1 Overview
Increasingly, all kinds of historical records appear in digital rather than physical formats. Taking care of digital records is in many ways a more complex task than that of paper records - digital content can be at risk of loss due to changes in hardware, software, storage media and file formats. For this reason, more active intervention is required at an earlier stage to enable digital records to be successfully preserved in the long term, and for the information they contain to remain accessible into the future.
West Sussex Record Office (WSRO) uses a specialist, automated digital preservation system called Preservica to store and manage digital archives.
Preservica keeps digital records safe and secure, ensures the content can be found and trusted, and enables digital files to be updated to sustainable formats for the future where needed.
Preservica also links to our Calm cataloguing system, allowing us to provide secure and immediate access to unrestricted digital records through this website.
Depositing digital records at WSRO
If you are interested in depositing digital records with us, please contact us for an initial consultation with our Digital Preservation Archivist.
We suggest doing this as early as you can, even if you are not yet ready to deposit the records. This is so that we can advise you on the best ways to prepare and manage your digital records for long-term preservation.
We would also advise you to have a look at our guidance notes for depositors.
If you wish to send us a small digital accession (23MB or less), you may also use our online form. After clicking on this link, select ‘Continue without an account’ to go directly to the form.
2 Digital accessions: guidance for depositors
This guidance is designed to help depositors manage their digital records so they are ready for long-term preservation at West Sussex Record Office (WSRO). It provides general advice but should not replace direct consultation between the depositor and the relevant West Sussex Record Office staff. Every digital collection is different and advice may need to be tailored to the specific needs of the depositor and the nature of the digital content.
Managing your files
In 2018, Archives West Midlands produced a short report looking into the process of accessioning born-digital material. This document included a concise list of tips for depositors, which have been adapted to suit WSRO’s in-house procedures and are available below.
1. Name your files clearly
Much like a title written on a paper folder, filenames act as a short descriptive caption for the contents of your digital records. Clear naming will therefore help you manage these records on an ongoing basis. It will also make the archivists looking after them in the future very grateful!
2. Use the yyyymmdd format for dates
We advise using the format yyyymmdd for recording dates. For example, 1 April 2005 would be 20050401. File management tools understand this date format and will list your files accordingly.
3. Create a meaningful directory structure
Use directories and folders to organise your files in a logical manner. Remember to use the structure consistently.
4. Only use alphanumeric characters in filenames
The only characters you should use in your filenames are lowercase a-z, 0-9, hyphens (-) and underscores (_).
Full stops should only be present to separate a filename from its file extension, for example, meeting-minutes-20170302.doc
Spaces can cause problems when files are moved between operating systems and when some digital preservation tools are used. Consequently, it's good practice to replace a space with a hyphen (-) or underscore (_). At WSRO, we prefer an underscore.
Some operating systems are case sensitive. With this in mind, we advise creating lower-case filenames.
5. Weed your files regularly
Go through your files on a regular basis to get rid of duplicate or unnecessary files.
There may be cases where previous versions of a document need to be retained, but in many circumstances only the final version is necessary.
6. Use version control
Where several versions of a document do need to be kept, use version control. This means including a version or draft number in the filename, which will enable someone looking at the files to identify the earliest and latest versions. For example, meeting-minutes-20170302-v2.doc
7. Make sure your files are ‘self-documenting’
All files should have a title, author and date. Document history, purpose and status are also useful.
If possible, include this information on the first page of the document. This will make it much easier for you, and anyone preserving the document in the future, to understand it.
If you are using a database or spreadsheet, please include interpretation of codes or abbreviations and any relationships between data tables that might need explanation.
If your files include pictures, you may want to save images, captions or titles separately. It is easier to record this type of information at the point of creation (you could forget important details if you leave it until a later date).
Data about your documents can be stored in the files themselves. Many desktop applications include a properties option where you can record title, author, keywords and comments about your files.
8. Save your files in the original format you created them in
Files in their original format are easier to preserve in the long term. ‘Derived’ files might be poorer quality and will have lost some of their original qualities. For example, if you are depositing a digital photograph, it is preferable for it to be transferred in its original format rather than a compressed copy you may have created for online publication, or similar.
9. Use file types that are widely used and supported
These are easier to preserve in the long term than obscure or less well-documented file types.
The best file types to use are those that are open, well-documented and uncompressed.
10. Store your records safely
Store your files on your hard drive. Your computer should run regular background checks on data integrity and make you aware of any problems.
You can ‘back your data up’ by storing it on static storage media (such as CDs or USB). However, it is not advisable to store your files on static storage alone as this type of media is liable to deteriorate, may become obsolete and you may not be able to detect problems until it is too late.
Other ways of backing-up your data include ‘cloud storage’ and a portable hard drive. It is important to store your back-ups in a different location from the original copies of your files.
Ensure that anti-virus software on your computer is up-to-date so any problems will be detected.