Maintenance: Preservation, Development and Migrations - Revision history

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2024-03-17T17:28:50Z

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	Monitoring and improving our software will ensure that it continues to meet our requirements, even when those requirements change. However, suppose our monitoring shows that a specific software can no longer be adapted or is losing its support community. In that case, we need to find a new appropriate software solution and migrate to it.		Monitoring and improving our software will ensure that it continues to meet our requirements, even when those requirements change. However, suppose our monitoring shows that a specific software can no longer be adapted or is losing its support community. In that case, we need to find a new appropriate software solution and migrate to it.
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DEV at 16:11, 17 March 2024

2024-03-17T16:11:46Z

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	Monitoring and improving our software will ensure that it continues to meet our requirements, even when those requirements change. However, suppose our monitoring shows that a specific software can no longer be adapted or is losing its support community. In that case, we need to find a new appropriate software solution and migrate to it.		Monitoring and improving our software will ensure that it continues to meet our requirements, even when those requirements change. However, suppose our monitoring shows that a specific software can no longer be adapted or is losing its support community. In that case, we need to find a new appropriate software solution and migrate to it.
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	!RESOURCE ~~Alert~~!: Software Tool Registers.		!RESOURCE Recommendation!: Software Tool Registers.
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	\|Although digital archiving would not be possible without software tools, and their quick pace of proliferation has been very beneficial, the sheer number and scope of possible and offered solutions can create difficulties in finding and selecting the right option. A number of digital archiving software registries have been created, which provide lists and descriptions of different tools. A good starting point is the COPTR registry, which has the advantage of drawing information from a variety of sources and thus provides a good overview.		\|Although digital archiving would not be possible without software tools, and their quick pace of proliferation has been very beneficial, the sheer number and scope of possible and offered solutions can create difficulties in finding and selecting the right option. A number of digital archiving software registries have been created, which provide lists and descriptions of different tools. A good starting point is the [https://web.archive.org/web/20231208094613/https://coptr.digipres.org/index.php/Main_Page '''COPTR'''] registry, which has the advantage of drawing information from a variety of sources and thus provides a good overview.
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2024-03-10T18:46:44Z

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DEV at 18:44, 10 March 2024

2024-03-10T18:44:06Z

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DEV at 12:58, 10 March 2024

2024-03-10T12:58:48Z

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	<blockquote>'''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Antivirus\|Antivirus]]''' checkups. As always, ensuring that data is virus-free is an essential precondition for any further actions on data. In addition to antivirus measures in place for the entire '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Digital Archiving System\|Digital Archiving System]]''', we also need to be mindful and perform antivirus checks on our digital content whenever it has been exposed to a networked environment or other virus-related threats. </translate>		<blockquote>'''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Antivirus\|Antivirus]]''' checkups. As always, ensuring that data is virus-free is an essential precondition for any further actions on data. In addition to antivirus measures in place for the entire '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Digital Archiving System\|Digital Archiving System]]''', we also need to be mindful and perform antivirus checks on our digital content whenever it has been exposed to a networked environment or other virus-related threats. </translate>
	[[File:CSOs-in-Digital-Archiving-Toolkit-6x9-EN-final-print (KEY WORDS WIKI) Page 121.jpg\|thumb\|431x431px]]Backup. For the maintenance phase, it is important that our backup copies are also monitored and replaced when appropriate—mirroring any actions on our archival '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Master Files\|master files]]'''. Hence, backup files should be subjected to the same type of scheduled checkups as our master files. Alternatively, we could make new backup copies from master files following their regular checkups. Additionally, if there are any changes to the archival master files, their backup files will also need to be replaced. It is a good practice to back up considerations in the maintenance phase whenever possible, including developing a so-called “'''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Disaster Recovery Plan\|<translate><!--T:16--> Disaster Recovery Plan</translate>]]'''		[[File:CSOs-in-Digital-Archiving-Toolkit-6x9-EN-final-print (KEY WORDS WIKI) Page 121.jpg\|thumb\|431x431px]]Backup. For the maintenance phase, it is important that our backup copies are also monitored and replaced when appropriate—mirroring any actions on our archival '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Master Files\|master files]]'''. Hence, backup files should be subjected to the same type of scheduled checkups as our master files. Alternatively, we could make new backup copies from master files following their regular checkups. Additionally, if there are any changes to the archival master files, their backup files will also need to be replaced. It is a good practice to back up considerations in the maintenance phase whenever possible, including developing a so-called “'''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Disaster Recovery Plan\|<translate><!--T:16--> Disaster Recovery Plan</translate>]]'''.”
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	.” This refers to creating a plan on how our data will be recovered or replaced in case of any major natural or human-caused failure, damage, theft, or malicious attack on our digital archival content or system. The plan will be based on our existing backup arrangements, which define the number of backup copies, their geographic location, and the type of storage media used, as described earlier. The disaster recovery plan should provide instructions on which backup copies should be used, in which disaster-type circumstances, and by which technological means to replace and recover our data.		This refers to creating a plan on how our data will be recovered or replaced in case of any major natural or human-caused failure, damage, theft, or malicious attack on our digital archival content or system. The plan will be based on our existing backup arrangements, which define the number of backup copies, their geographic location, and the type of storage media used, as described earlier. The disaster recovery plan should provide instructions on which backup copies should be used, in which disaster-type circumstances, and by which technological means to replace and recover our data.

