Approaches To Archiving Professional Blogs Hosted In The Cloud
ABSTRACT Early adopters of blogs will have made use of externally-hosted blog platforms, such as Wordpress.com and Blogger.com, due, perhaps, to the lack of a blogging infrastructure within the institution or concerns regarding restrictive terms and conditions covering use of such services. There will be cases in which such blogs are now well-established and contain useful information not only for current readership but also as a resource which may be valuable for future generations. The need to preserve content which is held on such third-party services (“the Cloud’) provides a set of new challenges which are likely to be distinct from the management of content hosted within the institution, for which institutional policies should address issues such as ownership and scope of content. Such challenges include technical issues, such as the approaches used to gather the content and the formats to be used and policy issues related to ownership, scope and legal issues. This paper describes the approaches taken in UKOLN, an applied research department based at the University of Bath, to the preservation of blogs used in the organisation. The paper covers the technical approaches and policy issues associated with the curation of blogs a number of different types of blogs: blogs used by members of staff in the department; blogs used to support project activities and blogs used to support events.
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APPROACHES TO ARCHIVING PROFESSIONAL BLOGS
HOSTED IN THE CLOUD
Brian Kelly and Marieke Guy
UKOLN, University of Bath,
Claverton Road, Bath, UK
ABSTRACT
Early adopters of blogs will have made use of
externally-hosted blog
Wordpress.com and Blogger.com, due, perhaps, to the
lack of a blogging infrastructure within the institution or
concerns regarding restrictive terms and conditions
covering use of such services. There will be cases in
which such blogs are now well-established and contain
useful information not only for current readership but
also as a resource which may be valuable for future
generations.
The need to preserve content which is held on such
third-party services (“the Cloud’) provides a set of new
challenges which are likely to be distinct from the
management of content hosted within the institution, for
which institutional policies should address issues such as
ownership and scope of content. Such challenges include
technical issues, such as the approaches used to gather
the content and the formats to be used and policy issues
related to ownership, scope and legal issues.
This paper describes the approaches taken in
UKOLN, an applied research department based at the
University of Bath, to the preservation of blogs used in
the organisation. The paper covers the technical
approaches and policy issues associated with the
curation of blogs a number of different types of blogs:
blogs used by members of staff in the department; blogs
used to support project activities and blogs used to
support events.
platforms, such as
1. BLOG USAGE WITHIN UKOLN
UKOLN is a national centre of expertise in networked
information management based at the University of
Bath. Our interest in innovation may require staff to use
services, such as blogs, which are not provided within
our organisation or by our host institution.
Since UKOLN has interests in digital preservation we
seek to ensure that we use our experiences to inform best
practices on long term access to content held on such
services. Such experiences are beneficial in our role in
advising UK higher educational institutions on best
practices related to use of new and emerging
technologies. This paper describes the approaches we
have taken and provides advice for other institutions
which may have similar concerns.
2. CASE STUDIES
This paper describes three scenarios illustrating differing
uses of blogs in UKOLN and highlights the challenges
the examples provide regarding the preservation of the
contents of blogs.
2.1. The Professional’s Blog
The
http://ukwebfocus.wordpress.com/) was established by
Brian Kelly in November 2006. Although there had been
some previous experimentation with use of blogs this
was the first high-profile blog to be provided by a
member of staff and endorsed by JISC (UKOLN’s core
funding organisation) as a key user engagement and
dissemination channel for aspects of UKOLN’s work.
Since at the time the blog was established neither
UKOLN nor the University of Bath provided a blogging
platform the WordPress.com service was selected to
host the blog.
Since its launch over 750 posts have been published
(an average of about four per week) and the blog has
attracted over 250,000 user visits (an average of about
240 per day).
This blog supports the author’s professional activities
and is also written in a personal style which reflects the
author’s interests and personality. The same is true of
Marieke Guy’s Rambling of a Remote Worker blog (see
http://remoteworker.wordpress.com/).
These two examples illustrate how there may be a
degree of uncertainty as to whether the blog posts should
be regarded as having institutional or personal
ownership.
In light of the popularity and significance of the blog
it has been recognised that there is a need to ensure that
best practices are developed in order to minimize the
risks associated with use of a third-party service to host
the content and the risks of loss of institutional IPR
which is managed by the blog author, with no formal
mechanism for access by others in the institution and no
well-understood levels of accountability for the curation
of the content by the author.
In addition to clarity regarding such responsibilities
there is a need to identify the tools and processes for
curating the blog’s content independently from the
existing platform and, possibly, ownership.
UK Web Focus blog (see
© 2010 Austrian Computer Society (OCG).
