Workshop Background. Purpose. Context. To provide you with resources and tools to help you know how to handle file format decisions as a researcher.

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2 Workshop Background Purpose To provide you with resources and tools to help you know how to handle file format decisions as a researcher. Context Workshop Series: Preservation and Curation of ETD Research Data and Complex Digital Objects Other topics: Copyright, Data Organization, Metadata, Storage, Version Control Photo by Dmitri Popov on Unsplash

3 Learning Objectives Understand you have a range of file format options and that each choice has implications for future use and access. Gain exposure to tools for archiving particularly challenging file types (e.g., web pages). Understand how to reduce your risk via using export and save as functions. Photo by Christian Fregnan on Unsplash

4 Examples of file formats Images: jpg, gif, tiff, png, ai, svg,... Video: mpeg, m2tvs, flv, dv,... GIS: kml, dxf, shp, tiff,... CAD: dxf, dwg, pdf, Data: csv, mdf, fp, spv, xls, tsv,...

5 Key concept The file formats you choose will determine how easy (or difficult!) your research outputs are to access and build upon in the future.

6 How to choose Use software that imports and exports data in common formats to which you know you ll have long-term access. Ask advisors and colleagues what formats they use and why. Choose a format with functions that support your research needs (e.g., collaboration). Save your content in multiple formats to spread your risk across software platforms (e.g., docx, pdf, & txt; or mp4, avi, & mpg). Photo by Bryan Minear on Unsplash

7 Informing your decision Sustainability of Digital Formats formats/intro/intro.shtml Recommended Formats Statement s/ Photo by Lou Levit on Unsplash

8 Archiving Web-based Resources Wayback Machine (Internet Archive) Robust Links Screen shots Photo by Logan Popoff on Unsplash

9 File Format Conversions Options include proprietary, freeware, and open source solutions. Formats in broad use usually have more available options for conversion. When you convert the file, recognize that the process may transform your content. Before you convert, identify what characteristics are most important to maintain in the conversion process. Photo by Chelsea Bock on Unsplash

10 Specific PDF advice Embed fonts. Embed hyperlinks. Stabilize hyperlinks. Store supplementary materials as separate files. Verify PDF/A compliance. Test EVERYTHING. Photo by Ahmad Kadhim on Unsplash

11 File Formats There is no perfect file format. Each will have advantages and disadvantages depending on your research uses. Select a file format, or set of file formats, that helps you complete your research now, and that you can access again in the future. This is important both for your research outputs (what you create) and your research inputs (materials you use in the research process). Common file types include: Images: jpg, gif, tiff, png, ai, svg, Video: mpeg, m2tvs, flv, dv, GIS: kml, dxf, shp, tiff, CAD: dxf, dwg, pdf, Data: csv, mdf, fp, spv, xlx, tsv, Text: txt, rtf, tvi, doc, pdf Consider what might happen if you can no longer use your software. Whether the software publisher goes bankrupt, the latest version refuses to read older data, or you can t afford a personal license for it after you graduate, the end result is the same. Losing access to your software can mean losing your data, especially if it is the only software that can read your data. How to select file formats: Use software that imports and exports data in common formats. Ask advisors and colleagues what formats they use. Choose a format with functions that support your research needs. Save final versions of your content in multiple formats in order to spread your risk across multiple software platforms (e.g., docx, pdf, and txt; or mp4, avi, and mpg). If you use website-based materials as evidence or references, take precautions to ensure that if the content moves, changes, or disappears, you still have evidence of its existence. Current tools to help you ensure the longevity of these materials include Robust Links and Archive-It. You can also take screenshots of important digital content in order to preserve the look and feel of an object. Many ETD programs favor pdf files. If you export research outputs to pdf, make sure you: 1. Embed your fonts 2. Embed (and test!) hyperlinks 3. Stabilize your web-based resources and citations (using a tool like Robust Links, Archive-It, or PermaCC) 4. Store supplementary materials as separate files 5. Verify the PDF/A compliance (use Acrobat Pro Preflight feature under Edit) Before you undertake any conversion, you need to identify what characteristics of your data are important to maintain during the conversion. For example, are the colors in a document or image important? Is the pagination essential? What about references? You will want to test these after your conversion is complete to ensure that you have a conversion that will meet your needs. Additional Resources: List of File Formats (Wikipedia) Recommended Formats Statement (Library of Congress) Evaluating Your File Formats (UK National Archives) Reformatting Guides (US National Archives)

12 Activity Look at a folder of your research materials and answer the following questions. What software do you need to access these materials? Do you face a risk of losing access to that software, now or in the future? Would a colleague be able to open and use your materials if you shared it with them? Can you submit your thesis/dissertation and its related research materials using the file formats supported by the software you are using?

13 ? Photo by Evan Dennis on Unsplash