Get Preservation Ready (Standard)

<div id="printable"> <h2>(Size:2)+(text-colour:#235F9B)[''Accessibility'']</h2><p>(text-colour:#235F9B)[Implementing accessibility standards can help your digital materials remain readable, navigable, and usable across changing technologies. This promotes long-term access, inclusivity, and broader usability, helping preserve information for future users. ''✓'' Use clear, readable fonts like Arial or Calibri and maintain a high contrast between text and background for readability. ''✓'' Structure content with proper headings (H1, H2, H3) to improve navigation for screen readers. ''✓'' Provide alternative text (alt text) for images to describe visual elements for those with visual impairments. ''✓'' Avoid relying solely on colour to convey meaning. ''✓'' Ensure hyperlinks have descriptive text rather than generic phrases like "click here." Where possible, reference [[persistent identifiers->Glossary]], such as DOIs to ensure long term relevance of links. ''✓'' Use [[accessible->Glossary]] document formats such as tagged PDFs or properly structured Word documents to support assistive technologies. ] (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[''[[Go Back->Tips to get started]]'']</p></div><style> .rtf-button { font-family: Arial, sans-serif; color: #235F9B; background-color: rgba(219, 230, 248, 0.3); border: 1px solid #235F9B; border-radius: 0.5em; padding: 0.6em 1.2em; font-size: 1rem; cursor: pointer; display: inline-flex; align-items: center; justify-content: center; text-align: center; transition: transform 0.2s ease, font-size 0.2s ease; } .rtf-button:hover { transform: scale(1.125); /* Roughly adds 2pt visually */ } </style> <button class="rtf-button" onclick="downloadRTF()"> Download this Checklist </button>

<div id="printable"> <h2>(Size:2)+(text-colour:#235F9B)[''Apps or bespoke software'']</h2><p>(text-colour:#235F9B)[Smartphone apps are labelled 'Critically Endangered' in the [[DPC->Glossary]] Global 'Bit List' of Endangered Digital Species, however there are some steps you can take to help preserve your digital app or software: ''✓'' Document all [[dependencies->Glossary]], including the original software environment, hardware requirements, operating system requirements, libraries, frameworks, and external services, to ensure future usability. ''✓'' Use [[containerization->Glossary]] (e.g., Docker) or virtualization (e.g., VM snapshots) to capture the complete runtime environment. ''✓'' Consider using [[emulation->Glossary]] platforms like QEMU, DOSBox, or Emularity to recreate the original runtime environment. ''✓'' Capture disk images, software installers, and configuration settings to ensure full replication. ''✓'' In addition to submitting your files to your institutional research repository, store the source code in an open, well-documented [[repository->Glossary]] with version control (e.g., GitHub, GitLab) and include a detailed [[README->Glossary]] file with installation and usage instructions. ''✓'' Preserve essential [[metadata->Glossary]], such as authorship, creation date, and licensing, using standardized formats. ''✓'' If possible, archive multiple versions to track changes over time. ''✓'' Deposit your app in a trusted digital repository with [[persistent identifiers->Glossary]] (DOIs) to ensure long-term access and reference-ability. ] (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#D5AA00))[''[[Go Back->practical tool tips]]'']</p></div><style> .rtf-button { font-family: Arial, sans-serif; color: #235F9B; background-color: rgba(219, 230, 248, 0.3); border: 1px solid #235F9B; border-radius: 0.5em; padding: 0.6em 1.2em; font-size: 1rem; cursor: pointer; display: inline-flex; align-items: center; justify-content: center; text-align: center; transition: transform 0.2s ease, font-size 0.2s ease; } .rtf-button:hover { transform: scale(1.125); /* Roughly adds 2pt visually */ } </style> <button class="rtf-button" onclick="downloadRTF()"> Download this Checklist </button>

<div id="printable"> <h2>(Size:2)+(text-colour:#235F9B)[''Authenticity'']</h2><p>(text-colour:#235F9B)[If you have produced an informative 'recipe' or 'formula', taking steps to preserve the authenticity of your work, will help to demonstrate ownership, as well as the integrity and trustworthiness of your research files: ''✓'' Maintain detailed [[metadata->Glossary]], including creation date, authorship, and modification history, using standards like PREMIS or Dublin Core. ''✓'' Use [[checksums->Glossary]] (e.g., SHA-256) to detect alterations and ensure file integrity over time. ''✓'' Implement [[version control->Glossary]] or maintain a secure, documented chain of custody to track any changes. ''✓'' Store 'master' copies in read-only or write-protected formats to prevent unintentional modifications. ''✓'' Regularly [[audit->Glossary]] and validate preserved files to confirm they remain unchanged and accessible, ensuring long-term trustworthiness and reliability. ] (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[''[[Go Back->recipe tips]]'']</p></div><style> .rtf-button { font-family: Arial, sans-serif; color: #235F9B; background-color: rgba(219, 230, 248, 0.3); border: 1px solid #235F9B; border-radius: 0.5em; padding: 0.6em 1.2em; font-size: 1rem; cursor: pointer; display: inline-flex; align-items: center; justify-content: center; text-align: center; transition: transform 0.2s ease, font-size 0.2s ease; } .rtf-button:hover { transform: scale(1.125); /* Roughly adds 2pt visually */ } </style> <button class="rtf-button" onclick="downloadRTF()"> Download this Checklist </button>

