Sara Day Thomson, 'Personal Digital Archiving: Storing, Organising and Protecting Your Digital Content for the Future'
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Slides from a lecture entitled: 'Personal Digital Archiving: Storing, Organising and Protecting Your Digital Content for the Future', by Sara Day Thomson of the Digital Preservation Coalition. This event was held on 26th September 2019, 6pm, at the Royal Irish Academy. This was the inaugural lecture in a new collaborative series between the Digital Repository of Ireland and the National Archives, Ireland
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Sara Day Thomson, 'Personal Digital Archiving: Storing, Organising and Protecting Your Digital Content for the Future'
- 1. tw: @sdaythomsonsara day thomson dpconline.org Personal Digital Archiving Storing, Organising and Protecting Your Digital Content for the Future
- 2. Digital Preservation Coalition • Membership Organisation • 90+ Members Worldwide • 6 Supporters • Events, Training, Research, Consultancy, Guidance, Publications, Awards, and more! … exists to secure our digital legacy
- 3. What is Personal Digital Archiving? Digital Preservation? Digital Curation?
- 4. Personal Digital Archiving Look after records or other items of importance in order to preserve a meaningful representation of an event, or place, or person
- 6. Personal Digital Archiving 1s and 0s that need technology to interpret and render them, technologies – hardware and software – that are vulnerable to obsolescence
- 7. Personal Digital Archiving “‘Personal digital archives’ is a formal term for the ‘digital stuff’ we create and save every day.” From the DPC Technology Watch Report Personal Digital Archiving by Gabriela Redwine
- 8. Your Digital Stuff • Financial spreadsheets • Bank statements • Tax records • Professional CV or Portfolio • Emails • Whatsapp messages • Family photos • Photos on Instagram or Facebook • Wedding video • Digitized (scanned) analogue photos • …
- 9. What to keep? A Personal Illustration Part 1
- 10. Cont’d…
- 11. What to keep? A Personal Illustration Part 2
- 12. Cont’d… “The meaning of digital files can change over time. The text message that initially seems inconsequential may take on vital significance if it ends up being the last communication from a loved one.” From the DPC Technology Watch Report Personal Digital Archiving by Gabriela Redwine
- 13. Threats! • Obsolescence • Hardware • Storage Media • Software • File Formats • Service Providers • Human Error • Degradation and Bit Rot • Natural Disaster
- 14. Basic Steps • Find all your stuff on different devices and platforms • Move it to one place • Review and select what to keep, delete duplicates and unimportant stuff • Organise it with folders and file names • Store multiple copies in multiple places • Repeat
- 15. Some Guiding Principles • Make an inventory of what you have and where • Archiving is not just keeping, it’s also deleting • Printing is not the solution • ‘Archiving’ an email means ‘hiding’ – it’s not the same thing • You really do have to do all those pesky updates. It’s a security issue. • Act now!
- 16. Outline of Topics • File Naming & Folder Structure • Describing Things • File Formats • Digital Images & Video • Email & Calendars • Web & Social Media Content • Back-up & Storage • Copyright & Personal Data • Further Resources
- 17. File Naming & Folder Structure • Use unique and descriptive file names (but keep it short) • Avoid the use of spaces and special characters • Dashes & Underscores instead • Use the ISO standard format for dates: YYYYMMDD • Don’t change the file extension through re- naming • Use a consistent method for showing versions, such as: 20190926_ProfessionalCV_v1
- 18. Cont’d… Tip: some devices automatically assign a file name, such as cameras. Take the time to change the file name or individual photos may become impossible to find!
- 19. Cont’d… • Create folders for meaningful categories • Type: photos, videos, documents, etc • Function: finances, family holidays, etc • Create logical folder names • Would someone else be able to find what they’re looking for? • Consider organising by year 20190926_PersonalDigitalArchiving_Dublin 20191004_DigitalPreservationForAll_London 20200214_LoveInTheTimeOfArchives_Verona
- 20. Describe Your Stuff Metadata: information about information • Date of creation • Creator • Description identifying people, places, or location Some of this information will be automatically embedded in files.
