5 Best Practices for Personal Digital Archiving

Archivists have developed best practices for organizing and maintaining personal digital archives, safeguarding digital legacies for future generations.

Individuals and organizations generate vast amounts of digital content, including photos, documents, emails, and social media posts. Managing and preserving digital assets is vital for immediate access and longevity.

1. Be Thoughtful About Organizing Files

A well-structured approach to organizing digital files is the cornerstone of effective personal digital archiving. Archivists recommend starting with a clear and consistent folder structure that aligns with the individual’s thinking about their data. Doing so involves organizing files by year, project, or document type. Consistency is crucial—adhering to a chosen structure and regularly updating it as new files are added ensures the system remains effective.

Naming conventions also play a significant role. Archivists advise using descriptive, concise, and unique filenames that provide immediate context. The consistent use of dates, project names, and keywords will facilitate quick file retrieval.

2. Follow Best Practices for Creating an Inventory

Establishing a digital inventory is essential for managing personal digital archives. Archivists recommend maintaining a comprehensive list of files and their locations. Depending on the volume and nature of the files, this inventory can range from a simple spreadsheet to a sophisticated digital asset management system. Key details to include are the file name, type, creation date, and location, such as folder name or device.

This inventory must be updated as files are added, moved, or deleted. A well-maintained inventory helps track files and provides a roadmap for future access to digital assets.

3. Consider the Benefits of Local vs. Cloud Storage

Selecting appropriate storage solutions is crucial for accessibility and preservation. Archivists typically recommend a combination of local and cloud storage to balance the advantages and drawbacks of each.

Local storage options, such as external hard drives, USB drives, and other physical media, offer quick access and control over data. However, these media are vulnerable to damage, loss, and technological obsolescence, necessitating regular checks and data migration.

Cloud storage services offer access to files from anywhere with an internet connection. In addition, they offer redundancy, which is provided by multiple server storage. Archivists caution, however, that cloud storage depends on the service provider’s infrastructure and policies, which may change over time. Individuals should consider cost, storage limits, and security features when selecting a cloud provider.

4. Prioritize Safeguarding Assets

A robust backup strategy is essential for protecting digital archives from loss. Archivists advocate for the 3-2-1 rule: keeping three copies of data stored on two different media types, with one copy stored offsite.

The primary copy serves as the working version that is regularly updated. A local backup should be stored on an external hard drive or another storage device, routinely updated and kept in a different location from the primary copy to protect against theft, fire, or other disasters.

Offsite backup, cloud-based or stored on an external hard drive at a different location, provides additional security against local disasters. Archivists also emphasize the importance of regularly testing backups to ensure they are complete and accessible. They also emphasize automating backup processes whenever possible to reduce oversight risk.

5. Don’t Overlook the Importance of Metadata

Metadata, often called “data about data,” is critical in organizing and retrieving digital files. Archivists underscore its importance in making digital archives more searchable and manageable. Metadata can include the file’s creation date, author, keywords, and descriptions.

Different types of metadata serve various purposes. Descriptive metadata provides information about the file’s content, such as the title, author, and keywords, aiding identification and discovery. Administrative metadata includes technical details like file size, format, and creation date, which help manage and maintain files. Preservation metadata documents actions taken to protect a file, such as format migrations and checksums, ensuring digital assets’ long-term integrity. Archivists recommend using software tools or file properties to add and manage metadata, applying consistent standards and practices to maintain uniformity across the digital archives.

Organize, Preserve, and Protect Your Digital Assets

These best practices allow individuals to organize, preserve, and protect their digital assets. Archivists emphasize the importance of management and maintenance, ensuring digital legacies remain accessible and intact for future generations.