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2024-03-10T12:33:35Z

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DEV at 12:32, 10 March 2024

2024-03-10T12:32:34Z

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	<blockquote>'''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Antivirus\|Antivirus]]''' checkups. As always, ensuring that data is virus-free is an essential precondition for any further actions on data. In addition to antivirus measures in place for the entire '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Digital Archiving System\|Digital Archiving System]]''', we also need to be mindful and perform antivirus checks on our digital content whenever it has been exposed to a networked environment or other virus-related threats. </translate>		<blockquote>'''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Antivirus\|Antivirus]]''' checkups. As always, ensuring that data is virus-free is an essential precondition for any further actions on data. In addition to antivirus measures in place for the entire '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Digital Archiving System\|Digital Archiving System]]''', we also need to be mindful and perform antivirus checks on our digital content whenever it has been exposed to a networked environment or other virus-related threats. </translate>
	[[File:CSOs-in-Digital-Archiving-Toolkit-6x9-EN-final-print (KEY WORDS WIKI) Page 121.jpg\|thumb\|431x431px]]Backup. For the maintenance phase, it is important that our backup copies are also monitored and replaced when appropriate—mirroring any actions on our archival '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Master Files\|master files]]'''. Hence, backup files should be subjected to the same type of scheduled checkups as our master files. Alternatively, we could make new backup copies from master files following their regular checkups. Additionally, if there are any changes to the archival master files, their backup files will also need to be replaced. It is a good practice to back up considerations in the maintenance phase whenever possible, including developing a so-called “[[Special:MyLanguage/Glossary of Key Terms and Concepts#Disaster Recovery Plan\|<translate><!--T:16--> Disaster Recovery Plan</translate>]]		[[File:CSOs-in-Digital-Archiving-Toolkit-6x9-EN-final-print (KEY WORDS WIKI) Page 121.jpg\|thumb\|431x431px]]Backup. For the maintenance phase, it is important that our backup copies are also monitored and replaced when appropriate—mirroring any actions on our archival '''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Master Files\|master files]]'''. Hence, backup files should be subjected to the same type of scheduled checkups as our master files. Alternatively, we could make new backup copies from master files following their regular checkups. Additionally, if there are any changes to the archival master files, their backup files will also need to be replaced. It is a good practice to back up considerations in the maintenance phase whenever possible, including developing a so-called “'''[[Special:MyLanguage/Glossary of Key Terms and Concepts#Disaster Recovery Plan\|<translate><!--T:16--> Disaster Recovery Plan</translate>]]'''
	<translate><!--T:17-->		<translate><!--T:17-->
	.” This refers to creating a plan on how our data will be recovered or replaced in case of any major natural or human-caused failure, damage, theft, or malicious attack on our digital archival content or system. The plan will be based on our existing backup arrangements, which define the number of backup copies, their geographic location, and the type of storage media used, as described earlier. The disaster recovery plan should provide instructions on which backup copies should be used, in which disaster-type circumstances, and by which technological means to replace and recover our data.		.” This refers to creating a plan on how our data will be recovered or replaced in case of any major natural or human-caused failure, damage, theft, or malicious attack on our digital archival content or system. The plan will be based on our existing backup arrangements, which define the number of backup copies, their geographic location, and the type of storage media used, as described earlier. The disaster recovery plan should provide instructions on which backup copies should be used, in which disaster-type circumstances, and by which technological means to replace and recover our data.
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DEV at 13:26, 20 February 2024

