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|| || Preservation Procedure Policy: Roles and Responsibilities ||
|| Related Guidance Policy \\ | Organisation |
|| Definition/ Description | Roles and responsibilities with regard to the preservation of the digital collections should be clear to the employees in the organisation and written down in processes and procedures that are regularly updated. \\ |
|| Why | It is important that everyone in the organisation is aware of who is responsible for what.  During the lifecycle of the digital collections various decisions need to be taken and actions planned from deciding which collections will be created, the criteria under which collections will be accepted, the quality control measures and the approval of preservation plans.  It is important for achieving the digital preservation goals that the organisation has a clear view who is involved and who is entitled to make decisions. \\
In some cases collections might have owners that are outside the organisation and it is important to identify the responsibilities in these cases.  Deposit agreements and contratcs should make this clear. \\ |
|| Risks | Lack of understanding roles and responsibilities might lead to misunderstandings, ad hoc  solutions, and decisions that are not in line with the organisational policies. Ultimately it can lead to loss of trust. \\
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|| Life cycle stage | Description and Representation Information, Preservation Planning, Community Watch and Participation, Curate and Preserve \\ |
|| Stakeholder | *Management*: on all levels management should be involved in defining roles and responsibilities \\ |
|| Cross Reference | Staffing and expertise |
|| Examples | \\ \\
Portico where all stages have an appointed role that is responsible for making decisions about for example deletion of content, change of tools, collection building and preservation actions  Source: Portico, [|]\\ \\
UK Archaeology Data Service: which defines the preservation responsibilities and activies for the following roles: Director, Collections Manager, Systems Manager, User Services Manager,Adminsitrator, Application developer, Curatorial staff and finally all staff. See policy for details. Source: [|]\\ |
|| Control Policy | The stakeholders and roles used in the control policies for automated use need to map to the appropriate stakeholders in the organisation. \\ \\
In addition, any tools being used need to have the right stakeholder set up to receive information about events and plans and make any decisions. \\ |
|| Questions to foster discussions | * Does your organisation have defined a policy that indicates which are the roles for those departments and personnel involved in preservation?
* Does the repository hold any agreements or contracts that discuss responsibilities of partners? |