How Long Should Digital Media Last? Oliver Slattery June 07, 2005

Presentation Outline GIPWoG: What is GIPWoG? Activities. Participation. Digital Media Survey: What and why. Questions asked. Results (Government Agencies Only). Comments/Justifications. Survey Recommendations. Q and A.

GIPWoG Government Information Preservation Working Group Joint effort between NIST and the DVDA. GIPWoG mission: To provide government agencies with information to make informed decisions for using optical storage technologies in digital data storage or preservation strategies. GIPWoG Goals Act as a liaison/meeting place between government users and the optical storage technology industry. Inform government users of the current state-of-the-art in optical storage technology. Highlight optical storage technology research relevant to the needs of government users. Serve as a forum for government users to share digital data preservation issues and strategies.

GIPWoG Activities Quarterly sessions –Several agencies meet to hear presentations and discuss digital preservation. –Introduce agencies to: Blue Laser technology Holographic storage NARA archival guidelines (ERA) Examples of effective implementation of optical media in storage/distribution (USGS) Conceptual solutions for consideration. –Industry ‘ Media Longevity ’ Series. –NIST research updates (longevity, compatibility etc). –Identify key issues for agencies and organize the research to address it (LoC – DVD longevity). –Determine needs of the agencies (Digital Media Survey).

GIPWoG Agency Participation Agencies –DoD –GPO –GSA –LoC –NARA –NASA –NGA Agencies –NIST –U.S. Census Bureau –U.S. Courts –USGS –EPA –NIH –NOAA

Need for Digital Preservation: ….crucial ….critical … essential.. Legally required. Principle role of agency/central to agency mission. Archive distribution and central requirements of data assets. Continuity of operations. The need to stay current. Records are ‘ permanent ’. From: GIPWoG Data Preservation Survey, December

Media Issue Importance From: GIPWoG Data Preservation Survey, December

Digital Media Survey But how long is long enough? –A stated longevity requirement will give the industry a solid target to aim for. ‘ Forever ’‘ Forever ’ is of little practical use to guide the manufacturers. CommoditizationCommoditization of the CD and DVD recordable market makes it difficult for higher quality products to compete with poorer (and cheaper) products. –A stated longevity will give agencies control and certainty over preservation strategies Time between migration not too long (save data) and not too short (save money). “ Our media lasts UP TO 200 years ”“ Our media lasts UP TO 200 years ” is of no use if they MAY also fail after 5 or 10 years.  Knowing helps both the Industry and the Customer!!!

Survey Questions Is there a period of time that you consider ideal, required or necessary for the longevity of storage media? Options: 20, 25, 30, 35, 40, and 40+ years. Would you specify a label or logo that indicates a product meets this longevity requirement when purchasing for long-term storage applications? Options: Yes, No, Not sure.

Survey Results (Government) Specified Longevity in Years % of Valid Responses

Survey Results (Government) Would Label be Specified for Purchasing? % of Valid Responses

So What ’ s the Message? Majority want 40+ year longevity. Vast majority WILL recommend validated products. Government regulations a key issue. Migration not always possible and usually difficult and costly. Tone of comments suggest manufacturers should aim for 100 years. If a stated longevity is used, it must have very high certainty.

So Why 40+?  Survey Feedback What If Migration is Not Possible? Or if it is simply not performed. Records may be missing for several decades. Funding for migration not always available. Legal issues can obstruct migration. As Long As the Data is Useful. Dependent on the type of data. Medical records ~ 75 years for example 75 – 100 years were popular responses.

So Why 40+?  Survey Feedback It is Our Mandate. Most cost effective method is long lasting media. Statutory obligation for some information. Again 75 – 100 years were popular responses. Dedicated libraries and archives. Migration is Difficult and Costly. People fear migration (as it currently is employed). Time, cost, personal, loss of data/functionality … Reduce the Dependence On Migration.

Survey  Other Observations Media longevity only one part of the solution. Think in terms of a system. Ensure open formats. High certainty for listed life-span. Certainty should be > 99% Are prepared to pay for assurance

Survey  Recommendations To Media Manufacturers: -Aim for years with high certainty. -Agencies seem to be prepared to pay for the comfort of having non-commodity products. To Industry/Standards Bodies/Government: -Develop very robust method to determine if media meets this minimum lifetime. -Sponsor a ‘ Archival Grade ’ logo to be clearly associated with media that meets this minimum lifetime criteria. -Archival system should include this type of media as standard

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