Technology Special Interest Group Thursday, December 4, Tony Hanson Webmaster Technology Special Interest Group Leader

Transcription

1 Technology Special Interest Group Thursday, December 4, 2014 Tony Hanson Webmaster Technology Special Interest Group Leader

2 Schedule Sept: Backing Up Your Data Oct: Archiving 1: Organizing Your Files Nov: Home Networking Dec: Archiving 2: Storage Methodologies Jan: Security Feb: Understanding Your Smart Phone Mar: De-Mystifying Digital Images Apr: Understanding Audio May: Digital Afterlife 2

3 Covered on October 2 Useful Directory Structure Create Descriptive File Names Use Meta Data Video is available on the DGS Web Site SIGs Technology 3

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5 Archiving 2: Preservation File Formats & Storage Methodologies Tony Hanson Webmaster Technology Special Interest Group Leader

6 Tonight s Focus Choose Preservation File Formats Make Many Copies Store copies in Multiple Locations Write on Archival Media Perform Maintenance & Migration 6

7 Choose Preservation File Formats 7

8 Preservation File Formats File formats you use should be: Standards-Based and Widely Supported Will be supported for a long time Appropriate for the type of digital file Images Files created by Digital Cameras, Scanners, etc,,, Documents Text files, Power Point, Spreadsheets, etc 8

9 Preservation File Formats: Images 9/3/2014 9

10 Preservation Image Formats Use a Lossless Format Insures that there is no loss in the quality of the image Examples: TIFF.tif JPEG 2000.jp2 or.j2k Downside: Files are usually larger 10

11 Derivative Images If you want smaller files (for use in Social Media or to send as ) Create the master as a TIFF or JPEG 2000 file Make a copy saved in a more appropriate format.png,.jpg, etc 11

12 The Trouble With JPEG JPEG s file compression introduces a permanent loss in the quality of the image JPEG files lose quality every time they are opened, edited, then saved What if jpeg is all you have? Make a master copy and DO NOT EDIT IT Work with copies of this file Save it in a TIFF or JPEG 2000 file format 12

13 Camera Files Many cameras only create files in JPEG Higher end cameras allow you to create pictures in raw format Must use image editor software that understands your cameras specific raw format From there you can save images as TIFF or JPEG

14 Adobe Photoshop Elements Cannon Rebel XT 14

15 How Much Resolution is Enough? It depends on the quality and the size of the original document More Resolution => Larger File General Guidelines: Higher Quality, Smaller Image => Higher Resolution Lower Quality, Larger Image => Lower Resolution 15

16 University of North Texas Portal to Texas History Scanning Standards by Type of Material 16

17 Preservation File Formats: Documents 9/3/

18 Document Formats Documents: PDF/A Portable Document Format for Archiving ISO Standard (ISO ) 18

19 Portable Document Format for Archiving (PDF/A) Provides a self-contained, self-describing format that is independent of external sources It embeds relevant fonts and color information with the content data so that future computer software will be able to render the document exactly as it can be rendered today Preserving Your Family History Records Digitally, Gary T. Wright, FamilySearch.org 19

20 Normal File File Content Data (Your Information) Proprietary Format Depends on the software (for example: Microsoft Word) to render (Display) the document correctly Future software updates may make your (older) file un-viewable 20

21 PDF/A File Content Data (Your Information) File Fonts Colors Page Layout/Format Information 9/3/

22 Types of PDF/A Files PDF/A 1b Basic ISO Level B conformance Ensures reliable reproduction of the visual appearance of the document PDF/A - 1a Advanced ISO Level A conformance Also ensures that document content can be searched and repurposed 22

23 Strengths & Weaknesses Advantages Increased chances that your files will be viewable in the future Drawbacks No Security Some features may not work the same way Callouts/Notes Java functionality will be removed You need to understand it to use it effectively 23

24 Creating PDF/A Files Mac users need to use Acrobat Pro or a similar software package to create PDF/A formatted files There is support for PDF/X Used for graphics and printing Includes enhanced color management and prohibits the use of active content that cannot be printed 24

25 Creating PDF/A Files (Microsoft) Microsoft has provided capability in its Office Suite of software 25

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28 Verify Conformance (Acrobat X) 28

29 Identifying PDF/A Files It is not obvious from the file extension. Adobe software will tell you if the file is PDF/A when you open it..pdf? 29

30 PDF Reader Identifies PDF/A Files This file claims compliance with the PDF/A standard and has been opened read-only to prevent modifications 30

31 Keep Your Original File! Think of creating a PDF/A version as a one way process If you change the original file, use it to create a new PDF/A version Increases chances that the PDF/A version will have all of the desired formatting changes you incorporated 31

32 More About PDF/A Excellent 15 minute video: Working with PDF/A in Acrobat 9 Dr. Dave Merchant 32

33 Make Many Copies 33

34 Schedule Frequent Backups Microsoft s Backup tool and Apple s Time Machine are free, integrated and easy to use Both allow you to schedule backups to run whenever it is convenient for you Create backups on 2 nd Disk Drive Protects you against media failure on original drive 34