- 21. Cont’d… • Add tags (“embedded metadata”) • Properties (Windows) • Get Info (Mac) • Photo-editing applications usually also allow for adding embedded information Photos can’t be searched like text (yet), so to find images they must be described with textual metadata.
- 22. Cont’d…
- 23. File Formats • Open: more software programmes will be able to open • Non-proprietary: lower risk of format owner going out of business or ending support • Lower risk of getting trapped in cycle of purchasing updated software • Uncompressed: bigger files, more information (e.g. TIFF) • Compressed: smaller files, less information (e.g. JP2)
- 24. Cont’d… Some Recommended Files Formats from Jenny O’Neill, Data Manager at UCD Library
- 25. … or to a more stable format Cont’d… Update files to newer file types
- 26. Digital Images & Video Where are your photos & videos? • Laptop • Family desktop • Mobile phone • Social media platform • Photo sharing platform • Memory cards • CDs?! • Old digital camera?!?! • Work computer?!?!?!
- 27. Digital Images & Video Digital images and video take up a lot of space and require careful planning for storing and backing up with extra copies.
- 28. Email & Calendars Email • Make use of labelling and sorting • Delete unimportant emails • Download and save important attachments • Outlook and similar mail services allow export • Gmail and platforms a bit trickier…
- 29. Download Gmail message as .EML file Step 1: Open relevant email message and show more options by clicking three dots beside reply and select ‘Show Original’
- 30. Step 2: Download Original
- 31. Step 3: Save EML file to desired location
- 32. Cont’d… Calendars • Use a consistent approach to creating events and meetings • Make use of colour-coding • Outlook allows export • Google Calendar also supports export
- 34. Web & Social Media Content • Websites • Blogs Tip: Take photos and videos with your phone camera and share to social media rather than relying on capturing and saving them in the platform itself. Download photos and videos on platforms to local storage. • Social Media Platforms • Sharing Platforms Your Web Content
- 35. Cont’d… Some approaches to capturing web content • Webrecorder.io • HTTrack • Download data from platform
- 38. Platform ‘Self-Archiving’ Download your social media • Service for account holder – Behind log-in • Differs from platform to platform • Some external tools, not built into the platform, also exist for downloading social media
- 39. Google (Takeout): Download Your Data Twitter (Settings – Account – Your Twitter Data): Download your Twitter Data Facebook (Settings – Your Facebook Information): Download Your Information InstaPort (free download): Download Your Data Whatsapp: Back-up to Google Drive
- 40. Back-up & Storage Storage • Hard disk drives • Desktop • Laptop • Tablet • Mobile phone Removal Storage • External Hard drives • Flash drives • CDs • DVDs • Floppy Disks Cloud Storage • Dropbox • Microsoft One Drive • Google Drive • Amazon Drive
- 41. Cont’d… Storage • Hard disk drives • Desktop • Laptop • Tablet • Mobile phone Removal Storage • External Hard drives • Flash drives • CDs • DVDs • Floppy Disks Cloud Storage • Dropbox • Microsoft One Drive • Google Drive • Amazon Drive
- 44. Level-up Your Archiving Geek Fixity Checking: use a tool to create unique checksums for your files and check them over time Check out: ‘Fixity’ tool by AVP
- 45. Recap • Keep 2+ copies of all your files • Keep a copy in a different location (e.g. cloud) • Don’t use the same storage media for each copy • Use password protection For example: 1 copy on laptop 1 copy on external hard drive 1 copy on Dropbox
- 46. Copyright & Personal Data Copyright & IPR • Creator vs. Owner (social media *cough*) • Thoughtful re-use • Use Creative Commons!