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2.2. The Project Blog
The JISC PoWR (Preservation of Web Resources)
project was funded by the JISC and provided by a
partnership of UKOLN and ULCC. The project ran from
April – November 2008. A WordPress blog was used to
support the project work which was hosted by the JISC
on their JISC Involve
http://jiscpowr.jiscinvolve.org/).
Content for the blog was provided by staff from the
two partner organisations. In order to avoid possible
confusions regarding ownership of the content it was
agreed that blog posts would be published under a
Creative Commons licence and a statement to this effect
was provided on the blog.
A decision was made to host the blog on a platform
provided by the project’s funding body rather than using
the host institution of either of the project partners.
Although this should avoid the risk of unanticipated
changes to terms and conditions for the service we are
aware that expected cuts in funding for higher education
could result in withdrawal of the service or a failure for
the service to be developed. We therefore have an
interest in the migration of the content of the blog in the
unlikely situation that such changes do occur.
platform (see
2.3. The Event Blog
UKOLN’s Institutional Web Management Workshop
(IWMW) is an annual 3-day event. The event provides
an opportunity to demonstrate uses of innovative Web
technologies. After use of wikis and social networking
services in previous years in 2009 the choice was made
to use an externally-hosted WordPress.com blog (see
http://iwmw2009.wordpress.com/).
In addition to posts from the organisers, speakers and
other participants at the event were invited to contribute
to the blog. Interviews with participants were also
published on the blog both as text and video interviews.
As well as embedded video clips (which are hosted
on the Vimeo video sharing service) the blog also
provided embedded photographs taken at the event
which are hosted on Flickr.
This event blog has given rise to some additional
challenges related to the long-term preservation of the
content including the ownership of content provided by
contributors who do not work for UKOLN, privacy
issues related to hosting photographs of participants at
the event and the sustainability of the content hosted on
other third party services.
3. WHAT ARE THE REQUIREMENTS?
Although three different use cases for organisational
blogs have been provided it is not necessarily the case
that the same requirements will be needed for the
’archiving’ of the blogs. It should be noted that the
‘archiving’ term is being used to describe ways in which
blog content can be migrated to alternative environments
in order to satisfy a number of business functions,
including the re-creation of the original environment. A
number of approaches have been identified which are
relevant to our use cases:
Production of a new static master version of the
content: This approach is felt to be appropriate for use
of project blogs when the project has ceased. The
contents of the blog can be migrated as static HTML
pages. In order to avoid confusion with multiple copies
of the content being available the original blog may have
a pointer to the new static resource, possibly with the
original content being removed from public view.
Production of a backup version of the content:
There may be a need to ensure a backup copy of a blog
is available in order to avoid the risks of loss of data if
the hosting service is not sustainable or, if as has been
seen in the case of the Theoretical Librarian blog (which
was hosted at http://theoretical-librarian.blogspot.com/)
a blog is removed by the service provider, as illustrated
in Figure 1.
Figure 1: Removal of a Blog at Blogger.com
Migration of the rich content to an alternative
platform: It may be felt necessary to migrate the
contents of a blog to an alternative blogging platform in
order to ensure that the blogging characteristics will
continue to be available. This might include the
migration of a live blog to an alternative platform (which
would not normally be described as archiving) but could
also involve copying the blog’s rich content in order to
support data mining or other business processes which
may not be possible on the original environment.
Production of a physical manifestation of the
content: It may be felt desirable to produce a physical
manifestation of a blog, such as a hard copy printout, for
various purposes, including marketing purposes or to
provide access to the content when online access is not
possible.
4. TECHNICAL APPROACHS
4.1. HTML Scraping
The
http://www.httrack.com/) has been used to create copies
of the UK Web Focus and IWMW 2009 blogs. This
approach is simple to use and requires no special access
permissions in order to archive public blogs. However
the archived resource is a static Web site and the blog’s
structure (individual blog posts, comments, etc.) is no
longer available as a managed resource.
HTTrack offline browsing software (see
4.2. Blog Migration
An experiment to migrate the rich content of the blog
took place in July 2007 [5]. A blog was created on the
VOX platform and the content of the blog was migrated
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using the host blog’s RSS feed. This approach did
maintain the structure of the individual posts although
comments were lost. However since the migration relied
on the host blog’s RSS feed this approach is unlikely to
be usable for well-established blogs where RSS feeds
typically provide access only to recent posts.
An alternative approach is to use the blog service’s
export functionality and migrate the content to either
different blog software or to a platform hosting the same
software. This approach has been used to migrate the
UK Web Focus blog to another instance of WordPress
which demonstrated that not only blog posts and
comments could be successfully migrated but also draft
posts and embedded objects.
