Digital Preservation in Digital Libraries: A Systematic Literature Review

Digital Preservation in Digital Libraries: A Systematic Literature Review

Umi Nadia Jalaludin @ Kamarudin, Nur Ezzaty Rosly, Siti Hajar Sahriman, Amirah Zakiah Rosihidin, Mohd Razilan Abdul Kadir^*

College of Computing, Informatics and Mathematics, University Teknologi MARA, Puncak Perdana Campus, Shah Alam, Selangor, Malaysia.

*Corresponding Author

DOI: https://dx.doi.org/10.47772/IJRISS.2025.9010326

Received: 15 January 2025; Accepted: 18 January 2025; Published: 21 February 2025

ABSTRACT

This systematic literature review aims to explore digital preservation efforts in digital libraries. As the digital landscape evolves, digital libraries must adopt strategies to keep in line with new technologies and practices. Digital preservation has emerged as a crucial component of the library setting and a key tenet in guaranteeing the preservation of information sources. A total of 50 articles were selected out of 681 articles from Emerald Insight, Scopus, Web of Science, and Science Direct using predefined inclusion and exclusion criteria followed by the Preferred Reporting Items for Systematic Reviews and Meta-Analyses (PRISMA) statement. The findings revealed that out of 50 articles, a total of 54% indicate collaboration and knowledge sharing as key benefits for effectiveness and sustainability, 38% mentioned legal considerations focusing on compliance and access, 57% revealed the best practice is collaboration, investing in technology and regularly monitoring and evaluation, and 44% revealed challenges and limitations while improving the resources accessibility and enhancing the implementation of digital preservation such as lack of skilled staff, limited funding, inadequate policies, insufficient research, unclear strategies and privacy concerns. This study highlights the need for a combined effort involving technology, policies, and partnerships to overcome these obstacles and ensure digital content remains available for future generations. It offers practical insights for libraries and researchers aiming to improve digital preservation in a fast-changing world.

Keywords— Digital Preservation, Digital Libraries, Systematic Review, Challenges, Best Practices

INTRODUCTION

Digital preservation is defined as digitalization employing computers, electronic devices, smartphones, digital cameras, recorders, and digital displays to preserve rare, fragile items and object [50]. Digital libraries are collections of documents that are made available online in electronic format, and preservation methods are used to bring those outdated materials into digital format [24]. Digital preservation is commonly aimed for long-term preservation, maintenance, and accessibility of digital content, using one or more digital preservation techniques.

As the digital landscape evolves, digital libraries must adopt strategies to keep in line with new technologies and practices. This digital landscape is clouded with ambiguity and complexity when it comes to a few types of preservation access [43]. Technological affordances have made information access a lot easier and faster [5].  Addressing other institutions and entities regarding digital preservation could form strategies and approaches to improve access and preserve and promote scholarly engagement with historical records and materials.

Due to the increased information services, it offers the user, digitization in libraries has become a technological need that libraries must implement. Consequently, someone else can receive the relevant information and services without the bother of moving or waiting [12]. To be in line with the speed, accuracy, and availability of library resources and services, digital preservation technology has been crucial to the updating process. Digitization is a fundamental process that protects information sources against deterioration or loss over extended periods [13].

According to Reference [37], digital preservation is one of the crucial concerns in the digital age, where knowledge and information are abundant. The world is going through a unique new revolution called the information revolution, which has drastically altered the way of events, corporate operations, information handling techniques, and information sources, especially the preservation of digital information sources. As a result, digital preservation has emerged as a crucial component of the library setting and a key tenet in guaranteeing the preservation of information sources in all their formats. Ensuring cultural and intellectual legacy is maintained while making it accessible over time is the main goal of digital preservation [26].

Digital preservation in libraries faces numerous challenges, including capturing user context, ensuring long-term accessibility, and addressing legal and ethical considerations. Research in digital preservation remains limited, with theoretical, methodological, and technological challenges needing attention to ensure the sustainability and authenticity of digital materials [46]. Digital preservation research must address issues of capturing, storing, and utilizing user and context information, like challenges faced by the digital library community [16]. Overcoming these challenges requires interdisciplinary collaboration and the development of the best practices to ensure long-term viability and accessibility.

