Libnova News

Government institutions are at the heart of societal memory and legal accountability. Every day, departments generate and manage thousands of digital records, legal documents, administrative files, research data, and citizen information. Preserving these records isn’t just about storage. It’s about safeguarding public trust, ensuring compliance with legal mandates, and maintaining long-term access to information.In this context, the role of digital preservation software for government becomes critical. Traditional document management systems or backups are no longer sufficient. What’s needed is a modern, standards-based infrastructure that unifies departments and archives under a cohesive digital preservation strategy.The Challenge: Fragmented Recordkeeping and Rising RiskAcross the globe, national archives face growing challenges. The digital records under their custodianship are increasing in both volume and complexity. Yet many public sector organizations continue to rely on manual processes, siloed systems, and inconsistent retention enforcement.This fragmented approach results in serious vulnerabilities:Loss or corruption of digital files Unauthorized or premature record disposal Difficulty enforcing retention schedules Inability to demonstrate transparency and legal compliance Missed preservation of historically valuable informationNational archives must juggle the dual role of governance and long-term stewardship. Without a unified and enforceable infrastructure, coordination between archives and government departments becomes reactive, inefficient, and error-prone.The Solution: Integrated Digital Preservation Across GovernmentALibnova has developed a modular, scalable, and standards-aligned digital preservation software for government institutions that bridges the operational needs of departments with the long-term stewardship responsibilities of national archives.This innovative solution consists of two interconnected environments:Department-Level Instance (Libsafe GO)Each public body operates an independent and secure environment to manage its digital records. These decentralized instances allow departments to:Manage records in line with internal policies Apply department-specific retention schedules Automate disposition and litigation hold workflows Operate autonomously while maintaining complianceNational Archives Instance (Libsafe Advanced)A centralized and robust preservation infrastructure aligned with international standards (OAIS, PREMIS, METS) that:Ensures authenticity, fixity, and long-term accessibility Receives eligible records from departments upon final disposition Supports public access via integrated discovery layers Manages metadata and format characterization at scaleThis architectural model allows records to flow seamlessly from their point of creation to permanent preservation, respecting all governance, legal, and archival policies along the way.Key Features Designed for Government NeedsALibnova’s solution is purpose-built to meet the complex and evolving demands of government information management. Core capabilities include:Automated Retention ComplianceDepartments can bulk-upload structured retention schedules (e.g., in CSV format). The system applies tailored policies, tracks timelines, and automatically flags records for transfer or deletion—ensuring compliance with national regulations.Lifecycle Automation Engine: From creation to transfer or purge, every stage in the digital record lifecycle is managed automatically. Approval workflows allow public bodies to apply litigation holds or justification notes, providing transparency and legal defensibility. Safe Testing Environments: Departments can simulate configurations and workflows in sandbox environments before going live—ideal for training and avoiding disruption. Secure Transfer and Access Control: Records are securely transferred to the national archive once eligible, maintaining integrity and audit trails. Access controls and encryption ensure confidentiality and data protection throughout the lifecycle. Public Access through OpenAccess: Archives can expose selected content—such as cultural heritage records or public reports—through OpenAccess, Libnova’s discovery module. With multilingual support, filtering, and multimedia compatibility, OpenAccess transforms archives into engaging digital portals.Benefits for Government InstitutionsFBy adopting Libnova’s digital preservation architecture, government agencies and national archives benefit from:Transparency and Cost ControlResource usage tracking supports fair billing models and helps institutions measure impact and efficiency.Legal and Regulatory ComplianceAdheres to national legislation and international archival standards, reducing institutional risk.Operational EfficiencyReduces manual processing, improves coordination, and automates retention and disposition tasks.Scalability and FlexibilitySuitable for pilot projects or national rollouts. Multi-tenant design allows phased implementation and growth.Sovereignty and SecurityFully configurable to align with national security, data residency, and internal policy requirements.InteroperabilityAPI-driven and compatible with existing records management, digitization, and metadata systems.Real-World Impact: A Model for National ArchivesThis model has already been adopted by forward-thinking national archives around the world. By directly integrating public departments into a cohesive preservation framework, these institutions are:Improving collaboration between archives and departments Enforcing policy compliance at the source of record creation Reducing silos and manual interventions Securing institutional memory for future generations Providing transparent access to information for citizens and researchersMore than just a technology stack, this is a strategic transformation in how public records are governed, preserved, and made accessible.Ready to Lead the Way in Digital Preservation?Digital preservation is no longer optional for governments—it’s essential. As technology evolves and public expectations rise, institutions must move beyond fragmented tools toward a sustainable, integrated strategy.Libnova’s digital preservation software for government provides the foundation for that transformation. With automation, compliance, and long-term preservation built in, it empowers national archives and government departments to meet their responsibilities—today and into the future.Whether you’re a national archive, ministry, or public agency, Libnova is ready to help you modernize your digital preservation infrastructure.👉 Contact our team to schedule a personalized demo or learn how other governments are building long-term success with Libnova.