- 47. Cont’d… GDPR & Personal Data Personal Data? • Any identifying information about you • Much easier to combine data in digital form to match or find individuals Who must comply? • EU Organisations • Any service, even outside the EU, that holds personal data of EU citizens Where to raise issues? • Complaints to Data Protection Commission
- 48. Further Resources DPC Technology Watch Report Personal Digital Archiving by Gabriela Redwine http://dx.doi.org/10.720 7/twr15-01
- 51. ‘Personal Digital Archiving Strategies’ by Kari Smith and Jessica Venlet from MIT Libraries, https://wayback.archive- it.org/7963/20190802202912/https:/libraries.mit.edu/digit al- archives/files/2015/10/2015_pda_handoutdissemination- v3.pdf ‘Personal Archiving’, Digital Preservation blog at the US Library of Congress http://digitalpreservation.gov/personalarchiving/ ‘Save Your Social Media’ by Sara Day Thomson (2019), DPC Blog, https://www.dpconline.org/blog/save-your-social- media ‘Personal Archives Accessible in Digital Media (PARADIGM) Project’ carried out by the University of Oxford and the University of Manchester, http://www.paradigm.ac.uk/
- 52. Thank You! Digital Repository of Ireland and National Archives! And a giant thank you to Jenny O’Neill for generously sharing her personal digital archiving presentation materials!
- 53. ?
- 54. This presentation is available under the CC license: Attribution-NonCommercial-ShareAlike 4.0 International
Hinweis der Redaktion
- Archiving Institutions – collect and protect the official historical record Different types of archiving institutions look after different types of things. For example, the National Archives of Ireland look after the records of the Irish government (as stipulated by the National Archives Act, 1986). The Irish Film Institute Archive looks after Ireland’s moving image heritage, including newsreels, feature films, home movies, and other types of moving image. The Digital Repository of Ireland looks after historical and contemporary Irish cultural heritage materials. The Diageo archives look after the Guinness corporate and heritage archives (e.g. business records as well as vintage advertising campaigns). And so on. Historically, from an institutional perspective, Archives looked after ‘the documents’ (images, moving image, sounds, ‘ephemera’), while artwork, artefacts (‘things’), or buildings are looked after by museums and historical trusts, and published items like books or journals have been typically looked after by libraries. The difference, generally, has been that the focus of the archive was on original, authentic materials, while the library looks after publications. However, the emergence of digital technologies and the use of digital devices for daily business and social interaction has begun to wear away at those distinctions. What is an original document in the digital age when one file can be viewed by many people in different locations at the same time? What is a publication when online platforms facilitate self-publication and dissemination without going through established distribution channels? An archive keeps things because they – the individuals who work there, based on a set of criteria and ethical principles – have decided they have value. That they mean something to the community they serve. Is this unproblematic? No. How do you represent everyone? But - keeping everything is not an option.
- Groups who are interested in grassroots archiving – putting archiving tools and know-how into the hands of individuals within communities, specifically those marginalised communities who are under-represented or un-represented in institutional archives. These are just two examples of groups who challenge institutions to acknowledge bias in the process of selecting content for the archive and to reform institutional practices. But also not to usurp the voices of those marginalised communities on the fringes of society, but to invite them and support them to provide their own records and their own histories. ‘Who you are, informs what you know.’ AAHRI: https://www.archivistsagainst.org/ Documenting the Now: https://www.docnow.io
- All digital information is made of binary - 1s and 0s - that need technology to interpret and render it. These technologies – hardware and software – are vulnerable to obsolescence that will make digital information inaccessible. Unlike analogue materials, such as print and film, which are: Traditionally quite robust Tangible, we can hold them in our hands Generally independently understandable (if you speak the language they are written in…..) Digital materials, on the other hand, are Very susceptible to obsolescence as they are entirely dependent on the media they are stored on, the accessibility of their file format and often require more information – such as how they were created or what software to use to open them - to use and understand them Challenging to rights management - protecting copyright is more difficult and ensuring personal data is protected in some cases is almost impossible But digital content also brings a whole host of new benefits, in particular the ability to make content accessible to users, including remotely.
- As part of a recent application for permanent settlement in the UK, I had to provide information about every time I had been absent from the UK since moving there 9 years before, including leaving date and returning date. I travel a lot, so this was no measly task that required searching through my own personal digital archives.
- Personal Digital archives I referred to: Work Outlook calendar Work Outlook Email Personal Google Calendar Personal Gmail From about April 2014 backwards, entries on my calendar were scarce. Some emails to friends stated one return date, while emails to parents asking for a lift to airport were different dates. This experience really enforced the need to keep systematic, clear digital records.
