How can you prevent digital obsolescence in Library Services?

1 Assess your digital assets

The first step is to identify and evaluate your digital assets, such as documents, images, audio, video, or data. You need to know what formats, software, and hardware are required to access them, how valuable and vulnerable they are, and how often and by whom they are used. You can use tools such as DROID (Digital Record Object Identification) or JHOVE (JSTOR/Harvard Object Validation Environment) to analyze your digital files and metadata.

2 Choose sustainable formats

The next step is to choose sustainable formats for your digital assets, which are less likely to become obsolete or incompatible. Sustainable formats are usually open, standard, widely used, well documented, and uncompressed or losslessly compressed. For example, you can use PDF/A for documents, TIFF for images, WAV for audio, and XML for data. You can also use tools such as PRONOM (PReservation ONline Metadata) or COPTR (Community Owned digital Preservation Tool Registry) to find out more about formats and their suitability for preservation.

3 Migrate or emulate your digital assets

The third step is to migrate or emulate your digital assets, which are two methods of ensuring their accessibility over time. Migration is the process of converting or transferring digital assets from one format, software, or hardware to another, while preserving their essential characteristics and functionality. Emulation is the process of recreating the original environment in which digital assets were created or used, using software or hardware that mimics the obsolete technology. You can use tools such as Archivematica (a digital preservation system) or EaaS (Emulation as a Service) to perform migration or emulation.

4 Monitor and update your digital assets

The fourth step is to monitor and update your digital assets, which are essential for maintaining their quality and usability. You need to check regularly for any signs of deterioration, corruption, or obsolescence, and take corrective actions if needed. You also need to keep track of any changes in technology, standards, policies, or user needs, and adapt your digital assets accordingly. You can use tools such as Fixity (a file integrity checker) or LOCKSS (Lots of Copies Keep Stuff Safe) to monitor and update your digital assets.

5 Document and share your digital assets

The fifth step is to document and share your digital assets, which are important for enhancing their discoverability and reusability. You need to create and maintain accurate and consistent metadata, which are data that describe the content, context, and provenance of your digital assets. You also need to follow best practices and ethical principles for sharing your digital assets, such as respecting copyright, privacy, and consent. You can use tools such as Dublin Core (a metadata standard) or DSpace (a digital repository) to document and share your digital assets.

6 Collaborate and learn from others

The sixth and final step is to collaborate and learn from others, which are vital for improving your digital preservation skills and knowledge. You can join professional networks, communities, or organizations that offer guidance, training, or support for digital preservation, such as the Digital Preservation Coalition (DPC) or the Library of Congress Digital Preservation Outreach and Education (DPOE). You can also seek feedback, advice, or assistance from other librarians, archivists, or experts who have experience or expertise in digital preservation.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?