The Digital Preservation Coalition (DPC) has released two major updates that digital preservation professionals should have on their radar: Digital Preservation Competency Framework – Version 2 Release Date: April 1, 2025Link: DPC Competency FrameworkThis updated framework continues to define the key skills and knowledge areas for digital preservation professionals. While its overall structure remains familiar, Version 2 introduces several important improvements: Clearer Skill Levels: Level names have been revised to make professional development pathways easier to follow. Practical Examples: Each competency now includes real-world activities for better understanding and application. It also integrates with the DPC Competency Audit Toolkit (CAT), which allows you to: Assess individual or team skills Compare actual responsibilities with job descriptions Identify gaps and plan training strategies 👉 Learn more about the CAT here: DPC CAT Rapid Assessment Model (RAM) – Version 3.0 Release Date: March 28, 2025Link: Download DPC RAM 3.0The go-to tool for benchmarking digital preservation maturity just got a major upgrade: 🌍 Now Available in Multiple Languages: Including Simplified and Traditional Chinese, French, Japanese, and Turkish — thanks to dedicated volunteers across the global community. ⚖️ Greater Emphasis on Ethics: The "Legal Basis" section has been expanded and renamed “Legal and Ethical” Includes guidance on important issues like Indigenous data sovereignty and the decolonization of archives 📊 New Visualization Tools: Updated charts and dashboards make tracking progress easier 📝 Forward Planning Template: Helps turn assessment results into actionable next steps This version was shaped by extensive community feedback — a collaborative effort for global impact. 🗣️ Join the Conversation At Libnova, we’re excited about these updates. They reflect a more structured, inclusive, and action-oriented approach to digital preservation.Are you using these tools, or planning to? Let us know in the comments!Got questions or want to share how your organization assesses skills or uses RAM? Let’s talk!

Is digital safeguarding not yet being implemented in your department? Do you wish to demonstrate and validate to your superiors the importance of digital preservation to prevent data loss and other related benefits? Wondering how to prevent data loss in a company? Or perhaps you’ve recently learned about the digital safeguarding concept and want to delve into why preserving your digital assets is crucial?In today’s post, we will detail the different reasons why safeguarding our data, collective knowledge, and cultural heritage is paramount for companies in different sectors, and for future generations. If you want to anticipate future problems with your archives, the first step is to understand the significance of this topic, not only for companies but also for individuals. Keep reading to discover why ensuring that historical records, cultural artifacts, scientific research, and business information remain accessible and intact over the years is essential.Understanding The Importance of Digital Preservation Through HistoryWhile the concept of digital safeguarding goes back centuries, for some people, it seems to be a new concept that is just being discovered.Early efforts in digital preservation focused on archiving digital content, such as scientific data, government records, and scholarly publications.In the 1960s and 1970s, organizations like the UK Data Archive began storing digital data on magnetic tapes and other electronic media, laying the groundwork for future preservation practices.During the 1980s and 1990s, as digital technologies became more prevalent, the importance of digital safeguarding became increasingly apparent. The growth of the internet and the proliferation of digital content highlighted the need for systematic approaches to ensure the long-term accessibility of digital materials.In the early 2000s, the community began developing standards, best practices, and tools to address the unique challenges of preserving digital information. Initiatives such as the Open Archival Information System (OAIS) reference model provided frameworks for managing and preserving digital content over time.As digital protection gained traction, governments, cultural institutions, and research organizations around the world started investing in digital conservation infrastructure and initiatives. National libraries, archives, and museums established digital protection programs to safeguard their digital collections and ensure their accessibility for future generations.In recent years, advancements in technologies, such as cloud storage, emulation, machine learning, and digital preservation platforms like Libsafe Go, have further expanded the capabilities of digital protection efforts. 