To accomplish the goal, the subsequent four research questions were defined:

RQ1. What are the main strategies for legal and copyright compliance in preservation practices in digital libraries?

RQ2. What standards and best practices are most implemented in digital preservation for digital libraries?

RQ3. What are the benefits of collaboration and knowledge sharing in enhancing the effectiveness and sustainability of digital preservation in digital libraries?

RQ4. What are the challenges and limitations of digital preservation in digital libraries?

METHODOLOGY

This section presents the systematic literature review process used for this investigation. The procedure, which outlines certain measures to be taken throughout the review process, has been utilized to guarantee the uniformity of the literature review [40]. By following predetermined procedures, other researchers conducting the same literature study will be able to replicate the findings.

Data collection

The systematic review rules outlined by Hemingway and Brereton (2009) were adopted for the literature review [25]. As mentioned, the review focused on identifying digital preservation in digital libraries settings. Consequently, restrictions were imposed on specific types of libraries, such as those in higher institutions during the literature search.

Selection of article databases

The selection of articles for this paper is retrieved from Perpustakaan Tun Abdul Razak (PTAR) My Knowledge Management portal in the Library and Information Science category from a set of article databases which are Scopus Elsevier, Web of Science, Emerald Insights, and Science Direct. The considerations for selection are subject coverage, accessibility, full-text availability, and search features.

Search terms

Searching articles are conducted by application of information retrieval techniques which are Boolean Operators: Direct quotes, AND, OR to narrow the relationships between keywords in a search and construct more targeted results which:

• Digital preservation AND;
• Digital libraries AND;
• Challenges OR Legal consideration OR Best practice OR Standards OR Collaboration

Selection of article databases

An inclusion and exclusion criteria were constructed to ensure the article database retrieved met the pre-set criteria. The search was operated in advanced search for a date range between 2017 to 2024 in journal article content type.

Table 1 Inclusion Criteria

Data screening: The screening with inclusion and exclusion process is defined in the PRISMA flow chart as illustrated in Figure 1.0. Records screened in total of 681 articles with initial review of titles and abstracts which resulted in the removal of 52 articles duplicates in the databases, Next, studies on other than digital preservation in digital libraries were excluded (n=240). This exclusion process screened 389 studies with articles excluded for full text not accessible (n=120), language (n=9) and articles not focused on the subject areas of information science (n=210) that were retrieved for inclusion in the study.

Fig. 1 PRISMA flow diagram

Data analysis

The papers were classified and analyzed in three categories:

• Theoretical or conceptual framework
• Empirical works
• Theoretical and Empirical works

Content analysis was selected as the analysis method for this study. The study aims to identify themes by examining the existing research on digital preservation in digital libraries. Additionally, it is anticipated that most of the articles will avoid dealing with statistical data that is easily comparable. Articles selected through the selection process were decoded and categorized into the following categories: legal considerations, standards and best practices, collaboration and knowledge sharing, and challenges and limitations.

Results

The results from searching for a literature review resulted in 681 research papers. Research publications were located using pre-specified search terms. With inclusion and exclusion criteria applied, 50 significant articles were selected for the systematic review of digital humanities practices in academic libraries. The results were carefully reviewed to ensure that the data analysis was relevant, reliable, and consistent with the research objectives of this paper.

Table 2 Search Result from Different Databases

Research designs

The designs of the research papers were analyzed to ensure the validity and reliability of the systematic reviews of digital preservation in digital libraries. 50 research papers were selected and analyzed. Three categories were identified to discover research strategies which are theoretical or conceptual framework (qualitative), empirical works (quantitative), and theoretical and empirical works (mixed methods).

As shown in Figure 2.0, out of 50 articles retrieved, a total of 26 articles 52% were identified as empirical works, 14 articles 28% were identified as theoretical works, and 10 articles 20% were identified as theoretical and empirical works. The qualitative methods used in studies on digital preservation include literature reviews, theoretical analyses, and talks to investigate theories, models, and conceptual frameworks. While quantitative methodology employs quantitative methods, such as experiments, surveys, or statistical analyses, to investigate aspects of digital preservation mixed methods employ integrated theoretical models and actual data, offering a holistic viewpoint through integrating qualitative and quantitative methodologies. The research designs for 50 selected articles on digital preservation in digital libraries exhibit a balanced, diverse methodological landscape, with empirical studies being the most prevalent, emphasizing theoretical and practical perspectives.