4.3. Processing RSS Feeds
Despite limitations of RSS to provide content for reuse,
it is possible on WordPress to provide an RSS feed not
just for new posts but also for all views of the blog [3].
This feature is currently being evaluated as a mechanism
for migrating blogs if it is not possible to have access to
an export file – see [11].
4.4. Production of PDFs
On the second anniversary of the launch of the UK Web
Focus blog a PDF version of the blog was created [5].
Although this fails to provide a reusable resource there
may be use cases for which this provides an appropriate
solution for preserving the content of a blog.
4.5. Physical Manifestation of a Blog
Although the provision of a blog in a physical format
(such as a printed book) may appear to be an unusual
approach to digital preservation this approach could be
of interest for a student or researcher wishing to provide
tangible evidence of their blogging output. The Lulu
print-on-demand service (see http://www.lulu.com/) is
currently being evaluated for the production of hard-
copy outputs of our blogs. This will include policy
decisions on the content to be published (e.g. should
comments be included?).
4.6. Third-Party Web Archiving Services
Commercial Web archiving services such as the UK
Web Archive (see http://www.webarchive.org.uk/ukwa/)
and Archive-It (see http://www.archive-it.org/) provide
an alternative approach to the provision of archives.
The UK Web Archive states that “If you are the
owner of a UK website you are especially encouraged to
nominate your own site: this will make the permissions
process as straightforward as possible. However, please
note that we reserve the right to decide whether to
include a site and that for technical reasons we may not
be able to archive all sites.” [15]. The JISC PoWR blog
was submitted to the UK Web Archive service. Archives
of the site were gathered in January, April, July and
October 2009 and January 2010 but none of the updates
to the blog made between January and July 2010.
Archive-It is a subscription service which has “95+
partners include: state archives, university libraries,
federal institutions, state libraries, non government non
profits, museums, historians,
researchers” [4]. Examining the Archive-It service in
July 2010 revealed that only one resource from the JISC
PoWR blog was available in the archive.
and independent
5. POLICY AND RELATED ISSUES
5.1. Blog Policies
In addition to the evaluation of various technical
approaches for the migration of blog content we have
also implemented appropriate
regarding the ownership of the content, access to the
content and rights if the blog author leaves the host
institution or if there are changes to the terms and
conditions or sustainability of the third party service.
The blog polices for the UK Web Focus and
Ramblings of a Remote Workers blog state that:
“A copy of the contents of the blog will be made
available to UKOLN if I leave UKOLN. Note that this
may not include the full content if there are
complications concerning their party content (e.g. guest
blog posts, embedded objects, etc.), technical difficulties
in exporting data, etc.)” and “Since the blog reflects
personal views I reserve the rights to continue providing
the blog if I leave UKOLN. If this happens I will remove
any UKOLN branding from the blog” [10].
policy statements
5.2. Risk of Use of Third Party Services
A risk assessment approach to use of third party services
to support UKOLN activities was first used at the
IWMW 2006 event when a risk assessment statement
was published which provided an assessment of risks
and plans for mitigating against such risks [12]. Risk
statements have been produced for subsequent events
which ensure that the organisers consider the risks they
may be taking and also provides documentation on the
third party services which are used.
A framework for assessing the risks of use of third
party services has been published which builds on these
initial approaches [7].
5.3. Privacy Issues
Possible concerns regarding the publication of
photographs of participants at the IWMW 2009 event
were identified prior to the event. The event booking
form used an approach taken for bookings at recent JISC
conferences which stated that photographs would be
taken at events. However the event organisers would use
their discretion when reusing such photographs. In
addition we provided ‘quiet area’ at the event which was
intended for participants who did not wish to be
photographed or distracted by the noise of use of laptops
[13]. We sought to ensure that photographs used on the
blog would not be likely to cause embarrassment. We
have also agreed that we will be prepared to remove
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photographs from services under our control if a rights-
holder expresses their concerns if this can readily be
achieved.
5.4. Ownership Issues
In order to clarify ownership issues we use Creative
Commons licences for our blogs. The UK Web Focus
blog contains the following statement:
“This work is licensed under a Creative Commons
Attribution-Noncommercial-Share
England & Wales License. This licence applies to
textual content published by the author and (unless
stated otherwise) guest bloggers. Comments posted on
this blog will also be deemed to have been published
with this licence. Please note though, that images and
other resources embedded in the blog may not be
covered by such licences.”
Note that the statement
complexities of copyright issues. A risk assessment
approach is taken based on ideas described in [8].
