Ensuring Continued Access To Information
Unlike paper, information stored in electronic media is inherently unstable and vulnerable to a wide range of risks, any one of which can threaten access to the content unless appropriate preventative measures are taken.
The major threats to the long term accessibility of digital information include hardware obsolescence, the incompatibility of software versions and media decay. Though it is impossible to define a specific time-span after which preservation issues are likely to become a pressing issue, it may be useful to consider 5 years as a general rule of thumb. For example, information that you know will only be required for less than 5 years is less likely to be affected by some of the preservation threats outlined above. Conversely, if you know the information being created will be of value for longer than 5 years, it is more important that these issues are at least considered. The table below is based on the assumption that the information in question will be required for longer than 5 years.
Although appropriate actions to counter these threats are likely to require large scale institution-wide measures, there are steps which can be taken whenever a new information system is proposed to help meet these challenges.
| Measure | Purpose |
| Avoid proprietary data formats & systems | If the information being created is expected to be required for longer than 5 years careful thought should be given as to whether it is appropriate to rely on proprietary formats which may 'lock in' your data. This can make it difficult to perform future preservation actions and increase your reliance on external agencies over which you have no control. |
| Avoid storage on removable media | Removable storage media tend to age quickly, usually being replaced within a matter of years by new media with greater capacity, thus increasing the risk of hardware obsolescence. Removable media are also more likely to be stored inappropriately increasing the likelihood of loss or damage. |
| Consider when to upgrade software | Whilst it is not necessary to upgrade when every new software version is released, it is important to be aware of when your particular version will no longer be supported or will no longer be readable by subsequent versions and to take action accordingly. |
| Consider existing information when introducing technical changes | It is easy for decisions to be made on purely technical grounds without due consideration of its impact on existing information. For example, a decision to replace all PCs without an appreciation of the fact that a large volume of information still exists on floppy disks, the drives for which are not present on the new machines. |
| Consider the physical care of electronic storage media | Electronic storage media are often fragile and sensitive to fluctuations in temperature and humidity or to magnetic fields. Consideration should be given to where and how such media are being stored and they should be checked periodically to detect the first signs of deterioration before data is lost. |