Fig. 2 Research designs

The studies comprising (n = 26) empirical studies primarily utilized case studies, surveys, and interviews to explore the digital preservation activities in digital libraries. For example, case studies of the Digital Preservation Working Group (DPWG) identified a common need to develop digital preservation workflows to share knowledge and coordinate digital preservation activities [31]. Qualitative data collected through interviews with respondents from Ghanaian academic libraries discover available standards and practices that seem inadequate for long-term preservation in the institutional repositories [2]. A survey of research methods revealed institutional repositories help spread academic research, increase readership, improve access to local content, minimize damage, preserve library space, and help Nigerian research discoveries become more widely known [39].

Theoretical studies (n = 14) highlighted frameworks that offer insights into the accessibility and sustainability of digital library systems and archival systems, focusing on the long-term effectiveness of digital information and information systems. For example, DeLone and McLean’s Information System Success Model (1992) provides a comprehensive framework for evaluating the effectiveness of information systems. The Open Archival Information System (OAIS), archiving system conceptual framework seeks to protect and sustain digital information’s long-term accessibility. Mixed-methods studies (n = 10) integrated real-world applications with theoretical understanding. For example, visual models showing the research process by Morse (1991), Creswell et al. (2003), and Creswell (2005). To achieve triangulation, the study combined a quantitative questionnaire with one-on-one qualitative in-depth interviews. This involved document reading, observation, and questionnaire preparation. Best practices were combined with theoretical insights, a study by Dressler V. (2017), an analysis of digital preservation policy at ARL institutions assessing the benefits and drawbacks of the policies at ARL member institutions [18].

The following sub-sections provide a discussion of the SLR research topics addressing the proposed study’s RQs.

Legal and copyright Considerations/Access and Legal Compliance (RQ1): The first research question discussed is What are the main strategies to ensure legal and copyright compliance in preservation practices in digital libraries? 38% of the papers have revealed the key legal and copyright considerations for digital preservation in digital libraries, focusing on compliance and access. Directives support digital libraries’ adaptation to technological advancements and navigate copyright complexities, enabling broader digital access and preservation. 20% of theoretical works revealed copyright and legal issues are key factors affecting digital preservation sustainability. 15% of empirical research found the key factors include effective tools, reliable repositories, skilled staff, institutional support, and effective management.

Source:

Standard and Best Practices (RQ2): The second research question is What standards and best practices are most implemented in digital preservation for digital libraries? Standards refer to established rules, guidelines, or specifications to ensure consistency, compatibility, and quality in digital library systems and operations. Best Practices, however, are widely accepted approaches, methods, or procedures that have proven effective through experience. They are recommendations rather than formal requirements and are often used to complement standards to enhance digital library workflows. Based on 50 articles, 57% have mentioned that collaboration is one of the best practices in Digital Preservation in Digital Libraries. There are 31% of the articles attached to the importance of technology investment as a standard for digital preservation while there are 12% mentioned monitoring and evaluation as standard and best practices in implemented digital preservation.

Sources:

Collaboration and Knowledge Sharing (RQ3): Related to the research questions What are the benefits of collaboration and knowledge sharing in enhancing the effectiveness and sustainability of digital preservation in digital libraries? 54% of the papers have identified collaboration and knowledge sharing as key benefits for improving the effectiveness and sustainability of digital preservation efforts by combining knowledge, encouraging creativity, offering assistance and mutual support, cost reduction, efficient problem-solving, and long-term program development. 16% of empirical works have also discovered that institutional repositories of digital libraries can gain from collaborating with professionals to ensure ethical, legal, and secure handling of research data, benefiting both the research community and the research community. 24% out of 50 papers discovered that open data thrives and advantages community involvement and trust, essential for sustainability and growth.

Sources:

Challenges and Limitations (RQ4): As mentioned above, the research questions What are the challenges and limitations of digital preservation in digital libraries? 44% of the empirical papers have identified that digital preservation and digital libraries pose challenges and limitations while improving the resources accessibility and enhancing the implementation of digital preservation by highlighting lack of skilled staff, lack of technology infrastructure and facilities, lack of IT knowledge, poor funding and policy implementation and inadequate research and development activities. 34% have discovered that digital preservation of digital libraries is faced by policymakers, with privacy and security issues that hinder the institution from fully utilizing it. 22% out of the selected 50 papers were a combination of empirical and theoretical discoveries that lack clarity, do not follow the common standard of documentation, and do not understand the user culture as the challenges and limitations of the digital preservation of digital libraries.

