Preservation Policy

The Mines Institutional Repository is committed to providing long-term access to the digital works it contains.  Adhering to best practices, the staff use digital preservation strategies that adapt to the changing technological environment.

Preservation steps may include format migration, normalization, and/or emulation. Which steps the Digital Repository will take to perpetuate accessibility of a file are determined by the nature of the file format. For example:

  • PDF, TIFF, JPEG, CSV and WAV: More extensive actions will be taken to preserve accessibility for objects in file formats that are fully disclosed, well documented, and widely adopted.
  • Microsoft files, Photoshop, and most video formats: Fewer actions will be taken to preserve usability for file formats that are proprietary and/or undocumented, and those that are considered working formats (e.g., Photoshop .psd) and/or are not widely adopted.

To assist depositors with selecting file formats that are best suited for preservation, the following tables details support levels for commonly used file formats.

Digital Preservation Support Levels

Support Element

Full Support

Limited Support

Assigns a persistent identifier that will always point to the object and/or its metadata.

X

X

Creates provenance records and other preservation metadata to support accessibility and management over time.

X

X

Provides secure storage and backup.

X

X

Performs periodic refreshment to new storage media.

X

X

Performs routine fixity checks using proven checksum methods.

X

X

Undertakes strategic monitoring of file formats.

X

 

Plans and performs migration to succeeding format upon obsolescence.

X

 

File Support and Preservation Best Practices

The following tables detail the Institutional Repository preservation support levels for commonly used file formats. Preservation best practices are also described.

Text and Microsoft Office File Formats

Best Practice Guidelines:

  • PDF/A is the preferred version of PDF for archival preservation.
  • Consider converting Microsoft formats with "Limited" support to PDF, PDF/A or CSV for full support.
  • Submissions of HTML files must also inlcude all other referenced files such as CSS files.
  • .txt files should be saved in the UTF-8 (Unicode) character set.
  • Full support of XML and SGML files requires the depositor to include the DTD along with the well-formed XML or SGML file.

Format

Extension

Support Level

PDF

.pdf

Full

HTML

.html, .htm

Limited

Microsoft Word

.doc, .docx

Limited

Microsoft PowerPoint

.ppt, .pptx

Limited

Microsoft Excel

.xls, .xlsx

Limited

CSV

.csv

Full

Rich Text

.rtf

Limited

Plain Text

.txt

Full

SGML

.sgm, .sgml

Full

XML

.xml

Full

Image File Formats

Best Practice Guidelines: For long-term preservation, images saved without compression are best. If compression status is not known, preserve the highest quality version (usually the version with the largest file size).

Format

Extension

Support Level

BMP

.bmp

Limited

GIF

.gif

Limited

JPEG

.jpg

Full

JPEG 2000

.jp2

Limited

PNG

.png

Limited

Photoshop

.psd

Limited

TIFF

.tif

Full

Audio File Formats

Best Practice Guidelines: For long-term preservation, save audio files in non-proprietary formats. Wave files (.wav) are currently the recommended standard

Format

Extension

Support Level

MPEG audio

.mp3

Limited

Real Audio

.ra, .rm, .ram

Limited

Wave

.wav

Full

Windows Media Audio

.wma

Limited

Video File Formats

There are currently no well defined standards for preserving video files. The Digital Repository will closely monitor developments in this area and update policies accordingly. In general avoid proprietary and compressed file formats.

Format

Extension

Support Level

AVI

.avi

Limited

MPEG-1

.mp1

Limited

MPEG-2

.mp2

Limited

MPEG-4

.mp4

Limited

QuickTime

.mov

Limited

Windows Media Video

.wmv

Limited

Withdrawal Policy

Content submission to the Mines Institutional Repository is permanent. Under certain circumstances an item may be removed from view (e.g. due to a violation of the deposit agreement).

To preserve the historical record, all such transactions will be traced and visible via a provenance statement. The content of the note should be one of the following:

"Removed from view by legal order."
"Removed from view by Colorado School of Mines."
"Removed from view at request of the author."

The tombstone metadata for the work/creation will still be visible to those who already have its persistent URL, but neither the work/creation or its metadata will be searchable or available for harvesting by services such as Google.

 

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Last Updated: 10/12/2017 02:23:05