Best Practices for p reserving your research data for future reuse Bill Corey Research D ata Services UVa Library wtc2hvirginiaedu Kara McClurken Head Preservation Services UVa Library ID: 372182
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Data Preservation
Best Practices for preserving your research data for future reuse
Bill CoreyResearch Data ServicesUVa Librarywtc2h@virginia.edu
Kara McClurkenHead, Preservation ServicesUVa Librarykmm6ef@virginia.edu
© 2014 by the Rector and Visitors of the University of Virginia.
This work is made available under the terms of the Creative Commons Attribution-ShareAlike 4.0
International license
http://creativecommons.org/licenses/by-sa/4.0/
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What types of data do you have?
Digital Data Analog DataSlide3
The goal of data preservation is to ensure that your
data is in a sustainable format that can be accessed and reused at some point in the future.Slide4
What types of data do you have?
Digital Data Slide5
The basics…..
...for digital dataLocate everything to be savedDecide what to keep
Organize the filesSave copies in different places & on different media
Manage the collections
DigitalSlide6
Locate everything to be saved
Where are your data? Locate all of your dataTransfer from older media - floppy disks, cassettes,
8-tracks, CDsDownload data from social media sites and emails
Transfer files from cameras and phonesCollect it in one place
Create a directory
DigitalSlide7
Decide what to keep
Which research data should I preserve?Obligation to keep it for sharing or reuse
Verification of the researchValue of the dataUniqueness of the data
Raw (primary) or processed (secondary) data
General historical research (heritage)DigitalSlide8
http://datasupport.researchdata.nl/uploads/pics/selectievandata1250pxv2_01.jpg
Which research data should be archived?Slide9
Organize the files
How should I identify my data files?Descriptive file namesConsistency
Identify different versions clearlySimple folder names
Include date/time informationPredictable
DigitalSlide10
Save copies in different places & different media
How should I keep my data?Backup your dataDuplication
Different formatsLocation, location, location
3-2-1Threat zones
DigitalSlide11
Manage the collections
How do I actively manage my research data?Visit your data oftenMigrate to newer media
Migrate to newer formatsMigrate to newer software
Verify data consistencyKeep your directory up to date
DigitalSlide12
What types of data do you have?
Analog DataSlide13
The basics…..
...for analog dataLocate everything to be savedDecide what to keep
Organize the materialsScan analog materials into digital copiesPreserve your primary source materials
Manage the collections
AnalogSlide14
Locate everything to be saved
Where are your (data) source materials? Locate all of your source files
Collect it in one placeIdentify the materials
Create a directory
AnalogSlide15
http://datasupport.researchdata.nl/uploads/pics/selectievandata1250pxv2_01.jpg
Which research data should be archived?Slide16
Decide what to keep
Which research materials should I preserve?Obligation to keep it for sharing or reuse
Verification of the researchValue of the materialsUniqueness of the materials
Original materials vs. copied materials General historical research (heritage or cultural
value)
AnalogSlide17
Organize the files
How should I identify my source materials?Descriptive file namesConsistency
Identify different versions clearlySimple folder names
Include date/time informationPredictable
AnalogSlide18
Scan analog materials into
digital copiesWhy should I scan my source materials?Digital files easier to work with
DuplicationDigital copies protect the source materials from
wearStable formats for different digital media
3-2-1 AnalogSlide19
Manage the collections
How do I preserve my analog research materials?Understand sources of damageRecognize signs of deterioration
Follow best practices for material storage and shelving
AnalogSlide20
Why Materials Deteriorate
Common ReasonsChemical and physical composition
Storage conditions
Use and handlingAnalogSlide21
Sources of
DamageEffects of poor care
Prolonged exposure to heat and humidityExposure to light
Use of acidic adhesives and tapesWear from use
Poor quality storage materials
Alkaline buffered and acid-free papers and boards have only been available for the past 15-20 years.
Be suspect of plastics of unknown origin
AnalogSlide22
Signs of
DeteriorationEffects of poor carePhotos fading and staining
Documents yellowing or becoming brittleTorn or damaged documents
Rolled and folded items than cannot be flattened without damageBooks with loose or detached bindings
Adhesives yellowing and failingWater damage and signs of mold
AnalogSlide23
Storage
PracticesBest PracticesCool
and dry environmental conditions
Provide good air circulation
Avoid basements or attics for storage
Do not place shelving along exterior walls or under skylights
Avoid prolonged exposure to direct
sunlight
AnalogSlide24
Resources
Library of Congress: Personal archiving (digital) http://www.digitalpreservation.gov/personalarchiving/
“Perspectives on Personal Digital Archiving” NDIIPP (LoC)http://www.digitalpreservation.gov/documents/ebookpdf_march18.pdf
National Archives: Preservationhttp://www.archives.gov/preservation/index.html
Selection of Research Data: Guidelines for appraising and selecting research data. (H. Tjalsma (DANS), J.
Rombouts
(3TU.Datacentrum).
http://
www.dans.knaw.nl/sites/default/files/file/publicaties/Selection_of_research_data_DEF.pdf
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Questions?
Thanks for attending
Contact Information:Preservation Data Management
Kara M. McClurken Bill Corey
kmm6ef@virginia.edu
wtc2h@virginia.edu
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