Digital materials are files stored in a digital format, ranging from audiovisual (AV) materials like videos and sound recordings to documents, photographs, emails, social media output, personal records – the list is never ending.

The creation of digital materials come in 2 broad forms:

• digitised: physical materials converted into digital form through scanning, recording, or other capture methods
• born-digital: files that were created in digital form and have never existed as physical objects. These materials are created by a wide range of people, from professionals to everyday individuals capturing personal experiences and are an increasingly important part of our lives.

Despite their ubiquity, digital materials are highly vulnerable. File formats can become obsolete, storage devices can fail, and data can be lost or corrupted.

Digital preservation requires active care to ensure long-term accessibility and integrity.

By learning simple management and preservation techniques, we can safeguard the memories, stories, and cultural records these files contain.

What are the threats to digital continuity?

Digital materials are fragile. Technological obsolescence is a major risk- hardware and software evolve quickly, and older formats and devices may no longer be supported. Hard drives can fail, ports and cables may be discontinued, and software updates may make files incompatible.

Storage vulnerability is another threat. Without proper backups, files can be lost due to device failure, accidental deletion, or discontinued cloud services. Disasters such as fire, floods, theft, malware, and viruses add further risks.

User error can also cause loss. Misplaced passwords, accidental deletion, truncated downloads, or renaming files incorrectly can make material hard to identify or inaccessible.

Finally, neglect is a common issue. Unorganised collections, no backup plan, and lack of documentation can lead to files becoming lost or meaningless over time.

Collections may also become inaccessible if passwords or storage details aren’t shared.

How can you keep your digital materials safe?

There are five ways to keep your digital materials safe. Read on, or review our Actions at a Glance.

1. Identify what you have

The first step in caring for digital materials is knowing what you have and where it’s stored.

Files may be on computers, phones, USBs, hard drives, CDs, DVDs, or in online platforms such as cloud services, email or social media.

Gather your files and note the types (images, documents, videos, audio) and their storage locations. This helps estimate storage needs and identify legacy formats that require older hardware.

A clear picture of your collection sets the foundation for organising and preserving it.

2. Organise and describe your files

Organising your files makes them easier to find, protect, and share.

Sort files into simple categories, such as by year, event, or topic, and group them into clearly labelled folders.

Use clear, consistent file names that are short and avoid spaces or special characters. For example, rename “IMG_2345.jpg” to “2020_FamilyPicnic_JohnDoe.jpg.”

As you organise, decide what to keep. Remove duplicates, poor-quality versions, or outdated drafts, keeping the best copies of important or meaningful files.

3. Take preservation actions

Preservation actions help ensure files remain usable and authentic over time.

Test a few key files regularly, especially after moving or copying them. Watch for unusual file sizes, error messages, or files that won’t open.

Move files off older storage devices at risk, such as floppy disks, zip disks, CDs, and DVDs, onto more reliable and stable storage.

For important files, consider data verification using checksums (digital fingerprints) to confirm that nothing has changed or become corrupted.

Where possible, convert files that rely on proprietary software into open, widely supported formats. For example, save Photoshop files as TIFFs for better long-term access.

4. Store safely

Store your files in more than one place; no single device or service lasts forever.

• Your computer: Often the main working space, but don’t rely on it as your only copy.
• External hard drives: Reliable for backups or storing large collections.
• USB sticks: Inexpensive, portable, and good for extra copies or file transfers.
• Cloud storage: Services like Google Drive, Dropbox, or iCloud are convenient, but always keep a local backup and check the service’s terms of use.

As recommended by the Digital Preservation Coalition (DPC), follow the 3-2-1 rule: keep 3 copies of your digital material, on 2 types of storage devices, with one copy in a different geographic location.

Store digital storage devices in stable conditions, around 21 degrees Celsius and 40% relative humidity.

Avoid extreme temperatures, moisture, dust, light, mould, pests, and strong magnets.

5. Maintain over time

Digital preservation is an ongoing process that should regularly be undertaken as new digital material is created or received. New files should be preserved using the same steps: identify, organise, preserve, and store.

Check your storage annually. Connect to your storage devices and open a selection of files to confirm they still work.

Watch for outdated formats or devices and plan to migrate files to newer, widely supported options.

Refresh your storage every 2-4 years by copying files to new devices. This reduces the risk of failure and ensures your archive stays accessible as technology changes.

Routine maintenance ensures your digital materials remain safe and accessible over time.

Actions at a glance

The following summarises the actions mentioned and the necessary steps to successfully conduct and maintain a digital archive at home.

The actions are designed to be scalable, building upon one another – the actions suggested in the intermediate stage require the primary stage to be fulfilled, and so on.