2024-02-20T13:26:53Z

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	Active maintenance is not only needed to keep our digital archive running but also the key to long-term preservation, authenticity, and access to digital content. Suppose the format of our files becomes obsolete, our storage media fails, or our backup software is outdated and flawed. In that case, our invaluable digital content may become compromised, damaged, or lost altogether, along with all the work we have put into building and developing the digital archive.		Active maintenance is not only needed to keep our digital archive running but also the key to long-term preservation, authenticity, and access to digital content. Suppose the format of our files becomes obsolete, our storage media fails, or our backup software is outdated and flawed. In that case, our invaluable digital content may become compromised, damaged, or lost altogether, along with all the work we have put into building and developing the digital archive.

	Given that active maintenance is not an afterthought but rather the very core of digital archiving, it requires a systematic approach and regular performance of a set of actions that include monitoring and migration. As with access and security, it is a good practice to create a [[Glossary of Key Terms and Concepts#Maintenance Plan\|Maintenance Plan]] centered around the two main sets of maintenance actions: listing, describing, and scheduling the execution of maintenance monitoring and migration activities. The specific elements of the Maintenance Plan, such as periods for regular checkups or concrete procedures, will be dictated by the circumstances of a given archive. We can, however, describe the key elements and actions that need to be included.		Given that active maintenance is not an afterthought but rather the very core of digital archiving, it requires a systematic approach and regular performance of a set of actions that include monitoring and migration. As with access and security, it is a good practice to create a '''[[Glossary of Key Terms and Concepts#Maintenance Plan\|Maintenance Plan]]''' centered around the two main sets of maintenance actions: listing, describing, and scheduling the execution of maintenance monitoring and migration activities. The specific elements of the Maintenance Plan, such as periods for regular checkups or concrete procedures, will be dictated by the circumstances of a given archive. We can, however, describe the key elements and actions that need to be included.

	== Active maintenance: Monitoring ==		== Active maintenance: Monitoring ==

	To properly maintain our digital archive, we must monitor its functions and elements and make the necessary adjustments. This primarily includes monitoring, checkup, and preservation actions on data, software, and storage media. In addition, we need to regularly observe, revise, and update our data security and [[Glossary of Key Terms and Concepts#Access Plan\|access plans]] and their implementation.		To properly maintain our digital archive, we must monitor its functions and elements and make the necessary adjustments. This primarily includes monitoring, checkup, and preservation actions on data, software, and storage media. In addition, we need to regularly observe, revise, and update our data security and '''[[Glossary of Key Terms and Concepts#Access Plan\|access plans]]''' and their implementation.

