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  • 1.  Digital Collection Preservation Guidance

    Posted 03-18-2021 12:38 PM
    Hello everyone,

    We are currently looking for storage methods to store our digital media and oral history videos, and we are in need of some direction. Currently our collections are stored on a server and we are afraid if the server was to fail, all of our data would be lost. We do have an offsite backup server, but if a disaster struck, we feel we aren't as prepared as we would like to be. We have used Archival Grade DVD since the start of our digitization process, but we are wondering if this process is outdated, and what sort of process should we start undertaking to ensure the longevity of our collections? What will digitization storage look like in the next 10 years, and how can we ensure that our storage capabilities are not obsolete? Is there a specific program or service that provides updates on the latest/ current hardware available? Is there any storage device or technique that you recommend? We have used hard-drives, but they have failed us in the past. We have found that Cloud storage is typically too expensive for us, perhaps some of you know of any companies that offer a minimum budget plan? We are weary of using Cloud Storage because of the potential of that business failing and we're afraid all of our data will be lost in the process. What do you recommend? 
    Thank you to all of those who respond, I appreciate your time and knowledge. 

    Respectfully,

    Nicholas. 


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    Nicholas Rasschaert
    Putnam Museum and Science Center
    Davenport IA
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  • 2.  RE: Digital Collection Preservation Guidance

    Posted 03-19-2021 09:47 AM
    Hi Nicholas,
    Long-term digital storage is a big project, with many variables to consider. You'll want to work with your IT department, since they'll be managing regular data backups, and you may want to consult with an archivist or librarian with data curation expertise.

    Overall, the rule of thumb is 3/2/1, which means at least 3 copies of everything, in 2 different media, and at least 1 copy offsite (geographic diversity). For us, that looks like on-site servers, weekly tape backups (with daily incremental backups), and quarterly cloud backups. I've not stored data on DVDs, but with any medium you choose, you'll need to plan for reformatting over time, since everything will become obsolete at some point.

    There's some very good information here: Best Practices for Storing, Archiving and Preserving Data

    Hope this helps, and good luck!
    Karen

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    Karen Urbec, MLIS, CA
    Archivist and Digital Collections Specialist
    Vizcaya Museum & Gardens
    Miami FL
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  • 3.  RE: Digital Collection Preservation Guidance

    Posted 03-22-2021 11:20 AM
    There is an online course currently being offered by the Foundation for Advancement in Conservation on the Connecting to Collections Care website that might be relevant to your needs. C2C Care Course: Planning and Managing Magnetic Media Preservation Projects | Connecting to Collections Care Online Community

    Best,
    Rachael

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    Rachael Arenstein
    A.M. Art Conservation LLC
    rachael@amartconservation.com
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  • 4.  RE: Digital Collection Preservation Guidance

    Posted 03-22-2021 11:38 AM
    Hi Nicholas,
    I hear these concerns often with the work I do at Artwork Archive. We are a cloud-based art collection management system, but we work with a number of collections that are not art-based. We help cultural institutions help digitize, organize, manage and share their physical objects as well as the media and information associated with the collection.

    To address your concerns around cloud-based platforms, I can speak to our platform here at Artwork Archive.
    • Price: First, we do not want price to be a limiting factor. We pride ourselves in offering affordable tools to cultural institutions, especially during these challenging times. Our plans start at $29/month (a fraction of the cost of our competitors). And, we offer a lifetime 30% discount to nonprofits.
    • Going out of business: We get the question of "what happens to my data if you go out of business?" a lot. We understand that concern-you've spent a lot of time and energy to enter, update and preserve that important data. You can download your data at any time from Artwork Archive. So, speaking to the best practices of keeping various copies of your data, you can do so by downloading right from your Artwork Archive account. We want you to have the peace of mind knowing that your data is secure. Also, we don't plan on going anywhere (we all love the work we do at Artwork Archive), but if that day were to come, you'd have plenty of notice to access your data. We also address the question here in this brief tutorial: http://help.artworkarchive.com/en/articles/825662-what-happens-if-artwork-archive-goes-out-of-business
    You can learn more about us here: https://www.artworkarchive.com/organizations
    I'd also be happy to connect you with a few of our museum clients.

    All the best,
    Elysian

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    Elysian Koglmeier elysian@artworkarchive.com
    Head of Growth
    DENVER CO
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