SUMMARY OF ORGANISATIONAL ISSUES IN DATA CURATION AND PRESERVATION

                          Preservation Workflow (Giaretta, 2011, p. 163)

Data curation is the continual management and preservation of digital research data and materials throughout their lifecycle, ensuring long-term accessibility for current and future users (Hassan, 2025).  However, institutions face significant challenges when implementing digital preservation. This paper summarises key organisational issues affecting digital preservation efforts.

One of the most significant organisation issues affecting digital preservation is lack of clear policies and strategies. Long term access to digital resources depends heavily on documented strategies underpinned by clear policy and procedures. Without policies to ensure longevity, institutions cannot claim to be undertaking digital preservation. A realistic preservation policy acts as a roadmap for achieving sustained access and realising future benefits (Yadav, 2016). 

Related to policy gaps are Intellectual Property Rights (IPR) issues. According to Charlesworth (2012), IPR has a substantial impact on digital preservation and is far more complex than for print materials. IPR in digital environments affects not only content but also associated software. Long-term preservation may require migrating materials to new formats or emulating the original operating environment, which is often impossible without legal permission from rights holders (Charlesworth ,2012).

Another pressing issue is insufficient funding. Digital preservation is expensive. It requires substantial, sustained funding to perform core activities required to create and maintain a trusted digital repository. Several aspects demand high investment. Digital preservation relies on new and sophisticated technology, hardware and software become obsolete rapidly. This necessitates on going transformation of data from one format or configuration to another to ensure long-term access (Adu & Ngulube, 2017).

A further organisational issue is the shortage of technical expertise. Shar et al (2021) states that effective digital preservation requires staff with specialist skills in electronic records management, metadata, and preservation workflows to support infrastructure and core processes. Muthoka et al. (2021) observed that personnel with the appropriate competencies and attitudes to initiate, implement and sustain digital preservation programmes are not readily available in many institutions.

Lack of commitment and leadership support also presents a significant organisational barrier to digital preservation. Masenya and Ngulwe (2020) found that many organisations fail to make digital preservation a high priority, and this lack of commitment hinders effective implementation. To sustain preservation initiatives, they must be aligned with the organisation’s strategic goals and mission. This requires management to first recognize the importance and benefits of digital preservation, which will encourage prioritisation and resource allocation (Masenya & Ngulwe, 2020).

Finally, a lack of collaboration and partnership opportunities creates further organisational issues for digital preservation. Osedo (2013) states that an organisation with a mandate to preserve electronic records is well served by maintaining and promoting collaboration among its many stakeholders. He emphasized that forming partnerships can help build collective knowledge and maximise combined resources to achieve digital preservation goals.  He further outlines five steps for creating digital preservation partnerships: cultivate a foundation of knowledge and identify a shared vision; assess the current digital preservation landscape at each institution; advocate for the value of digital preservation activities; implement shared digital preservation services; and sustain group activities and establish structures for ongoing support (Osedo, 2013).

In conclusion, organisational issues represent significant obstacles to sustainable digital preservation. Addressing them demands strategic commitment from organisational leaders.

For additional information, please click the link below:

Digital Preservation: Common challenges of digital preservation  

REFERENCE

Adu, K. K., & Ngulube, P. (2017). Key threats and challenges to the preservation of digital records of public institutions in Ghana. Information, Communication & Society, 20(8), 1127–1145. doi.org

Charlesworth, A. (2012). Intellectual Property Rights for Digital Preservation. Digital Preservation Coalition Technology Watch Report, 12-02.

Giaretta, D. (2011). Digital preservation: Terminology, techniques, testing and trust. Facet Publishing

Hassan, M. D. (2025). Data curation: A perspective of information retrieval to society. International Journal of Research and Scientific Innovation, 12(3), 563-565. https://doi.org/10.51244/IJRSI.2025.12030040

Masenya, T. M., & Ngulube, P. (2020). Factors that influence digital preservation sustainability in academic libraries in South Africa. South African Journal of Libraries and Information Science, 86(1), 52–63. https://doi.org/10.7553/86-1-1860

Muthoka, N. J., Ogalo, J. O., & Wasike, J. (2021). Challenges of digital preservation of information: A case of Kenya National Archives and Documentation Service, Kenya. The International Journal of Business & Management, 9(6), 245–250. https://doi.org/10.24940/theijbm/2021/v9/i6/BM2106-041

Osedo, O. A. (2013). Challenges of digital preservation in Africa. SSRN. https://ssrn.com/abstract=349688

Yadav, D. (2016). Opportunities and challenges in creating digital archive and preservation: An overview. International Journal of Digital Library Services, 6(2), 63-73. http://www.ijodls.in/uploads/3/6/0/3/3603729/ijodls727.pdf.