File formats can become out of date and no longer supported or used. If the software isn’t available to open the files you can’t view their contents. In order to counter this risk there are some measures you can take to ensure your digital files remain accessible for the foreseeable future. In order to migitate the risk that your files may become inaccessible by the time your collection is donated to the archive it is wise to follow some key guidelines. Use open standard or well-established file formats. It is standard practice for archivists to make sure that files selected for long term preservation are kept in ‘preservation formats’. It is suggested that where possible you should create your content using formats that are preservable. These formats are typically either ‘open standard’, where the specification for the format is publically accessible (such formats are PDF, Open Document, TIFF), or well-established file formats, which may be proprietary in nature (i.e. reliant on the purchase of licenses) but which are so heavily used that it is unlikely they will become obsolete in the short-medium term (such as Word, Excel, Jpeg etc). Consider consulting our guidance for the latest information on file formats that we can accept as part of a digital archive acquisition. Document File Format Policy Register (110.44 KB / PDF) If you would like more information you can contact our Digital Archivist, digital.preservation@ed.ac.uk This article was published on 2024-08-21