Many institutions rely on powerful digital preservation tools to protect valuable digital archives. The question is what features a good digital preservation tool should have. How can we choose the right one? You will find the answers to these questions in today’s post. Read on to discover the five must-have features of every digital preservation solution (there is a bonus section at the end with valuable insights you’ll like).Digital preservation tools are essential for safeguarding digital contentBefore discovering what features a good tool should have, we must first understand what these tools are for and how many types we can find. Digital preservation tools are designed to ensure the long-term accessibility, usability, and integrity of digital content. They encompass a variety of software solutions and strategies aimed at managing, protecting, and maintaining digital assets over time. The types of tools can vary based on their specific functionalities and intended use cases, including:File format conversion tools to convert digital files from obsolete or proprietary formats into more sustainable and widely supported formats, thus ensuring continued access to the content. Storage and backup solutions, focus on securely storing digital content and creating backup copies to guard against data loss due to hardware failures, disasters, or other unforeseen events. Digital asset management systems (DAMS), are comprehensive platforms designed to organize, catalog, and manage large collections of digital assets, providing functionalities for metadata management, version control, and access control. Fixity checking and validation tools, verify the integrity of digital files over time by generating and comparing checksums or cryptographic hashes, helping to detect any unauthorized alterations or data corruption. Emulation and virtualization tools, these tools and technologies recreate obsolete hardware and software environments, allowing legacy digital content to be accessed and experienced in its original context. Metadata extraction and preservation tools, these tools extract and preserve essential metadata associated with digital objects, including descriptive, administrative, and technical information, to ensure their proper identification, management, and interpretation. Digital Rights Management (DRM) Systems, control access to digital content and enforce usage restrictions to protect intellectual property rights and prevent unauthorized copying or distribution.Understanding the purpose and functionalities of these various types that exist is essential for identifying the most suitable solutions for preserving specific types of digital content and addressing the unique challenges of long-term preservation.Are digital preservation tools, digital preservation systems, and digital preservation platforms the same thing?While they share similarities, “digital preservation tools,” “digital preservation systems,” and “digital preservation platforms” are not the same. Digital preservation tools refer to individual software applications or utilities designed to perform specific tasks related to digital preservation. For example, format conversion tools, fixity checking tools, metadata management tools, and migration tools are all examples of digital preservation tools. These tools are often used in conjunction with each other within a broader digital preservation system.A digital preservation system encompasses the entire infrastructure, workflows, policies, and procedures required to preserve digital content over time. It includes the individual tools and the organizational processes, human resources, and technical infrastructure needed to manage and maintain digital assets. Digital preservation systems often consist of multiple integrated tools working together to achieve preservation goals.On the other hand, digital preservation platforms are software solutions that provide a suite of tools and functionalities for managing and preserving digital content. 

In the constantly evolving digital era, where information flows at dizzying speeds, data preservation has become a critical challenge. In this ever-changing digital landscape, standards play a fundamental role in ensuring the longevity and integrity of information. One of the most important frameworks in this regard is the Open Archival Information System (OAIS) Reference Model developed by the International Organization for Standardization (ISO).The Evolving Digital LandscapeBefore delving into the importance of standards in digital preservation, it is crucial to understand the context in which we operate. We live in an era where most of our interactions, transactions, and creations take place in digital environments. From government documents to family photographs, a vast amount of data now exists in digital formats. However, the ephemeral nature of digital media poses unique challenges in terms of long-term preservation.The Fundamental Role of StandardsStandards are like the pillars that support the digital infrastructure. They are agreed-upon rules and guidelines that establish the foundation for interoperability, quality, and sustainability. In the realm of digital preservation, standards are essential to ensure that data can be accessible and usable in the future, regardless of the technological changes that may arise.By establishing agreed-upon rules and guidelines, standards provide a common language that facilitates communication between systems, applications, and users. This uniformity promotes interoperability, allowing data to flow seamlessly across different platforms and technologies.Additionally, standards play a fundamental role in ensuring the quality and sustainability of data. By defining criteria and best practices, standards establish a framework for the creation, management, and preservation of digital information. This ensures that data is reliable, accurate, and consistent over time, which is crucial for its long-term utility and reliability.