Digital Archiving and Preservation Basics

Introduction

This tutorial provides essential guidelines on how to care for and protect your digital files and photos. Digital archiving and preservation are crucial for maintaining your digital memories over time. By following these steps, you can ensure your files remain accessible and safe from deterioration or loss.

Step 1: Organize Your Digital Files

• Create a consistent folder structure to categorize your files. Consider using the following hierarchy:
  • Year
    • Month
      • Event or Project
• Use descriptive file names to make it easier to locate files later. For example, instead of "IMG_1234," use "Family_Reunion_2023_Summer."
• Regularly review and clean your files to remove duplicates or irrelevant documents.

Step 2: Choose the Right File Formats

• Use widely accepted file formats for long-term preservation. Consider the following:
  • Images: Use TIFF or PNG for high-quality images; JPEG for everyday photos.
  • Documents: PDF is ideal for text documents.
  • Audio: Use WAV or FLAC for lossless audio files.
  • Video: MP4 is a versatile and widely supported format.
• Avoid proprietary formats that may not be supported in the future.

Step 3: Make Regular Backups

• Implement a backup strategy that includes multiple locations:
  • Local backups on external hard drives or USB flash drives.
  • Cloud storage options such as Google Drive, Dropbox, or dedicated backup services.
• Schedule regular backups, ideally on a monthly basis, to keep your files updated.

Step 4: Preserve Physical Media Digitally

• For physical photos and documents, use a high-resolution scanner to create digital copies.
• Store scanned files in the appropriate formats mentioned in Step 2.
• Keep the original materials in a safe, climate-controlled environment to prevent deterioration.

Step 5: Maintain Metadata

• Add metadata to your digital files to provide context, such as:
  • Date and time the photo was taken.
  • Location information.
  • Descriptions or tags related to the content.
• Use software tools or photo management programs that allow you to edit and embed metadata.

Step 6: Protect Against Data Loss

• Use antivirus software to protect your files from malware.
• Regularly update your operating system and applications to ensure security.
• Be cautious with sharing files online; use secure methods and consider encrypting sensitive information.

Conclusion

By following these steps, you can effectively care for and preserve your digital files and photos. Remember to stay organized, choose the right formats, back up regularly, and protect against data loss. As technology evolves, continue to adapt your strategies for digital preservation to ensure your memories remain safe for years to come. For more detailed information, consider downloading the class handout from the provided link.