The Perils of Digital Time: How to Preserve Your Files for the Long Haul
The internet’s history is full of fascinating milestones, and among them is Tim Berners-Lee’s 1989 proposal for the World Wide Web. This document, a simple Word file, holds the blueprint for the digital world we live in today. Yet, it represents a stark reminder of the fragility of digital information: it can’t be opened on most modern computers.
Software engineer John Graham-Cumming’s recent attempt to access the original proposal highlighted this digital preservation problem. While modern versions of Microsoft Word and Apple’s Pages failed to open the document, LibreOffice, an open-source word processor, managed to open it, albeit with messy formatting. Graham-Cumming ultimately found a 1998 PDF export of the proposal, offering a glimpse into the document’s original state.
This incident resonates with the anxieties many of us have about our own digital archives. Are our pictures, documents, and videos at risk of becoming inaccessible with each software update? This is a question digital archivists grapple with every day, and as Lance Stuchell, director of digital preservation services at the University of Michigan, notes, "Twenty years, in the digital realm, is ancient."
The Challenge of Digital Obsolescence
The ephemeral nature of digital information stems from constant technological evolution. While physical artifacts age slowly, digital files become increasingly vulnerable as software evolves. "With physical stuff, the less you look at it the longer it lasts," Stuchell explains. "Digital stuff, we’re constantly fighting with obsoleteness. As the file moves through time, it’s losing information."
Updates to software like Microsoft Word can render older files incompatible, meaning they can no longer be opened in newer versions. This incompatibility stems from proprietary file formats, which are controlled by the software developer, often making it difficult for other programs to interpret the file.
Embracing Open Formats for Long-Term Access
To combat this digital decay, archivists and digital historians advocate for open file formats. These open standards are free for anyone to use and develop, ensuring long-term accessibility and ensuring that they can be opened by different software programs throughout their lifespan.
For documents, Stuchell recommends PDF/A as the gold standard for long-term preservation. PDF/A is an open standard built on top of Adobe’s PDF format, incorporating all necessary elements, including fonts, to ensure the file can be opened consistently.
"You should archive any document that you want to keep as a PDF/A," he emphasizes. Microsoft Office, LibreOffice, and Adobe Acrobat all support PDF/A export, making it a readily available option for anyone with a computer.
Beyond Documents: The Broader Picture of Digital Preservation
Preserving digital documents is only one aspect of the broader challenge of digital archiving. Images, audio recordings, video files, and even software programs are susceptible to obsolescence.
Here are some additional strategies for preserving your digital assets:
- Use Open Source Software: When possible, opt for open-source software like LibreOffice, GIMP, or Audacity. This ensures you’re not reliant on proprietary formats and increases the chances of long-term access.
- Metadata Matters: Metadata, or information about a file, is crucial for understanding and accessing it in the future. Ensure your files include descriptive metadata, such as creator, date, and subject matter.
- Back It Up, Back It Up, Back It Up! Multiple backups, stored in different locations (both physical and cloud-based), are vital. This helps protect against accidental data loss and ensures your files have a higher chance of survival.
- Embrace Digital Archives: Consider depositing valuable files in digital archives or libraries, ensuring their long-term preservation and access for future generations.
- Stay Informed: The field of digital preservation is constantly evolving. Stay informed about the latest recommendations and tools available. The National Digital Stewardship Alliance, the Digital Preservation Coalition, and the Library of Congress offer valuable resources and information.
The Importance of Digital Preservation
As our reliance on digital information grows, preserving its accessibility becomes increasingly important. The story of the World Wide Web proposal reminds us that our digital legacy is vulnerable to the ever-changing landscape of technology. By adopting open formats, embracing metadata, and proactively backing up our files, we can ensure that our digital memories remain accessible for the long haul.
"It’s not just a matter of being able to open a document," says Stuchell. "It’s about ensuring access to the information and knowledge it contains, making it available for researchers, historians, and future generations." In an increasingly digital world, preserving our digital heritage is crucial for understanding our past and shaping our future.
