Preparations for Creating a Plan

Building a Preservation Plan

A Plan from a Preservation Set

You can perform searches of objects in your repository based on at-risk formats. The results will help you determine the degree of risk that exists among objects in your collections.

To build a plan from your risk format results, perform the following steps.

1. With your risk results open on the Search Object page, click the Launch Advanced Plan button.

Post-query Search Object page

Rosetta opens the Plan Details - Administrator Information page.

Preservation Plan Creation - Step 1

2. In the General Information section of the page, enter a name for this plan and a reason for adding it to the Preservation plan database.
3. To attach a supporting document to the test plan, click the Browse button in the Attached Documents section, locate the document you want to attach, and select it.
   The path and filename display in the Document path field.
4. To upload the file, click the Add button. Information about the file displays in the Attached Documents section.
5. To create a test set, click the Test Set Members button at the bottom of the page.
   Creating a test set is required for moving on to the next step.
   The Search Object page opens.

Search Object page from Preservation Plan

6. Select test set members from the Results pane by clicking the check boxes. If you have more than one page of test items to choose from, click the Add Selected button before moving on to the next page. (That will refresh the page.)
7. When you have added all items for your test sample, click the Review Set button to review all items in the set.
   The Set Members page shows the items you selected.

Set Members for Testing

8. After you review the set and delete any items you want to exclude, return to the wizard by clicking the Back text, make any adjustments you need, then click Next.
   The Plan Details - Alternatives Evaluation Form opens. This form determines the criteria your institution will use to evaluate the alternative. Criteria can relate any aspect of maintaining your institution and your collections.

Evaluation Criteria

This page shows one set of evaluation criteria for comparing the different alternatives. The entire table of criteria is loaded from a separate table and the user can delete any items that don’t apply to this plan.

9. For instructions on how to add new criteria that is not in the table, see Evaluation Criteria. When you are satisfied with the evaluation criteria for this alternative, click the Next button.
   The Plan Details - Evaluation Assignment page opens.

Evaluation Assignment

10. Click the Add User button to assign the evaluation of test results to an Editor in the system.
    The User List page opens to a table of Editors..

Editors Available for Evaluation Assignment

11. Click the check boxes beside the users to which you want to assign the evaluation. Then click the Add button.
    The Plan Details - Evaluation Assignment page refreshes with the user(s) you selected.
12. Click the Save button to save the plan and return to the List of Preservation Plans page. To save the plan and go directly to the Alternative List, click the Alternative List button.

Evaluation Criteria

The evaluation criteria of preservation plans and plan alternatives can be customized to suit your institution’s needs and priorities. Fields for evaluating criteria can be added to the system. They can be classified by type (text field or drop-down box). Code tables for drop-down values can be created by staff and stored in a dedicated table. This table and all related code tables are accessible to Preservation Analysts and Managers through the Management > Preservation user interface. Analysts creating evaluation forms for plans and alternatives can draw from this pool of criteria, as needed.

Managing Plan and Alternative Evaluation Forms

Evaluation criteria is set up for plans and plan alternatives in the same way.

You must first connect to the consortium before making code table updates for preservation.

To set up evaluation criteria:

1. Follow the path from the Preservation tab to Advanced Preservation Activities to Plan Evaluation Criteria or Alternative Evaluation Criteria, depending on whether you are developing criteria by which to evaluate a plan or to evaluate an alternate to a plan.
   The Manage Evaluation Criteria page you selected opens.

Evaluation Criteria Page

Existing fields and information for each field display in a table.

Header	Information
Field Name	The label of the field as it appears on the user interface of the person creating the survey.
Description	The tooltip, typically directions for how to enter a value for the field.
Field Type	The type of value, indicating the way to enter the value (select drop-down or enter text). Drop-downs (or “Combo Boxes” must be accompanied by code tables listing available selections.
Code Table Name	The code table that lists values for a Combo Box field. This table can be added to the system, or an existing code table can be used, with or without edits. See

Fields can be added (button top left), edited, or deleted (per row).

2. To view a field in detail and perform edits, click the Edit link of the field’s row.

View or Edit Entries for an Evaluation Field

3. Add entries for a new field or edit existing entries.
4. If you are creating a “Combo Box” (or, a box displaying values that the customer much choose from), click either the Edit Table button or the Create Table button to edit or create values for the selection box. See Adding/Editing a Code Table for information on how to manage code values for an evaluation field.
5. If you are creating or editing a text field, select the Field Type of Text.
6. When you are finished entering fields and values for the evaluation field, click Save to save your edits/entries and return to the list of fields for your plan or alternate.

Adding/Editing a Code Table

You must first connect to the consortium before making code table updates for preservation.

To add or edit values for a drop-down list within a field:

1. Click the Create Table button or, to edit an existing table’s values, select the Code Table Name from the drop-down menu and then click the Edit Table button.
   The Code Tables page opens.
   If you are creating a new table, enter a name and description in the respective fields and click the Create button. The empty row for a code table opens below the general table information.
   If you are editing an existing table, the full Code Tables page opens with values entered for the field you selected.