Alike 2.0 UK:
acknowledges the
6. ARCHIVING APPROACHES FOR THE CASE
STUDIES
6.1. The JISC PoWR Blog
Our original intention with the JISC POWR blog was to
continue to publish occasional posts related to Web
preservation issues but at a significantly lower level. Our
aim was to allow the blog to be reused if additional
funding became available to continue our work in
providing advice on best practices for the preservation
of Web resources. However although we were
successful in obtaining additional funding this covered a
broader area that Web preservation. We therefore felt
that it was inappropriate to change the scope of the
original blog and have chosen to archive the blog.
The process of freezing the JISC PoWR blog
involved carrying out an auditing of use of the blog, with
a post published containing a summary of the numbers
of posts and comments published, numbers of
contributing authors, etc.
An audit of the blog technologies used was also
carried out and published. This included details of the
WordPress plugins installed and theme and widgets
used. We became aware of the value of such audits
when, in May 2010 the hosting agency upgraded the
platform from WordPress 1 to WordPress 2. A
consequence of the update was the loss of the theme,
with the look-and-feel reverting to the WordPress
default. We need to know which theme we had been
using in order to recreate the previous appearance of the
blog.
In order to have a better understanding of how the
blog was used we created a copy of the blog on the
UKOLN Intranet. This will enable us to analyse the
contents of the blog using a variety of WordPress
plugins which are not available on WordPress.com.
The availability of the backup copy of the blog meant
that we could change configuration options which we
would not want to do on the live blog. We set the
number of RSS items provided to a large number so that
the entire contents of the blog posts and comments could
be made available via an RSS feed. The RSS feed was
used to produce a Wordle word cloud which provides a
visualization of the contents of the blog and the
comments which have been provided. The RSS feed was
also processed by Yahoo Pipes. This enabled the
contents of the blog to be processed by an RSS to PDF
tool, with a series of PDF files being produced in
chronological order (with the capability of applying
additional filtering if so desired).
A blog post announcing the “Cessation of posts to the
JISC PoWR blog” was published in July 2010 which
helped to ensure that the status of the blog had been
provided to visitors to the blog [2].
The archiving approaches taken to the JISC PoWR is
summarised as:
A record of the status of a project blog was taken
and published. A rich copy of the contents of the blog
was held on a Wordpress blog on the UKOLN
Intranet which provides a backup managed within
the organisation.
6.2. The UK Web Focus Blog
Periodic copies using a rich XML export of the content
of the UK Web Focus blog have been created and used
to recreate the blog on a Wordpress installation on
UKOLN’s Intranet.
The ability to configure the backup blog enables
additional management and auditing approaches to be
carried out on the blog which cannot be implemented on
the live blog due to the limitations provided on the
WordPress.com or to avoid changing the environment
for users of the live blog.
The appearance of the blog has been changed so that
all posts are displayed on a single (very large) HTML
page. The contents of this page has been copied and
pasted into an MS Word file and an automatic table of
contents has been generated. The blog can then be
managed in a similar fashion to conventional MS Word
documents.
The numbers of RSS items which can be accessed
had been changed on the backup blog to a large number,
to enable all posts to be processed using RSS (on the
live blog only the most recent 25 items are available by
the blog’s RSS feed). Yahoo Pipes can be used to
process the complete contents of the blog, with the
ability to provide a variety of filtering mechanisms. This
approach has been used to provided PDF copies of the
blog on an annual basis, using the RSS2PDF
(http://rss2pdf.com/) service. The selected view of the
blog can then be managed in a similar fashion to
conventional PDF documents.
In addition to these in-house approaches the blog was
also submitted to the UK Web Archive service.
However no notification has been received from the
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service and the blog does not appear to have been
retrieved by the service.
The archiving approaches taken to the UK Web
Focus is summarised as:
Periodic rich copies of the UK Web Focus blog are
taken and installed on the UKOLN Intranet for use
in more detailed analyses of the blog. The backup
can also be used to avoid loss of the content in cases
of a lack of sustainability to the master copy.
Figure 3: Closure of the IWMW 2009 Blog
6.3. The IWMW 2009 Blog
The IWMW 2009 event blog was used
in the run-up to the event, during the
event and shortly after the event had
finished when a number of posts were
published after the event summarising
the feedback received.
In order to provide clear termination
of the blog a post was published which
announced its closure [1] in line with
advice on best practices for closing
blogs published [14].
However since IWMW is an annual
event we recognised that we may wish
to publish occasional posts linking to
the forthcoming event. Since the blog
can provide marketing benefits, with
links likely to help enhance Google ranking it has been
decided that the blog will continue to be hosted on
WordPress.com, though with some minor changes:
A sidebar widget ensures that the status of the
blog is clear.
