Hooks Storage Policy

Flag: ⭐️ Modified: February 14, 2026 7:58 PM Created: September 17, 2025 3:27 PM Master Type: Notes Hide: No Starred: Yes Status: Unassigned

Here’s a plain text draft of a Lifecycle Storage & Access Policy tailored to your project:

Hooks Brothers Collection

Lifecycle Storage & Access Policy (Draft)

1. Purpose

This policy defines how digitized assets from the Hooks Brothers Collection are ingested, managed, stored, and preserved across their lifecycle. It ensures secure, cost-effective long-term preservation while providing appropriate access for museum staff, researchers, partners, and the public.

2. Asset Lifecycle

2.1 Ingest & Hot Storage (0–12 months)

• Location: Primary DAMS + hot cloud storage (Wasabi or Google).
• Assets Included:
  • Final TIFFs (masters)
  • JPEG derivatives (for quick reference & sharing)
  • Metadata record(s)
• Purpose: Active editing, description, and exhibition support.
• Retention: All assets remain in hot storage for 12 months after ingest.

2.2 Nearline / Cold Archive (after 12 months)

• Location: Cold storage (AWS Glacier Deep Archive or equivalent).
• Assets Included:
  • TIFFs (long-term preservation copy)
  • PSDs (if retained beyond project phase)
  • Capture One RAW files
• Purpose: Reduce cost while ensuring long-term retention.
• Retention: Minimum 10 years.

2.3 Permanent Retention

• TIFF masters: Kept indefinitely in cold storage.
• RAWs & PSDs: Retained in cold storage if grant/project funds cover cost; otherwise evaluated for selective retention.
• JPEGs: Generated on demand by DAMS when possible; otherwise only public-facing JPEGs retained in hot storage.

3. Access Tiers

3.1 Internal Museum Staff

• Hot storage (DAMS) access to TIFFs, JPEGs, and metadata.
• Cold storage retrieval via request to Digitization Staff.

3.2 Partner Institutions (Civil Rights Museum, Herenton Family)

• Role-based DAMS accounts with permission to view/download selected TIFFs and JPEGs.
• Cold storage access mediated by the Museum Digitization Staff.

3.3 Researchers & Public

• Public or researcher portal with derivative JPEG access.
• TIFFs and RAWs available only through mediated requests.

4. Retrieval Procedures

• Requester: Submits request via DAMS or departmental email.
• Digitization Staff: Confirms permissions, initiates retrieval from Glacier/cold storage.
• Turnaround Time: 24–48 hours for normal requests; 5–7 days for bulk retrievals.
• Temporary Access: Granted via time-limited login or secure download link.

5. Roles & Responsibilities

• Digitization Staff (you): Ingest, monitor integrity, manage hot/cold transitions, fulfill retrieval requests.
• Registrar(s): Approve external/researcher requests; track legal rights and usage restrictions.
• Curatorial Counterpart (Rose): Research and catalog interpretation; no responsibility for file handling.
• IT/Cloud Admin (if designated): Maintain DAMS account structure, manage billing and quotas.
• Boss (Department Head): Final authority on policy enforcement and exceptions.

6. Integrity & Monitoring

• Quarterly checksum validation of hot storage.
• Annual cold storage integrity reports requested from vendor.
• Any failed integrity check triggers re-ingest from backups.

7. Policy Review

• Reviewed annually by Digitization Staff and Department Head.
• Updated as storage costs, DAMS features, or institutional needs evolve.

👉 Would you like me to also make a visual flow diagram of this (like arrows showing Hot → Cold → Retrieval), or keep it text-only for now?

[ Capture / Digitization ]
        |
        v
+-------------------------+
|  Ingest to DAMS (Hot)  |
|  - TIFFs (masters)     |
|  - JPEGs (access)      |
|  - Metadata            |
+-------------------------+
        |
        | (after 12 months, or when stable)
        v
+-------------------------+
|   Cold Archive Storage  |
|   - TIFFs (permanent)   |
|   - RAWs (selective)    |
|   - PSDs (optional)     |
+-------------------------+
        |
        | Retrieval request
        v
+-------------------------+
|  Access & Retrieval     |
|  - Staff: full access   |
|  - Partners: TIFF/JPEG  |
|  - Public: JPEG only    |
|  - Cold: 24–48h delay   |
+-------------------------+

[ Capture / Digitization ]
        |
        v
+---------------------------+
|  Initial Working Storage  |
|  - RAW (CaptureOne)       |
|  - PSD (edits)            |
|  - TIFF (master)          |
|  - JPEG (access)          |
+---------------------------+
        |
        v
============ BRANCHES ============

(1) RAWs (150 MB x3 per image)
        |
        v
   Cold Archive Only
   - Long-term preservation
   - Limited staff retrieval

(2) PSDs (300–500 MB each)
        |
        v
   Cold Archive (optional)
   - Kept for re-editing
   - Not in DAMS unless needed

(3) TIFF Masters (130–150 MB each)
        |
        v
   DAMS (Hot Storage)
   + Cold Archive
   - Central “record”
   - Long-term preservation

(4) JPEG Access (5–7 MB each)
        |
        v
   DAMS (Hot Storage)
   - Staff / researcher access
   - Partner sharing
   - Public/community portal

============ RETRIEVAL ============

Staff:
 - Full access to DAMS
 - Can request RAWs/PSDs from archive

Researchers:
 - DAMS access to TIFFs/JPEGs
 - Permissions controlled by roles

Civil Rights Museum / Partners:
 - DAMS group access
 - TIFFs/JPEGs only

Public / Community:
 - DAMS access to JPEGs only
 - Curated visibility