Digital Stewardship Lee Dotson Digital Initiatives Librarian University of Central Florida John C. Hitt Library Presentation available at

Getting started Identify files Organize files Decide which ones have long-term value Make copies and manage them in different places

Creating files ISO Standard stipulates certain restrictions on file names: Limit total path length to 207 characters Characters used in file names are restricted to lowercase a-z, 0-9, underscore ( _ ), and period (.) File names shall not include spaces; should not begin or end with a period (.); and should contain no more than one period (.). Limit directory hierarchy to eight levels. Directory names should not use periods. Names for directories, folders, and files will be no longer than 21 characters (not including 3 letter extensions) and will be unique within the context of the project. “Brevard computer lab - student on computer” image courtesy of UCF Libraries University Archives University Photograph CollectionBrevard computer lab - student on computer

Know your formats

Storing files Storage and Security Things to consider when deciding on where and how to store your data: CD & DVDs' media life are not reliable in the long-term, copy or migrate data to new media between years after creation Appropriate environmental conditions will increase the life-span of media Make backups of your data

Storing files Storage and Security Data Security is the protection of data from unauthorized access, use, change, disclosure and destruction. Make sure your data is safe in regards to: Network security Physical Security Computer Systems & Files Unencrypted is ideal for storing your data because it will make it most easily read by you and others in the future. Uncompressed is also ideal for storage, but if you need to do so to conserve space, limit compression to your 3rd backup copy

Sharing files Clear and detailed file documentation is vital for ensuring that your data be understood and interpreted for long- lasting usability. Effectively sharing your files is more difficult without documentation. What do you want to share? How should you share it? Copyright and Intellectual Property Rights Confidentiality (Ethical Concerns)

Maintaining files Keeping track of versions of documents and datasets is critical. Strategies include: Directory Structure Naming Conventions File Naming conventions Always record every change to a file no matter how small. Discard obsolete versions after making backups. Track changes “Computer Center II Building - IBM PCs arrive” image courtesy of UCF Libraries University Archives University Photograph CollectionComputer Center II Building - IBM PCs arrive

Preserving files Keeping reliable backups is an integral part of file management. Three backup copies (original, external but local to your institution, and external at a remote location). Check the integrity of your backed-up files using checksum validation. Create a backup schedule, use reliable backup medium AND test out your backup system by testing file restores. The UK Data Archive provides additional guidelines on data storage, back-up, and security.guidelines on data storage, back-up, and security “Computer with UCF Pegasus logo” image courtesy of UCF Libraries University Archives University Photograph CollectionComputer with UCF Pegasus logo

Digital Archiving tools Personal Archiving Preserving Your Digital Memories (LOC) Preserving Your Digital Memories Digital Photographs Digital Audio Digital Video Digital Records Websites

DMP tool Learn more:

Open Science Framework Learn more: TV21gOzfhw