1. Migration
Moving data from one place to another can be a good strategy to prevent data loss due to
old equipment or obsolescence. Data migration can take different meanings, among them,
using new formats (conversion) or systems (database migration), renewing equipment and
storage devices, etc.
Once the data is migrated, it will have better conditions for long-term preservation. For
further information, you can check this guide on how to carry out database migration
processes.
2. Backup
Backing up data is a good security measure as well as a preservation one. Making copies of
the data reduces the risk of partial or total loss due to the threats mentioned above. The
number of copies, the frequency, the backup method and the location of the copies,
among other issues, should be clearly documented in your back up policy. You can learn
more on how to assess your information and select the best backup method with this
resource.
3. Metadata for preservation
Metadata means data about data. They are used to describe the content of a document, its
structure, creation context, etc. They provide valuable information that can be used to
organise documents and make them more accessible.
These small pieces of information also play a key role in authenticating documents.
Metadata can help to confirm that the data (audio recording, video, picture, etc) was
collected at a specific location and time. Some examples of the latter include Tella and
ProofMode, two documentation apps for challenging environments. They automatically
assign metadata to the content to prove when and where was collected with the timestamp
and the geolocation –automatically corroborated by other users in the same place.
These apps also generate a “digital fingerprint” called hash or checksum that easily allows
us to check the integrity and the chain of custody of the file. You can watch this video if you
want to learn what is the hash function, and this one If you want to use it to authenticate
your documents.
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