2/24/2015. What are File Formats? Types of File Formats. Sustainable Formats. File formats can be grouped into three categories:
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1 Sustainable Formats February 26, 2015 ASAP Training Session 4 Office of the Chief Records Officer National Archives and Records Administration What are File Formats? Pre-established layout for data, which tells the operating system how to interpret 1 s and O s Typically indicated as part of the file s name by an extension (e.g.,.jpg,.doc,.html) File formats support electronic records with: Processability Creation and use Storage Rendering Transferability Content and media independent No loss in content or structure 2 Types of File Formats File formats can be grouped into three categories: General purpose such as ASCII text; Information or content specific such as Microsoft Word and Corel Word Perfect; or Proprietary vs. non-proprietary such as.psdor.wpd vs. ASCII or.xml. 3 1
2 Considerations for File Formats Business uses Technical implications for trustworthiness and preservation Long-term access requirements should be a critical element in deciding on a file format Technology-neutral file formats are essential to long term retention Avoid proprietary and single vendor products 4 PROLIFERATING FORMATS Electronic mail ( ) Scanned images Electronic Information Systems (EIS), and databases Websites Records created/born electronically (Word, pdf, etc.) Voice mail saved and played back over , voice and video-enabled portals/websites, etc 5 SUSTAINABLE FORMATS Sustainable formats allow the ability to access an electronic record throughout its lifecycle, regardless of the technology used when it was originally created. A sustainable format is one that increases the likelihood of a record being accessible in the future. 6 2
3 SUSTAINABLE FORMATS: CHARACTERISTICS Published Documentation and Open Disclosure Widespread Adoption and Use Self-Describing Formats 7 Revised Transfer Guidance Challenge: Complete revised guidance for transferring permanent electronic records to NARA Digital Still Digital Moving Digital Audio Text Web & Social Media Geospatial Records Structured Data Presentation Formats CAD 8 Transfer Guidance Milestones Evaluation of current guidance: Completed Development of revised structure: Completed Identification and analysis of appropriate formats: Completed Released Last February 9 3
4 Goals for revised guidance Provide direction to agencies on acceptable transfer formats to balance preference for open formats with agency business needs Expand the types of formats that NARA accepts Acknowledge formats that are ubiquitous in the market place Minimize need for agencies to transform records prior to transfer Old (14 formats) New (55 formats) Digital Photographic Records Digital Still Scanned of Text Textual Data Digital Moving Portable Document Format (PDF) CAD Structured Data Digital Geospatial Data Records Geospatial Digital Audio Web Content Records Presentation Web Records 11 A Change in Approach Identified formats that are Preferred Acceptable Acceptable for Imminent Transfer (sun-setting soon) Structured Data Preferred Acceptable Imminent Transfer ASCII Text CSV, Comma Separated Values (RFC 4180) XML, Extensible Markup Language OpenDocument Format Spreadsheet (ODS) Microsoft Excel Office Open XML Microsoft Excel 97 Binary Document Format (xls) 12 4
5 Example of Transfer Formats Tables s.gov/recordsmgmt/policy/transf er-guidancetables.html 13 Metadata Bulletin 14 Metadata Guidance Internal Jam Session: Completed Agency outreach and test transfers: Completed Undergoing internal review. Goal is to publish very soon. Ongoing evaluation. 15 5
6 More Information NARA Records Management webpage Records Express blog Arian Ravanbakhsh 16 6
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