How can you format digital collections for effective preservation?

1 Why format matters

The format of a digital object is the way it is encoded, structured, and presented by software and hardware. Formats can vary in terms of complexity, compatibility, and functionality. Some formats are more suitable for certain types of content, such as text, images, or audio. Some formats are more widely supported by different platforms and applications, while others are proprietary or obsolete. Some formats are more stable and resilient to changes in technology, while others are more prone to degradation or obsolescence. The format of your digital object can affect how easily you can access, display, manipulate, and preserve it.

3 How to convert a format

Sometimes, you may need to convert your digital objects from one format to another for various reasons, such as enhancing accessibility or improving compatibility. However, this conversion process can also pose risks, such as losing information or quality, introducing errors, or creating dependencies. Therefore, you need to be careful and selective when converting a format. To do this, you can keep the original format as a master copy, choose the appropriate format for the purpose, and use the appropriate tools and methods for the conversion. For example, if you are converting for access purposes, you can choose a widely supported and easy-to-use format. If you are converting for preservation purposes, you can choose an open and sustainable format. You should also use software that is reputable and up-to-date, and follow instructions and settings that are recommended and appropriate. Additionally, you can use tools that can automate or batch the conversion process if needed.

4 How to document a format

After choosing and converting a format for your digital collection, you need to document it properly. Documentation is essential for managing and preserving your digital collection, allowing you and others to understand, identify, and verify your digital objects and their formats. This can include information such as the format name and version (e.g., JPEG, PNG, MP4), the format specification and description (e.g., encoding, compression, structure), the format identification and validation (e.g., file extensions, MIME types, signatures, checksums), and the format history and provenance (e.g., source, origin, date/reason of creation/conversion). There are various ways to document your format such as embedding metadata in your digital object (e.g., EXIF, IPTC, XMP), creating a separate metadata file (e.g., XML, JSON, CSV), or using a metadata standard or schema (e.g., Dublin Core, PREMIS, METS).

5 How to monitor and update a format

Finally, you need to monitor and update your format regularly in order to maintain and improve its accessibility, usability, and durability. You can check the status and condition of your format with tools like checksums and fixity checks. Additionally, you can compare the performance and quality of your format with benchmarks and tests. Lastly, you can update or migrate your format to a newer or better version with software updates and format converters. Doing so will help you adapt to changes in technology and standards.