Tutorial 3: Archiving Digital Files

This is the third in a series of tutorials about publishing a family history website. In this article I'll discuss how to archive (long-term storage) critical files. Later tutorials discuss inkjet printing of old photos and publishing your family history website.

File archiving is not the same as file backup. Archiving involves placing critical files into long-term storage and migrating these files forward to keep pace with changing technology. File backup, on the other hand, is a temporary process that makes multiple, separate copies of important files to protect against hardware failure. Every file should be backed up, not every file needs to be archived.

The most important files in a family history website are the image, sound and video files. Basically anything that would be difficult or impossible to recreate. For example, we have scans of historically important images for which we no longer have access to the original photos. These scans are irreplaceable and therefore need careful archiving. Likewise you may have video or sound files that would be impossible to replace such as a wedding video or first piano recital.

What file storage media is best?

The answer depends on the size of your file collection. Currently, the best media for file archiving are portable external hard drives, with capacities of 40 gigabytes to 1.5 terrabytes (1500 gigabytes, 1.5 million megabytes), and CD/DVDs with capacities up to 5 gigabytes.

Most computer systems already have a CD or CD/DVD drive. If this drive is capable of writing to blank media (check your manuals) then you already have a means of archiving limted amounts of data. However, if you do very much archiving you'll quickly grow tired of swapping, labelling, and keeping track of CD/DVD disks.

I recommend that you consider a portable external hard drive. These drives plug into the USB port (USB-2 port). They don't need a separate power source and can be plugged in even when the computer is running (hot swapped). For about $100 you can purchase a drive that holds 120 gigabytes. These same drives can also be used for routine backups, but see comments below.

Migrating archived files forward

Since the technology of data storage changes rapidly, files that can be read by today's hardware may be lost when this hardware is no longer available. For example, 8-track audio tape players are now all but impossible to find. If you had a valued music collection stored on this media it might be lost. The same principle applies to digital file archives, you must have a plan to copy, or migrate the files to new media as technology changes.

Store media in a fireproof safe

Whatever media you use the final security measure is to place it into a fireproof safe away from the computer when not in use. Some people even advocate moving the media off-site for the most secure storage. I don't advocate off-site but I do suggest a fireproof safe. This of course limits the use of portable drives to archiving since it will be inconvenient to retrieve the drive from the safe to make daily backups. The best options for daily backups are removable Zip-type drives or a second external hard drive.