A widget provides links to key resources related
to the event.
Widgets providing access to dynamic content,
such as live Twitter feeds, have been removed.
In the preparation work for the archiving the blog we
observed that a number of posts contained embedded
objects (such as video clicks hosted on the Vimeo.com
service) which did not include a link to the object on the
remote service. Since we realized that loss of the
embedding mechanism (which is a configurable option
in WordPress) would result in loss of the embedded
object and no information being provided on the
location of the hosted video clips we edited the posts to
included a link to the object on the external service as
illustrated in Figure
http://iwmw2009.wordpress.com/2009/08/07/take-
aways/):
Note that these three videos are hosted on Vimeo and
can be accessed directly at:
* http://vimeo.com/5976384
* http://vimeo.com/5976404
* http://vimeo.com/5976472
Figure 2: Links to embedded objects
2 (taken from
We have decided not to keep an XML archive of the
blog content since we feel the risk of loss of the content
is small and there will be no serious consequences if the
content is lost. However we have used WinHTTrack to
keep a static copy of the blog which is stored on the
UKOLN Intranet.
We have also published a static page on the blog
which summarises
http://iwmw2009.wordpress.com/status-of-this-blog/).
these policies (see
An illustration of the home page is shown in Figure 3
with the key features highlighted.
The archiving approaches taken to the IWMW 2009
blog is summarised as:
A static copy of the IWMW 2009 blog is available
on the UKOLN Intranet. The backup can also be
used in case of a lack of sustainability to the master
copy.
7. IDENTIFICATION OF GOOD PRACTICE
The work in understanding appropriate solutions for our
archiving of professional blogs hosted in the Cloud has
helped us to identify appropriate practices which may be
particularly relevant for funding bodies who wish to
ensure that project-funded activities which make use of
blogs provided by third parties implement appropriate
approaches for ensuring that the content provided on
such blogs does not disappear unexpectedly.
The checklist we have developed includes the
following steps:
Planning: Preparation for archiving blogs should
begin before the blog is launched. A blog policy can
held to clarify the purpose of the blog and its intended
audience.
Clarification of rights: A copyright statement
covering blog posts and comments can also minimise the
legal risks in archiving the blog.
Monitoring of technologies used: Information on
the technologies used to provide the blog, including blog
plugins, configuration options, themes, etc. can be useful
if a blog environment has to be recreated.
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Auditing: Providing an audit of the size of the blog,
numbers of comments, usage of the blog, etc. may be
useful in helping to identify the value of a blog and in
ensuring that interested parties are aware of how well-
used the blog was.
Understanding of costs and benefits: The audit
should help to inform the decision-making processes
regarding the effort which needs to be taken for the
selected blog archiving strategy.
Identification and implementation of archiving
strategy: The appropriate blog archiving strategy needs
to be selected. As illustrated in the case studies this
could include ‘freezing’ a blog on the external service,
with an organisational backup copy (in a variety of
formats) or the continuation of an active blog, with a
backup copy of taken in case of unexpected data loss.
Dissemination: It will be desirable to ensure that end
users are aware of the existence of an archived copy.
Ideally such information will be made publicly
available. The summaries of the approaches taken in the
three case studies illustrate that such dissemination work
need not be time-consuming to implement.
Learning: During the planning, auditing, selection
and implementation of appropriate archiving strategies
there are likely to be lessons learnt (such as, in the case
of the IWMW 2009 case study the need to include links
to external services and not just embed the objects).
Such experiences should be used to inform subsequent
blogging practices.
Organisational Audit: There is a likely to be a need
to carry out an organisation audit of use of blogs held on
third party services which may be at risk. Such an audit
should initially identify (a) location of such blogs; (b)
their purpose(s); (c) the owner(s) and (d) their perceived
importance. This information should help to inform
decisions on the archiving strategies, along the lines
described in this paper.
8. CONCLUSIONS
This paper has reviewed the approaches which have
been taken to facilitating long-term access to blogs
hosted in the Cloud which are used to support
professional activities.
The need to ensure that preservation policies are
developed and implemented by JISC-funded projects
has been described in [9]. Since many of the blogs
provided by JISC-funded development projects may be
hosted on third-party services there is a need to
document and share the variety of possible technical
approaches to the migration of content and related
policy issues.
The approaches which have been described seek to
address the difficulties which organisations are likely to
experience in adopting similar approaches, including the
potential difficulties of motivating content providers of
the need to address such preservation issues and the
limited resources which is likely to be available to
implement such practices.
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no. 81, March 2010,
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