This workflow describes the process of transferring content to secure storage and preserving it. It is based on the section of the Digital preservation workflows guidance but has been amended slightly for email preservation.
3.1 Storage
The National Digital Stewardship Alliance (NDSA) Levels of Digital Preservation are useful for planning storage – in particular the sections on ‘storage’ and ‘control’. Think about creating several copies, in different physical locations and using different storage technologies.
If you currently have no storage, think about some practical solutions. For example, as an interim approach you could use your organisation’s storage network (see 3.2 – ‘Move to storage’, below).
Think carefully about who in your organisation is allowed to access the digital content and the type of access that they have (e.g. read, write, move, delete). Keep a record of who has access.
Further guidance
- DPC Handbook: Storage
- Bit by bit: Processing Born Digital Accessions at National Records of Scotland (includes a description of their interim solution)
- Digital preservation recommendations for small museums (Canadian Heritage Information Network – includes practical storage solutions)
- Digital Preservation for Small Businesses: An Introductory Guide (Archives and Records Council Wales – includes practical storage solutions)
3.2 Move to storage
Before moving the content to the storage, you will need to decide how to organise the files, metadata and documentation (creating the ‘Archival Information Package’).
Modules 6.2 of Novice to Know How: Email Preservation online training provides a section on ‘Designing an Archival Information Package for Email’.
The ePADD processing module can also be used to create the Archival Information Package.
Move the content to the storage. You could use copying software (see below) to do this to ensure date information and other file attributes are preserved.
Software such as Teracopy will also check the copied content to ensure it is identical. If not, use checksum software to check this.
Further guidance and software
- Modules 6.2-6.3 of Novice to Know How: Email Preservation online training (which can be viewed in the Complete Learning Pathway Text (PDF, 4.5 MB)) provides a section on ‘Designing an Archival Information Package for Email’ including a suggested directory structure and how to use ePADD processing module to create the Archival Information Package.
- Teracopy (copies content and ensures that they are identical, there is a free version and a pro version which is is US$35.94)
- Teracopy Guide (Digital Preservation Coalition)
- Robocopy command line (for copying)
- Running the robocopy command (Canadian Heritage Information Network)
3.3 Check checksums and access
Use checksum software (examples are included under the ‘Software’ header below) to carry out regular integrity checks of the content. Keep a record of when you carry these out.
If checksums of content do change then investigate. For example, if the content is corrupt or has been accidently changed, it may need to be replaced.
Ideally, you should keep logs of actions performed on content and carry out periodic reviews of these logs.
Software
- AVP Fixity Pro (US$47.90 per year)
- CSV Validator and integrity schema (can be used to check checksums created in DROID)
- Checksum by Corz
- Jacksum
Further guidance
- Checking Your Digital Content: How, What and When to Check Fixity? (NDSA – Draft Fact sheet (DOC, 378 KB))
- DPC Handbook: Fixity and checksums
- DPC Handbook: Fixity Pro
- DPC Handbook: CSV Validator
- DPC Handbook: Checksum by Corz
- Fixity Pro videos and webinars
- DROID report as basis for collection integrity checks (article by The National Archives)
- Checksum or Fixity? Which tool is for me? (University of York blog)
3.4 Monitor storage and content
The lifetime of storage can be short – it can fail or corrupt the content.
You will need to review your storage every three-to-five years and move content onto new storage.
Create multiple copies and use a mix of different types of storage technologies if you can.
For hard drives there is software that can help you with this (see ‘Windows 10: Built in tools for hard drive health check’ and ‘How to Check Your Hard Drive’s Heath’, in the Further guidance section immediately below).
You should also monitor your content to understand if any of the file formats you hold, or the software/technology needed to access them, are at risk of becoming obsolete (outdated or no longer used).
Further guidance
- Windows 10: Built in tools for hard drive health check (includes undertaking a ‘S.M.A.R.T analysis’ of hard drives)
- DPC Handbook: Storage
- Digital preservation recommendations for small museums (Canadian Heritage Information Network. Includes section on refreshing storage including some practical tips)
- How to Check Your Hard Drive’s Health (PC Magazine article)
- Section 3.5 of Digital preservation workflows covers monitoring the content