Sources:

DISCUSSION

This systematic literature analysis, using the most current publications, assisted in identifying an overview of relevant studies pertinent to digital preservation in digital libraries. The results indicate that the focus is on strategies for ensuring legal and copyright compliance in digital library preservation practices. Key considerations include directives, effective tools, reliable repositories, skilled staff, institutional support, and effective management. These factors contribute to broader digital access and preservation.

Digital libraries benefit from collaboration and knowledge sharing in digital preservation as an effort to combine resources, skills, and technology, which increases preservation’s sustainability and efficiency. In addition to adopting the best practices, institutions can improve data security, share expenses, and guarantee the long-term availability of digital collections. It is vital to address challenges like limited technology, funding, expertise, and policy frameworks with shared digital preservation tools and infrastructure. Knowledge sharing makes it possible to implement the best practices and innovative strategies without requiring in-house specialists and to take advantage of the experience of larger institutions. The findings also demonstrate that collaboration can encourage a culture of prudent data stewardship, especially in environments with limited resources to ensure standardized practices for ethical data handling.

Furthermore, digital libraries pose many challenges and limitations to practicing digital preservation while improving the accessibility of resources and enhancing the institutional rank. Most of the findings show that lack of skilled staff, technology infrastructure and facilities, IT knowledge, poor funding and policy implementation, and inadequate research and development activities were the major issues in digital preservation ideas. Additionally, challenges and limitations hinder the feasibility of digital preservation to provide a variety of content and long-term visibility for future users. It is necessary to emphasize what needs to be prioritized and critical areas in fostering digital library activities. Having a strategic plan could emphasize the need for improved practices and collaboration to effectively manage and sustain digital preservation in the face of rapid technological changes.

Other than that, most articles highlighted the importance of metadata in implemented standards and best practices in digital preservation in digital libraries. It shows that metadata plays a critical role in standards and best practices for digital preservation within digital libraries. It serves as the backbone for ensuring that digital content remains accessible, usable, and understandable over time. Collaboration also plays a vital role in strengthening digital preservation efforts. No single institution can tackle the complexities of digital preservation alone, especially given the rapid technological advancements, diverse formats, and growing volume of digital content. Collaborative initiatives enable the sharing of resources, expertise, and infrastructure to ensure the long-term preservation and accessibility of digital collections.

The limitation of this study is cultural and institutional differences. Digital preservation practices in digital libraries can differ substantially depending on the cultural, institutional, and regional contexts in which they are implemented. This diversity arises from variations in the organizational structures, funding models, technological infrastructures, and the local laws or policies governing digital information. For instance, cultural perspectives on intellectual property, privacy, and the role of information in society can influence how digital content is preserved and made accessible. A systematic review that focuses on one type of institution or library may not be able to fully capture these variations in practice, making it difficult to provide a comprehensive or universally applicable set of best practices for all types of digital libraries. Besides that, there is an overemphasis on specific technologies. While technology plays a central role in the preservation of digital content, an excessive focus on technologies, such as file formats, storage solutions, or software tools can narrow the scope of the review and create a skewed understanding of what constitutes “best practices” in digital preservation. This technological focus may not fully capture the broader, more nuanced factors that contribute to effective and sustainable digital preservation practices.

CONCLUSIONS

In conclusion, digital preservation plays a pivotal role in digital libraries by adopting compliance with legal and ethical standards, collaborating, and adopting best practices. Improvements can be made for sustainability, efficiency, and accessibility while addressing challenges like limited funding, technology, and skilled personnel. However, challenges like inadequate infrastructure, funding, and IT expertise require strategic planning and prioritization. Collaboration is essential for adapting to technological advancements and ensuring long-term digital content accessibility. By ensuring the durability of digital resources, preservation initiatives make information available to a wider range of users, including potential user groups in the future. To provide accessibility and inclusion for various user groups while abiding by legal, ethical, and intellectual property requirements, digital preservation is essential to preserving the relevance, dependability, and integrity of digital libraries.

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