Recommendations for Authors and Creators

From UA Libraries Digital Services Planning and Documentation
Revision as of 15:47, 24 September 2012 by Jlderidder (talk | contribs) (Data Recovery)

Overview and Best Practices

1) Library of Congress guidelines on "How to Preserve Your Own Digital Materials"

Includes instructions on how to scan your personal collections, and information about how long digital storage media last. Specific tips are provided for photographs, audio, video, email, personal digital records and websites.

Additionally, you will find here a video on "Why Digital Preservation is Important for you".

Key points of much of this guidance can be downloaded in a single brochure: "Preserving Your Digital Memories".

2) Personal Digital Archiving iLibrarian Series"

Based on a 3-hour hands-on workshop on "Personal Digital Archiving," this site features a series of blog posts by Ellyssa Kroski, Manager of Information Systems at the New York Law Institute.

3) "Guidelines for creators of personal archives"

This practical overview from the Paradigm project (University of Manchester and JISC) includes practical tips, including intellectual property rights and privacy concerns and the benefits of using open source software.

File Formats

"Sustainability of Digital Formats"

The Library of Congress describes the attributes they consider important when selecting file formats for archiving the LC collections. These include disclosure, adoption, transparency, self-documentation, external dependencies, impact of patents, and technical protection mechanisms. They provide a list of different formats, continually updated, and rate them according to these considerations. Look yours up here to see how well LC thinks it rates in terms of these attributes: "Format Descriptions".

"FAQ About Digital Audio and Video Records"

The U. S. National Archives offers advice when selecting a file format for long-term storage. For example:

 "When selecting a format consider the following aspects:
   * The format should be publicly and openly documented.
   * The format is non-proprietary.
   * The format is in widespread use.
   * The format is self-documenting.
   * The format can be opened, read, and accessed using readily-available tools."

Look up your file format at the UK National Archives and find out how well it is supported: "PRONOM Technical Registry"

Note the differing levels of support provided by the University of Michigan for different file formats: "Deep Blue Preservation and Format Support Policy" and "Harvard's Recommended File Formats".

  • Images

International Imaging Industry Association recommendations for digital photos: "Are your memories safe?"

This site provides a comprehensive overview of what needs to be considered, and also drills down to specifics, such as how to label, how to back up, what to do in case of hard drive failure, virus attack or camera card failure.

Here are some examples of "Forms of Image Deterioration" from the Image Permanence Institute.

  • Text

"Recommendations for PDF Files Created for Long-term Preservation and Access" by Andrea Goethals Harvard University Library. Basics include: Prefer PDF/A, add metadata to the files, remove security restrictions, embed all document fonts, tag if possible, include OCR if the PDF is created from images... and more.

  • Social Media, Text Messages, Gmail

"Your Digital Afterlife"

Do you use blogs, Flickr, Twitter, Facebook, LinkedIn or other social media? Here's your options for managing and/or archiving your content there so you can back it up properly.

"Archiving Cell Phone Text Messages"

If you value this type of correspondence... this is worth a read. It's not easy or convenient, but it is possible to capture this content.

"Make a Local Backup of Your Gmail Account"

Intellectual Property: Rights! Issues

Just because you own or have a copy of a digital object doesn't mean you have the rights to it.

"Digital Copyright Slider"

"Copyright Crash Course"

Backups and storage

"Back Up Your Data!

What to back up, all the ways data can be lost, and why you shouldn't trust the cloud for storage.

"Cloud storage: a pricing and feature guide for consumers"

Dated April 26, 2012, this is a blog post by Casey Johnston to assist those who want to store their content in the cloud.

"2012 Best Online Storage Service Comparisons and Reviews"

Data Recovery

"Recovery Tips"

What to watch for, prepare against, and what your options are... this is offered by a company ("DriveSavers"0 selling their data recovery services.


Conversion Software Registry -- given an input format and desired output format, this interface will provide you with a list of software options for transforming your files.

"Free Online Image Editors - Comparison Table"

"Conversion Central: 101 Tools to Convert Video, Music, Images, PDF and More"

Aid4Mail Email Conversion (free trial)

Embedded Metadata Extraction Tool for JPEG and TIFF files.

Metadata Extraction Tool for a variety of images, office documents, audio, video, markup, and internet files.

Belvedere -- on Windows, this software can be configured to automatically move, copy, delete, rename, or open files based on name, extension, size, creation date and more. For Macs, try Hazel.

Bulk file renaming tools include ReNamer (requires purchase) and Bulk Rename Utility (for Windows).

Much of the content of this page came from Columbia University Libraries and from The Library of Congress Digital Preservation Outreach and Education modules.

15:31, 24 September 2012 (CDT)