	=== Data Monitoring and Preservation Actions ===		=== Data Monitoring and Preservation Actions ===

	Monitoring and preservation actions we need to conduct on our data in the maintenance phase are, in essence, a continuation of the work we performed as part of the preparation of material for ingest—from plain backup of data to checkups of file format, validity, [[Glossary of Key Terms and Concepts#Fixity\|fixity]], and quality assurance.		Monitoring and preservation actions we need to conduct on our data in the maintenance phase are, in essence, a continuation of the work we performed as part of the preparation of material for ingest—from plain backup of data to checkups of file format, validity, '''[[Glossary of Key Terms and Concepts#Fixity\|fixity]]''', and quality assurance.

	At this stage, we need to plan and schedule regular, periodic performance of these preservation actions, check for any irregularities, and then follow up to amend them. We also need to plan for these functions as a necessary step in any major archival data-related activity, such as data migration or software replacement.		At this stage, we need to plan and schedule regular, periodic performance of these preservation actions, check for any irregularities, and then follow up to amend them. We also need to plan for these functions as a necessary step in any major archival data-related activity, such as data migration or software replacement.

	<blockquote>[[Glossary of Key Terms and Concepts#Antivirus\|Antivirus]] checkups. As always, ensuring that data is virus-free is an essential precondition for any further actions on data. In addition to antivirus measures in place for the entire [[Glossary of Key Terms and Concepts#Digital Archiving System\|Digital Archiving System]], we also need to be mindful and perform antivirus checks on our digital content whenever it has been exposed to a networked environment or other virus-related threats. [[File:CSOs-in-Digital-Archiving-Toolkit-6x9-EN-final-print (KEY WORDS WIKI) Page 121.jpg\|thumb\|431x431px]]Backup. For the maintenance phase, it is important that our backup copies are also monitored and replaced when appropriate—mirroring any actions on our archival [[Glossary of Key Terms and Concepts#Master Files\|master files]]. Hence, backup files should be subjected to the same type of scheduled checkups as our master files. Alternatively, we could make new backup copies from master files following their regular checkups. Additionally, if there are any changes to the archival master files, their backup files will also need to be replaced. It is a good practice to back up considerations in the maintenance phase whenever possible, including developing a so-called “[[Glossary of Key Terms and Concepts#Disaster Recovery Plan\|Disaster Recovery Plan]].” This refers to creating a plan on how our data will be recovered or replaced in case of any major natural or human-caused failure, damage, theft, or malicious attack on our digital archival content or system. The plan will be based on our existing backup arrangements, which define the number of backup copies, their geographic location, and the type of storage media used, as described earlier. The disaster recovery plan should provide instructions on which backup copies should be used, in which disaster-type circumstances, and by which technological means to replace and recover our data.		<blockquote>'''[[Glossary of Key Terms and Concepts#Antivirus\|Antivirus]]''' checkups. As always, ensuring that data is virus-free is an essential precondition for any further actions on data. In addition to antivirus measures in place for the entire '''[[Glossary of Key Terms and Concepts#Digital Archiving System\|Digital Archiving System]]''', we also need to be mindful and perform antivirus checks on our digital content whenever it has been exposed to a networked environment or other virus-related threats. [[File:CSOs-in-Digital-Archiving-Toolkit-6x9-EN-final-print (KEY WORDS WIKI) Page 121.jpg\|thumb\|431x431px]]Backup. For the maintenance phase, it is important that our backup copies are also monitored and replaced when appropriate—mirroring any actions on our archival '''[[Glossary of Key Terms and Concepts#Master Files\|master files]]'''. Hence, backup files should be subjected to the same type of scheduled checkups as our master files. Alternatively, we could make new backup copies from master files following their regular checkups. Additionally, if there are any changes to the archival master files, their backup files will also need to be replaced. It is a good practice to back up considerations in the maintenance phase whenever possible, including developing a so-called “[[Glossary of Key Terms and Concepts#Disaster Recovery Plan\|Disaster Recovery Plan]].” This refers to creating a plan on how our data will be recovered or replaced in case of any major natural or human-caused failure, damage, theft, or malicious attack on our digital archival content or system. The plan will be based on our existing backup arrangements, which define the number of backup copies, their geographic location, and the type of storage media used, as described earlier. The disaster recovery plan should provide instructions on which backup copies should be used, in which disaster-type circumstances, and by which technological means to replace and recover our data.

