Academic libraries and archives across Ontario are the custodians of a remarkable variety of unique materials that represent the collective memory of their institutions and communities. Increasingly, these materials exist in digital form: either acquired through purchase or donation, or created by the institution itself as university records or as the output of digitization projects. All of these heterogeneous digital objects require robust tools, systems and infrastructure for long-term preservation to ensure they remain accessible into the future.
Permafrost provisions a suite of tools, training and resources to enable members of the Ontario Council of University Libraries to begin actively processing digital objects for long-term preservation and access. It is operated by Scholars Portal on a cost-recovery basis.
Permafrost is now available to OCUL members. Interested in subscribing? Please contact us to express interest in using the service! Want a demo? Request access to our sandbox!
Scholars Portal installs, hosts and maintains the key technical components so you can focus on your core work.
Permafrost puts the importance of training and support front and center. Training resources and guides help you get started quickly and documentation and technical support keeps you rolling.
Access to the Ontario Library Research Cloud for storage means secure, affordable and reliable storage for preservation. Data is replicated three times between five data centers located at Ontario universities.
Standards-based, open source tools for preservation processing means that your collections will be maintained and accessible for the future.
Permafrost’s central function is provisioning hosted instance(s) of the preservation package generator Archivematica, a standards-based workflow tool for producing preservation-worthy packages of data for the future. Multiple instances are available at reduced cost for institutions with a variety of needs.
Participants access the Ontario Library Research Cloud for storage, a secure and affordable private cloud created and hosted by libraries in Ontario.
Training resources include initial onboarding and consultation sessions and a four-month hands-on consultation window. Additional training is available in person and online as needed.
Permafrost includes additional tools for smoother workflows, alongside guides and documentation to make getting up and running easier.
We support metadata-only integration with locally-hosted Access to Memory (AtoM) instances so you can make your materials accessible to users. Full AtoM integration workflows are in testing.
Information and statistics on stored packages is provided on a regular basis.
One-time cost of $2500 for 37 hours of systems and client support time.
Systems setup includes installation and configuration activities, optional metadata-only connection to a local AtoM instance, and user creation.
Client support includes initial testing, consultation through a readiness and needs analysis interview process, an initial training session, consultation and recommendations regarding settings and usage during the first twelve weeks of the service, and access to workflow documentation and ingest tools.
Additional integrations such as DSpace, automated workflows or connecting with local storage available at additional cost based on hours worked.
$300 per day plus travel and expenses (in person); $65 per hour online training.
Includes additional training on using Archivematica after onboarding support such as consultation on workflows and best practices for specific materials, assistance in overseeing transfers, and assistance in validating the results of test transfers.
Billed for one instance of Archivematica on an annual basis. Additional instances available for the full price of hardware cost plus 50% of one-time setup and annual technical support costs.
|Small (2 cores / 4GB memory / 100 GB processing space)||$700|
|Medium (4 cores / 8GB memory / 200 GB processing space)||$1,400|
|Large (8 cores / 16GB memory / 400 GB processing space)||$2,800|
Charged at the OCUL OLRC Rate. Permafrost participants do not have to be OLRC subscribers. Permafrost participants who are OCUL members will receive a single bill for total OLRC storage used.
|Per 1TB||$320 / year|
|5TB and up||$1,600 / year (includes OLRC membership)|
Technical support includes updates within six months of new releases; triaging and troubleshooting of errors and transfer failures; user management; and general monitoring and system maintenance.
Based on full time equivalent (FTE) student population statistics.
|Up to 5,000||$1,000|
|45,000 and up||$8,000|