Taking Care of Digital Files

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.