Video:
Taking Care of Digital Files
*The
bold, gray terms on this page are hyperlinks that will take you to the term's definition in our
glossary.
Bonita Weddle, electronic records archivist at the New York State Archives, discusses the preservation of digital files.
Video Key Points
- People think that electronic records are more durable than paper, but they are actually more fragile.
- Software changes rapidly, and newer versions of a given software program can’t always read files created with older versions of the very same software.
- Hardware also changes rapidly.
- Hardware also has an unpredictable lifespan.
- Some tips for keeping electronic records intact and accessible:
- Whenever possible, create your digital files in open file formats, such as PDF (for documents), jpeg, gif, or tiff (images), and mp3 or wav (for sound).
- Convert your analog audio and video files to digital format and then backup and manage these files as appropriate.
- If possible, print out your most important files.
- Backup your files. This is a multi-part process:
- Establish a backup schedule for your current work files.
- Use new, reliable media.
- Store your backup copies in a climate-controlled location other than your home.
- Copy and migrate your files as needed.