Data Storage

Storing digital media on a system of redundant independent hard disks (such as RAID-6) or on a server duplicates your data and keeps it relatively secure, provided it is well managed. This is the most expensive option.

As cost per megabyte has decreased, a single external hard drive is an affordable solution and is reliable enough to store the components of a digital work.

Redundancy

Redundancy is key, as drives can fail. It is recommended that you back up the work on at least two hard drives and leave one hard drive sitting on a shelf, preferably off site in case of disaster. Or even better, have multiple format redundancy: files on HDDs as well as files on tape. It is also wise to bring together files and outside links that may be spread over several servers and/or directories to maintain provenance of the work and exert more control over the individual components. This is an essential step in preserving websites.

If your institution can afford to do so, it is also good to back up local data onto a computer storage magnetic tape format such as Linear Tape-Open (or LTO), which should be stored off site. This requires being networked into a local area network with tape backups. It is recommended that you store data on separate media that use different technologies so that your archive is not dependent on one technology.

Removable storage devices should be kept consistently cool and dry and away from direct sunlight and strong magnetic fields. The air should also be free from dirt, dust, and chemicals.

Inert polypropylene containers for external hard drives and optical discs offer additional protection. Store discs vertically in acid-free plastic jewel cases. Storage devices should be kept on a shelf when not in use. Leaving media in a drive for an extended period of time can cause heat and mechanical damage.

Maintain collection security by making sure the original files are read-only and that a limited number of trusted conservators can access the original work.

Copy the work onto recordable compact discs for access purposes.

A note about "archival" gold DVD-Rs and CD-Rs: optical discs are vulnerable to scratches, heat, and humidity. They can delaminate in heat. Also, humidity can ruin a disc if moisture gets to the adhesive layer of a DVD-R through unsealed edges. Gold optical discs have a 24-karat reflective layer that is inert to oxidation and tarnish, and uses an organic phtalocyanine dye that, according to independent studies, has the longest lifetime of photosensitive dyes. The dye is subject to degradation over a long period of time, especially if the optical media is kept in a lighted area. The light can fade the dye, which causes failure when the laser tries to read the information that has been recorded to the disc.

Equipment Storage

Like hard drives and disks, computer equipment and monitors should be kept consistently cool and dry and free from airborne contaminants.