	Format and obsolesce. In the pre-ingest phase, we made sure that all our files were in formats that were operational and could be opened and properly displayed by currently available software. Similarly, in the maintenance phase, we need to schedule regular audits of our file formats to ensure that they are not in danger of becoming obsolete. If we find that a format we are using is becoming obsolete or that support for it will be discontinued, we need to act, which usually means migrating files to a newer or more suitable format. For both file format monitoring and migration we can use specialized software tools, some of which we already mentioned.		Format and obsolesce. In the pre-ingest phase, we made sure that all our files were in formats that were operational and could be opened and properly displayed by currently available software. Similarly, in the maintenance phase, we need to schedule regular audits of our file formats to ensure that they are not in danger of becoming obsolete. If we find that a format we are using is becoming obsolete or that support for it will be discontinued, we need to act, which usually means migrating files to a newer or more suitable format. For both file format monitoring and migration we can use specialized software tools, some of which we already mentioned.
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	[[File:CSOs-in-Digital-Archiving-Toolkit-6x9-EN-final-print (KEY WORDS WIKI) Page 122.jpg\|thumb\|Image shared by FAMDEGUA, GIJTR partner organization in Guatemala.]]		[[File:CSOs-in-Digital-Archiving-Toolkit-6x9-EN-final-print (KEY WORDS WIKI) Page 122.jpg\|thumb\|Image shared by FAMDEGUA, GIJTR partner organization in Guatemala.]]

	This means that in the first instance, we can try to repair the file using dedicated software tools for the given file format. If repair is not an option, we should restore the file from one of our backups. In case we do not have a backup or it is not usable, we can decide to preserve the changed original file. Regardless of what we decide, in the end, we need to document our action and detail the decision that was made and why, which is to be preserved as part of the [[Digitization, Preservation and Ingest#Metadata: Descriptions of Digitized Files\|metadata]] along with the file.		This means that in the first instance, we can try to repair the file using dedicated software tools for the given file format. If repair is not an option, we should restore the file from one of our backups. In case we do not have a backup or it is not usable, we can decide to preserve the changed original file. Regardless of what we decide, in the end, we need to document our action and detail the decision that was made and why, which is to be preserved as part of the '''[[Digitization, Preservation and Ingest#Metadata: Descriptions of Digitized Files\|metadata]]''' along with the file.

	=== Monitoring Software ===		=== Monitoring Software ===
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	Therefore, an important element of monitoring our software as part of maintenance is following the new developments and services provided through upgrades and novel solutions and having access to a community of software users and developers. This is especially the case for civil society-run human rights archives, as many of them struggle with the expertise, resources, and [[Means and Resources for building a digital archive#Capacity building and Networking\|capacity]] needed for the development and maintenance of the technological element of a digital archive. There are inspiring examples that show how such synergistic partnerships can be built, and new out-of-the-box solutions can be applied to shared technology-related problems.		Therefore, an important element of monitoring our software as part of maintenance is following the new developments and services provided through upgrades and novel solutions and having access to a community of software users and developers. This is especially the case for civil society-run human rights archives, as many of them struggle with the expertise, resources, and '''[[Means and Resources for building a digital archive#Capacity building and Networking\|capacity]]''' needed for the development and maintenance of the technological element of a digital archive. There are inspiring examples that show how such synergistic partnerships can be built, and new out-of-the-box solutions can be applied to shared technology-related problems.