35 Create Additional Copies Copy files to local device(s) USB Disk Drive NAS 2 nd Computer 2 nd Internal Disk Drive Blue Ray/DVS Flash Drive In the Cloud (Dropbox, Google Drive) 35

36 Store copies in Multiple Locations 36

37 Multiple Locations Multiple copies at your home are convenient, but you need to protect yourself from a catastrophic event at your home Maintain copies in at least one Off-Site Location Give copies to a Relative or Friend Put copies in your Safe Deposit Box Backup Service Cloud Storage 37

38 Remote Services Internet Backup Services BackBlaze, Carbonite, MozyHome, IDrive or CrashPlan have reasonable fee s and work well Cloud Storage services (Free or Fee) Dropbox, Google Drive or Amazon S3 38

39 Physical Disk Storage Cool, dry location Free of large temperature fluctuations Avoid sunlight Use containers designed specifically for the type of media Plastic cases better than paper sleeves 39

40 Write on Archival Media 40

41 Archival Media All media will fail eventually The trick is to move your data to new media before it does fail. HD: 10 Years DVD BackBlaze: 24% fail within 4 years, 50% within 6 years DRD-R: years DVD-RW: Up to 30 years Flash Drive: Up to 10 years 41

42 Archival Media Archival media has demonstrated ability to store data for a long period of time Allows you to wait longer before you need to migrate your data to newer media This should be one of you media choices What you select to use will (and should) change over time as technology advances are made 42

43 MAM-A Archive Disks 24 Kt. Gold Archive grade Expected Lifetime: Over 50 Years CD-R: 300 Years DVD: 100 Years 43

44 Ultra long lasting DVD s & Blue Ray Disc s May last 1000 years. 44

45 M-Disc Looks like an ordinary CD/DVD Requires a special Writer Can be read on any reader 45

46 Cost Internal Drives DVD: $16 Blue Ray: $35 - $60 Media Cost per Gigabyte is decreasing 25 GB Disk: 3.0 cents per GB 50 GB Disk: 5.5 cents per GB 100 GB Disk: 5.0 cents per GB 03 December

47 03 December

48 03 December

49 $0.75/disk $2.76/disk 03 December

50 $50/disk 03 December

51 Perform Maintenance & Migration 51

52 Maintenance & Migration 52

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55 360 KB 5 ¼ Floppy Disk 55

56 1.2 MB 3 ½ inch Disk 56

57 10 MB 5 ¼ inch Hard Drive 57

58 20 MB Bernoulli disk 58

59 Iomega 250 MB Zip Drive & Disk 59

60 CD/DVD/Blue Ray 60

61 MAM-A 61

62 M-Disc 62

63 Dominant word processor The standard commercial word processor Biggest software company in the country WordStar is no longer developed, maintained or sold by its owners 63

64 Maintenance & Migration You need to maintain and upgrade all aspects of your personal computing devices PC Hardware & Operating System Applications you use to create files Archival File Formats Storage media 64

65 PC Hardware & Operating System Keep your operating system up to date Obtain and load patches/upgrades Don t stay on un-supported versions (XP, Vista) Replace your PC periodically Stay current on technological advances Avoid age related failures 65

66 When You Do Replace Your PC Move all of your data to the new PC Load all of the programs (and all of the plugins and drivers they require) Verify that you can real all of your files This is a good time to update (or replace) older software 9/3/

67 Software Upgrade the software you use to create and maintain images and files as new releases become available When you get new software, upgrade the files they support too Open, then save each file using the new version of the software Migrate files to something else when support for a product ends The Master Genealogist? 67

68 Archival File Formats Keep an eye on the standards PDF/A Created in 2005, revised in 2011 and 2012 (PDF/A-3) TIFF Created in 1993, revised in 1998 and 2000 JPEG 2000 Created in 2000, numerous revisions since then Not (yet) widely used in the consumer market 68

69 Storage Media Strategy Create new copies as your media approaches the end of its projected shelf life Migrate to new media When the old media is no longer supported Floppy Disks When there is a significant advance in capacity, longevity and/or price M-DISC Repeat as necessary 69

70 Useful Directory Structure Create Descriptive File Names Use Meta Data Choose Preservation File Formats Make Many Copies Store copies in Multiple Locations Write on Archival Media Perform Maintenance & Migration 70

71 Near Term Benefits Makes it easier for you to find and use your digital files Makes it easier for others to discover files you choose to place onto the internet 71

72 Long Term Benefit You will be doing all that can be done to insure that your digital files will be available and useful to family members and future generations of researchers 72

73 There is no one Right Way to do this Adapt guidelines from others to suit your own needs and way of doing things The only thing you can do WRONG is to do nothing at all! 73

74 => Some Guidelines 74

75 Questions? 9/3/

76 Thank You! Tony Hanson Webmaster Technology Special Interest Group Leader 9/3/

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