- A recent family trip to Italy. I had some photos on my phone, which I uploaded to my Dropbox account, but there were also photos I wanted on family members’ Facebook accounts. I downloaded these from Facebook and then did the same as the photos on my phone – uploaded them to Dropbox. *Personal photos removed from presentation for sharing and re-use. Family Photo Image Image by Peggy und Marco Lachmann-Anke from Pixabay
- Obsolescence – many flavours Hardware e.g. tablet Storage Media e.g. CDs Software e.g. WordStar, MS Works, MS Word File Formats Human error – accidentally delete something, your cat accidentally deletes something, your toddler accidentally deletes something, you accidentally leave your laptop on the bus, spill a cup of tea on your laptop by accident, etc... The machines or even the 1s and 0s themselves deteriorate and make it impossible to open and view them even with the correct software and hardware.
- Inventory - what do you have? Where is everything? On a phone? On an old camera’s memory card? Go nuts, make a spreadsheet! Disposal – delete things you don’t need or superfluous copies of things. They just create clutter and make it difficult to find the things you actually need. Act now! Loss of digital stuff can be immediate and irreversible; consequences if you don’t act now - corrupted files, lack of hardware for access old media types Printing is not the solution. Please do not go home and print all your digital stuff. The ‘archiving’ I’m talking about is not the function on Gmail for ‘archiving’ – in the IT / tech work ‘archiving’ often simply means ‘hiding’ – not managing and preserving for long-term keeping.
- Table created by Jenny O'Neill, Data Manager, Research Services, UCD Library: http://libguides.ucd.ie/ld.php?content_id=32467254
- There are two main forms of migration for digital preservation, and it is possible to use one or both. The first is a method often referred to as ‘normalisation’. This is where all files of a particular type (for example, text documents) are ‘normalised’ to one file format. The example on the slide shows Word documents being normalised to PDF. For images this could be JPEGs and GIFs normalised to TIFFs. The choice of normalised files format used will depend on the needs of the organisation and its users. The second method involves migrating old file formats to newer versions when they are at risk of becoming obsolete. This could be migrating an old .xls spreadsheet to a newer .xlsx format. Both methods have their positives and negatives: Normalisation creates homogenous, easier to manage collections and means that users need to know how to use fewer files types. Migrating to new versions means that files can be accessed in current computer environments. Both processes can be automated but quality control is incredibly important and careful consideration must be given to migration pathways to avoid loss of data and functionality.
- Save Gmail: https://www.thewindowsclub.com/save-gmail-emails-as-an-eml-file
- Save Gmail: https://www.thewindowsclub.com/save-gmail-emails-as-an-eml-file
- Save Gmail: https://www.thewindowsclub.com/save-gmail-emails-as-an-eml-file
- Export Google Calendar: https://support.google.com/calendar/answer/37111?hl=en
- Google Takeout: https://takeout.google.com/settings/takeout Twitter Data Download: https://help.twitter.com/en/managing-your-account/how-to-download-your-twitter-archive Facebook Information Download: https://www.facebook.com/help/1701730696756992?helpref=hc_global_nav Download InstaPort for Instagram download: https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&cad=rja&uact=8&ved=2ahUKEwih0PGPru7kAhXjTRUIHSgnBGYQFjAAegQIAhAB&url=https%3A%2F%2Finstaport.en.softonic.com%2Fweb-apps%2Fdownload&usg=AOvVaw2HvueTtmnnBfD7om31_IJi Whatsapp Back-up to Google Drive: https://faq.whatsapp.com/en/android/28000019/?category=5245251
- Look into the lifespan of your hard drive, your external hard drive, etc. Remember if you heavily use your machine, it won’t necessarily last as long. If you don’t perform regular OS updates, you may also run into problems. Can you open your storage devices? Can you open the files you have saved?
- Fixity by AVP: https://www.weareavp.com/products/fixity/
- Creative Commons: https://creativecommons.org
- Ireland’s Data Protection Commission: https://www.dataprotection.ie/en/individuals/raising-concern-commission