	=== Monitoring Storage Media===		=== Monitoring Storage Media===
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	=== Monitoring Access and Data Security ===		=== Monitoring Access and Data Security ===

	Implementation of our Access and [[Glossary of Key Terms and Concepts#Digital Archive Security Plan\|Data Security plans]] also needs to be regularly audited to ensure they remain functional and meet the requirements. The plans and related practices should be revised when requirements change or shortcomings are identified.		Implementation of our Access and '''[[Glossary of Key Terms and Concepts#Digital Archive Security Plan\|Data Security plans]]''' also needs to be regularly audited to ensure they remain functional and meet the requirements. The plans and related practices should be revised when requirements change or shortcomings are identified.

	In terms of access, monitoring includes following the statistics of our data use and users. Such data should be provided by the access software solution we use and can help us better tailor, organize, and deliver our access services.		In terms of access, monitoring includes following the statistics of our data use and users. Such data should be provided by the access software solution we use and can help us better tailor, organize, and deliver our access services.

	Regarding security, we need to carefully monitor the planned and implemented arrangements to ensure timely identification of any weak spots or shortcomings that might threaten our data. Data on access and using the archival material can also be useful for reviewing and revising our [[Glossary of Key Terms and Concepts#Digital Archive Security Plan\|Data Security Plan]].		Regarding security, we need to carefully monitor the planned and implemented arrangements to ensure timely identification of any weak spots or shortcomings that might threaten our data. Data on access and using the archival material can also be useful for reviewing and revising our '''[[Glossary of Key Terms and Concepts#Digital Archive Security Plan\|Data Security Plan]]'''.

	We should also always be on the lookout—when possible, through a community of users or other CSOs—to advance our access services and security arrangements by applying novel technologies that can sometimes substantially improve both the user experience and the safety of our data.		We should also always be on the lookout—when possible, through a community of users or other CSOs—to advance our access services and security arrangements by applying novel technologies that can sometimes substantially improve both the user experience and the safety of our data.
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	* Whether we are migrating data, software, or storage media, we should always include a set of preservation actions—including checkups of fixity, validity, and quality assurance—as a mandatory step before and after the actual transfer of files.		* Whether we are migrating data, software, or storage media, we should always include a set of preservation actions—including checkups of fixity, validity, and quality assurance—as a mandatory step before and after the actual transfer of files.
	* For file format migration, it is important always to retain the original file along with the new migrated file, as the migrated file might have lost some of the properties of the original file, which is not always detectable by the software. In such a case, we will have to decide what data we consider acceptable to lose (if any).		* For file format migration, it is important always to retain the original file along with the new migrated file, as the migrated file might have lost some of the properties of the original file, which is not always detectable by the software. In such a case, we will have to decide what data we consider acceptable to lose (if any).
	* To reduce the risk of changes to files going unnoticed by our software during file format migration, it would be a good idea to plan for a quality control test as part of the migration process. This would include manually opening and checking a reasonably sized sample of migrated files based on a set of acceptance criteria we develop. For example, ~~its~~ formatting, look and feel, and functionality.		* To reduce the risk of changes to files going unnoticed by our software during file format migration, it would be a good idea to plan for a quality control test as part of the migration process. This would include manually opening and checking a reasonably sized sample of migrated files based on a set of acceptance criteria we develop. For example, it's formatting, look and feel, and functionality.
	* For software and storage media migration, it is also a good practice to retain the original files for an appropriate period of time following the migration—anything from a few days up to a year or longer, depending on the type of migration. This is because, frequently, it is only post hoc that we discover process shortcomings or data changes that occurred during the migration. We can repeat the process and avoid data change if we retain the originals.		* For software and storage media migration, it is also a good practice to retain the original files for an appropriate period of time following the migration—anything from a few days up to a year or longer, depending on the type of migration. This is because, frequently, it is only post hoc that we discover process shortcomings or data changes that occurred during the migration. We can repeat the process and avoid data change if we retain the originals.
	* We should always include backup copies in any migration plans and workflows and make sure that after the migration is completed, new backup copies are created from the migrated master files.		* We should always include backup copies in any migration plans and workflows and make sure that after the migration is completed, new backup copies are created from the migrated master files.

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