Evaluating Institutional Repositories’ (IR) capabilities for long-term preservation with a focus on content, file format and metadata practices in selected public university libraries in Kenya

Abstract

The type of content and file format influences the success of digital preservation strategies. Institutional repositories are custodians of digital resources that are to be held in perpetuity necessitating the need to consider long term preservation of these resources. The purpose of this study was to evaluate the suitability of digital content and its metadata for long term digital preservation. The study was qualitative in nature utilizing interviews as well as document analysis. websites and IR database investigations were utilized to check on content, format and metadata adequacy. The findings revealed great inadequacies in the IRs’ capabilities to support long term preservation as evidenced by haphazard content and format selection, ingest procedures that did not consider long-term preservation as well as metadata that focused on access only. Recommendations included the need to involve archivist in develop selection and appraisal policies as well as development comprehensive metadata policies that ensured that preservation metadata was also captured as required. Creation of awareness among repository administrators to expose them to the importance of adopting open file formats and standard as well as benchmarking were also proposed. The paper provides insights into universities on the relationship between selection and processing of digital resources and their long-term preservation within the IRs in Kenya