Code Table For Preservation Evaluation Criteria

To switch to another table, click the Table Name drop-down list and select a different table name.

2. Edit any existing row or add a new row from the Create a New Code Table Row section. You can also change the display order of the values as they appear in the drop-down list by clicking the up or down arrow buttons in the Display Order column.
3. When you have created the new table, click the Save button.
   The new or edited code table is saved to the system and can be used as part of an evaluation criterion,is added to the Preservation Plan, and shows in all future Preservation Plans and Plan Alternatives.

Adding Plan Alternatives

1. Access the Alternatives Details - General Information page through one of the following paths:
   • After creating a plan, click the Alternative List button at the bottom of the Plan Details - Evaluation Assignment page.

   • From the Preservation main page, click Preservation Plans, then click the Alternatives List text link corresponding to the row containing the plan you want to work with.
     The first time the Alternatives List Page is opened for this plan, no alternatives are listed and the message. No records were found displays below the Add Alternative button. Once you have added alternatives, Rosetta lists them in a table below the Add Alternative button.
     

     
     Alternatives List, Two Existing Entries

     When alternatives have been added, they appear in a table with general information and available actions (detailed below).

     Fields and Actions on the List of Alternatives

     Field	Description

     Add Alternative	Adds a new alternative for the plan. Note that the only supported alternative type at this point is migration.
     Evaluate Test	Opens the evaluation interface for evaluating the test results.
     View	Opens the alternative in view mode.
     Handle Technical Issues	Opens the TA folders where failed test sets are stored.
     Test Summary	If the alternative has been tested, opens the test results summary.
     Edit	Enables the user to edit the alternative details (selected plug-in, evaluation criteria, alternative evaluation).
     Duplicate	Creates a duplicate of the alternative.
     Delete	Deletes the alternative.
     Run Test	Runs a new test of the plug-in on the test subset. The system creates a new test record and directs the user to the test list. In the case of an external migration alternative, this action launches the process of creating the descriptor file and separates the representations that need to be sent for migration outside of Rosetta.
     Import	For external migration alternatives, this action launches the automatic validation that checks the descriptor file and matches it with the number of files in the import directory. If the validation passes, the loading starts automatically. If the validation fails, an error message specifies the lines in the descriptor file that didn’t pass the validation.

2. To create an alternative, click the Add Alternative button below the general information pane.
   The Alternatives Details wizard opens. The top pane contains general information like the plan name, the source classification and format, and the creator of the plan.

3. Enter information in the fields according to the table below.

    Alternative Wizard Step 1 Fields

   Field	Description

   Alternative Name	The name of the plan alternative.
   Description	(Optional.) A description of the actions involved in this alternative.
   Target Format	The format to which the source files' common significant properties should be automatically compared. The drop-down opens a list of available formats in the Format Library. The actual migration target format depends on the selected migration tool.
   Migration Type	Either internal or external, depending on whether the migrations in the file use an internal plug-in tool and are carried out through the Rosetta process automation framework or whether the files are sent to an external vendor who converts the files off-site and returns them to Rosetta as new representations of the IEs.
   Select Plug-in	A field that displays after a user selects Internal for the Migration Type. The field contains a drop-down list of all plug-ins that work with the selected format.
   Export/Import Directory	When the user has set the Migration Type to external, read-only directory paths for outgoing files (Export Directory) and returning files (Import Directory) display below the Migration Type field.

4. Click the Next button.
   • If the plug-in requires parameters, the second step of the wizard opens with a place for those parameter values below the Plugin Parameters bar.
     1. Enter values in the Plugin Parameters section.
     2. Click the Next button. The evaluation criteria for the alternative opens as step 3.
   • If no plug-in parameters are required, the evaluation criteria for the alternative opens as step 2.

Alternative Wizard, Step 2

Four types of evaluation, based on the format source and target for the alternative, display on this page.

5. Use the drop-down menus and text fields to indicate parameters for automatically evaluating the alternative source compared to the target or the target on its own.
6. Add or remove any manual criteria using the Add buttons and Delete text in the bottom section (Manual Evaluation) of the page.
7. Click the Next button.
   The Alternatives Details - Evaluation Criteria page opens. This is the final step of the alternatives wizard.

Alternative Wizard, Step 3

All the criteria selected previously by the plan editor displays for the evaluator. Each criterion has a list of possible values for selection (for example, Yes/No, Good/Fair/Bad) or an open text box for writing an evaluation.

10. Enter the details and click the Save button
    The alternative is complete and Rosetta returns you to the Alternatives List page, where the new alternative appears as an entry in the table.

Editing Alternatives

Alternative Details Edit Page

Descriptor File

• Generation
• Contents
• Validation