservation efforts directly to Open Access publishing. This streamlined process significantly increased efficiency by eliminating manual intervention.

Building an access framework

Libnova worked with Stanford to create a detailed permissions model. Documents were classified based on security profiles, ensuring access was granted only to authorized individuals in line with institutional policies.

Setting format and structure standards

Recommendations were provided to standardize formats, naming conventions, and data structures, ensuring digital objects were stored consistently and in a manner that facilitated long-term accessibility.

Access Permissions Challenges

Libsafe implemented a robust permissions management system, enabling precise and secure control of file access according to UNESCO’s requirements.

Metadata Mismatch

Libnova customized the metadata schema in Libsafe to include UNESCO-specific elements, providing flexibility and ensuring better organization of files.

“Libsafe has provided a tailored and security-compliant solution for our digital preservation needs, allowing efficient data ingestion and ensuring long-term accessibility.”
Julie AdragnaRecords Management Team at UNESCO.

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