digital preservation

The Importance of File Formats

by

Managing file formats is an important topic to consider in digital preservation. In a broader context, one needs to study the application and implications of digital file formats. A full listing of recommended formats from the Library of Congress is available online. The Library of Congress’s recommended formats are based on seven sustainability factors. These include:

  • Disclosure – specifications and tools for validating the integrity and accessibility of the format exist. You can now find out how information is encoded as bits or bytes.
  • Adoption – the format is widely used. If everyone is using it, tools will be available for migration and emulation.
  • Transparency – It’s easy to analyze the format using basic tools, such as human readability. Information is not encrypted or compressed.
  • Self-Documentation – the format allows you to add metadata directly to the record. You don’t have to have a program or a database to find out what the record is.
  • External Dependencies – How much hardware or software do you need to access the format? The less specialized hardware or software you need, the better.
  • Impact of Patents – Patents could make it harder to open or migrate formats. Less of a worry with formats that are widely adopted.
  • Technical Protection Mechanisms – Formats should not be tied to a particular vendor or program. The format should be accessible regardless of the system to which it was originally uploaded.

The main content types of file formats are images, video, audio, and text. ISO compliant formats for these types of materials include:

  • PDF/A
    • Plain Text
    • XML
    • TIFF
    • JPEG2000

If you have several different file formats and versions of those formats (numerous different versions of PDF, Word, and Image formats), your digital preservation strategy should alleviate the effects of obsolescence and propagation. Strategies include file migration, emulation, normalization, and developing an institutional policy of only using certain file formats.

National Archives Resources

by

The National Archives and Records Administration (NARA) has released a bulletin for federal agencies on managing records of collaboration platforms, such as Microsoft 365 and Google Workspace.  Collaboration platforms can include a wide range of tools, such as chat, email, and file sharing and project management features that may have records management and retention implications.   The bulletin shares the records management considerations that agencies should keep in mind when using such a platform.  More information is available at https://records-express.blogs.archives.gov/2023/09/29/new-nara-bulletin-on-collaboration-platforms/.

Another resource offered by NARA is its Electronic Records Accessioning Support Tools.  These tools can assist in preparing records for transfer and include Junk File Finder to identify empty folders and backup files and the Funny Filename Finder, a recently added tool which can identify filenames with invalid characters.  These tools are available at https://github.com/usnationalarchives/Electronic-Records-Accessioning-Support-Tools.

Thinking about digitizing your records?  In October NARA released its Digitization Quality Management Guide to assist agencies with their quality control of digitization projects.  The guide is available at https://www.archives.gov/files/records-mgmt/policy/digitization-quality-mgmt-guide.pdf.  If considering a digitization project also don’t forget about the OhioERC’s document imaging guidance!

Celebrate Electronic Records Day October 10!

by

Please join with the Council of State Archivists to celebrate Electronic Records Day. Electronic Records Day is an opportunity to raise awareness among government agencies, related professional organizations, the general public and other stakeholders about the crucial role electronic records play in our world and the need to manage and preserve them. More information and resources are available at the Council of State Archivists’ website. Also, when looking for resources to share with stakeholders, don’t forget about the OhioERC’s tip sheets!