Preserving the Collection

The presence of digital copies of files on different storage media to help mitigate the risk of losing digital files due to human error, hardware malfunctions, or natural disasters. (Adapted from Dictionary of Archives Terminology, Society of American Archivists.)

A unique value and way of analyzing and digital file or set of digital files. A checksum is a way to differentiate between different individual files and groups of files, and to verify if these files or groups of files change or are damaged, either due to an action you take or gradually over time. (Adapted from Dictionary of Archives Terminology, Society of American Archivists.)

Data redundancy helps to decrease the risk of losing digital files due to human error, hardware malfunctions, or natural disasters. A helpful acronym for thinking about the efficacy of data redundancy is the concept of “LOCKSS,” which stands for “lots of copies keep stuff safe.” (Adapted from the University of Michigan Library.)

For RoPA, a hard drive that will serve as a place where the Digital Preservation Specialist can back up both preservation and production copies of files from the participatory archiving event. The Digital Preservation Hard Drive may also serve as one of two Digital Preservation Storage Platforms.

For RoPA, a digital repository or storage device used to manage digital objects and information over the long term. A digital repository encompasses a number of activities, including “institutional repository” (see definition) and “preservation repository.” Some repository platforms are able to effectively serve as both an online access repository (an institutional repository) and a preservation repository. (Adapted from Dictionary of Archives Terminology, Society of American Archivists.)

For RoPA, also called an Online Access Platform. A virtual storage space, platform, or website with the entire technical infrastructure, support, and access services, for the long-term storage and management of digital objects and information. Some digital repository platforms are able to effectively serve as both an online access repository and a preservation repository. (Adapted from Dictionary of Archives Terminology, Society of American Archivists.)

The careful and planned management of digital files over time to help ensure their long-term preservation and use. (Adapted from Dictionary of Archives Terminology, Society of American Archivists.)

For RoPA, the Event Email Address is used by Contributors who have Items they’re donating that are on their smartphone or smart device. The Event Email Address is created by the Digital Preservation Specialist and is used in the Workflow for Email Items (in the Copying Items module).

For RoPA, a hard drive used by the Digital Preservation Specialist on the day of the event to back up collected digital files from each Copying Station computer. The drive is also used after the event to share copies of collected digital files with the Online Access Specialist and the Data Entry Volunteer.

The Society of American Archivists defines "fixity" as the "the property of being unchanged." For the purposes of digital preservation and digital stewardship specifically, "fixity" is a way of thinking of the integrity of digital objects over time. (Adapted from Dictionary of Archives Terminology, Society of American Archivists.)

A specific kind of digital repository that is used to manage and share digital objects and information. For RoPA, we use the term “digital repository” to encompass a number of activities, including “institutional repository” and “preservation repository” (see definition). Some repository platforms are able to effectively carry out a variety of activities, and to serve as both an online access repository (an institutional repository) and a preservation repository. (Adapted from Dictionary of Archives Terminology, Society of American Archivists.)

A principle related to data redundancy, which helps to decrease the risk of losing digital files due to human error, hardware malfunctions, or natural disasters. (Adapted from Dictionary of Archives Terminology, Society of American Archivists.)

Metadata is commonly defined as “data about data.” Metadata is frequently used to locate or manage information resources by abstracting or classifying those resources or by capturing information not inherent in the resource. Typically metadata is organized into distinct categories and relies on conventions to establish the values for each category. For example, administrative metadata may include the date and source of acquisition, disposal date, and disposal method. Descriptive metadata may include information about the content and form of the materials. Preservation metadata may record activities to protect or extend the life of the resource, such as reformatting. Structural metadata may indicate the interrelationships between discrete information resources, such as page numbers. (Adapted from Dictionary of Archives Terminology, Society of American Archivists.)

Versions of digital files that are unedited and stored at a high resolution over the long term. While they are used to make Production Copies, which may be created at a lower resolution and which may be edited, Preservation Copies are otherwise not accessed for daily use. By storing a Preservation Copy of your Items, you help to protect the informational content of the file from loss or decay. (Adapted from the National Archives and from Dictionary of Archives Terminology, Society of American Archivists.)

For RoPA, also a possible Digital Preservation Storage Platform. A preservation repostiory is a specific kind of digital repository that is used to manage digital objects and information over the long term. A digital repository encompasses a number of activities, including “institutional repository” (see definition) and “preservation repository.” Some repository platforms are able to effectively serve as both an online access repository (an institutional repository) and a preservation repository. (Adapted from Dictionary of Archives Terminology, Society of American Archivists.)

Versions of digital files created from Preservation Copies to be used for day-to-day access. Production Copies may be edited (rotated and possibly cropped when appropriate). They are typically scaled down from the higher-quality Preservation Copies to a lower-quality, smaller versions, which in turn facilitates delivery online. By using Production Copies of your Items, you help to protect the informational content of the original file from loss or decay. Also called "Access Copies" or "Reproduction Copies." (Adapted from the National Archives and from Dictionary of Archives Terminology, Society of American Archivists.)