<div id="printable"> <h2>(Size:2)+(text-colour:#235F9B)[''Choosing File Formats'']</h2><p>(text-colour:#235F9B)[Choosing preservation-friendly file formats is a complex topic, which depends on your research context and needs. In general, prioritising widely supported or non-proprietary formats can help ensure long-term accessibility. Likewise, [[lossless->Glossary]] formats are great for preservation, whereas [[lossy->Glossary]] formats are more suitable for sharing and access, or for large databases. Check out the section on File Formats in Queen’s Digital Preservation [[LibGuide->Glossary]] to help you choose the right format for your needs. Broadly speaking: ''✓'' For text documents, prefer rich text format (RTF), PDF/A or PDF, uncompressed ODT, R Markdown files, and XML over proprietary formats. ''✓'' For images, opt for lossless formats like PNG, JPEG2000, or TIFF rather than lossy JPEG, which loses quality over time. ''✓'' For audio, use WAV or FLAC instead of MP3, and for video, consider using MKV or MP4 with open codecs. Avoid formats that rely on specific software or DRM protections, as they may become obsolete. ''✓'' For 3D objects, opt for formats that are commonly used, such as X3d, OBJ, DAE, PLY or STL] (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[''[[Go Back->experience tips]]'']</p></div><style> .rtf-button { font-family: Arial, sans-serif; color: #235F9B; background-color: rgba(219, 230, 248, 0.3); border: 1px solid #235F9B; border-radius: 0.5em; padding: 0.6em 1.2em; font-size: 1rem; cursor: pointer; display: inline-flex; align-items: center; justify-content: center; text-align: center; transition: transform 0.2s ease, font-size 0.2s ease; } .rtf-button:hover { transform: scale(1.125); /* Roughly adds 2pt visually */ } </style> <button class="rtf-button" onclick="downloadRTF()"> Download this Checklist </button>

(size:2)+(text-colour:#235F9B)[''Collection''] (size:1)+(text-colour:#235F9B)[An important output from your research is the curation of a collection. This could be historical or contemporary, and might be digitised (where physical manuscripts, artefacts or images have been scanned to create a surrogate copy) or born-digital materials, like oral histories, digital documents, or recorded performances. Your preservation goal is to ensure a legacy for these materials so they can continue to be accessed and inspire future research.] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Sounds like me!->collection priority]] ] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Not too sure, take me back->start here]] ]

<div id="printable"> <h2>(Size:2)+(text-colour:#235F9B)[''Context'']</h2><p>(text-colour:#235F9B)[Preserving the context of your data model helps ensure the digital information remains understandable and usable over time: ''✓'' Maintain clear and structured documentation that describes the relationship, [[dependencies->Glossary]] (e.g. software needed to render the model), and intended use between a model and its research data files. ''✓'' Keep model and data files together in a well-organised [[directory->Glossary]] with persistent, meaningful file names to prevent separation. ''✓'' Use consistent [[file-naming conventions->Glossary]]. These could reference the origin of any exported data, such as the name of the original database, worksheet or table, and the date of the export (Archaeology Data Service, 2009). ''✓'' Where possible, ensure a complete set of the content contained within your model or database, (please consult on any data [[retention->Glossary]] or ethics requirements which may affect this). ''✓'' If your model draws on links to external sources, consider transferring a copy of these to store alongside your other data files (where permitted), or capture a read-only snapshot. ''✓'' Consider using repositories with [[version control->Glossary]] (e.g., Git, Zenodo) to track changes and ensure long-term accessibility. ] (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[''[[Go Back->Model Tips]]'']</p></div><style> .rtf-button { font-family: Arial, sans-serif; color: #235F9B; background-color: rgba(219, 230, 248, 0.3); border: 1px solid #235F9B; border-radius: 0.5em; padding: 0.6em 1.2em; font-size: 1rem; cursor: pointer; display: inline-flex; align-items: center; justify-content: center; text-align: center; transition: transform 0.2s ease, font-size 0.2s ease; } .rtf-button:hover { transform: scale(1.125); /* Roughly adds 2pt visually */ } </style> <button class="rtf-button" onclick="downloadRTF()"> Download this Checklist </button>

(Size:2)+(text-colour:#235F9B)[''Digital Archives''] (text-colour:#235F9B) [A digital archive is a system for long-term storage and preservation of digital information, including documents, media, and other data, ensuring it remains accessible and usable over time. A website can often be used as an effective [[discovery->Glossary]] platform for digital content, however, this is not the same as a digital archive. Websites are primarily designed for user interaction and dynamic content delivery, whereas digital archives focus on long-term [[preservation->Glossary]] and [[access->Glossary]] to digital assets. ''✓'' Generate [[metadata->Glossary]] for your digital collections, using controlled vocabularies and consistent formats and standards, such as Dublin Core, or Encoded Archival Description (EAD). ''✓'' Store images and audio in [[lossless->Glossary]] formats for preservation (e.g., FLAC, TIFF, or PNG). ''✓'' Follow the 3-2-1 Rule: maintain 3 copies of data on 2 different media, with 1 stored offsite or in the cloud. ''✓'' Run regular [[checksums->Glossary]] or [[fixity checks->Glossary]] to detect and correct corruption or degradation. ''✓'' Track permissions and copyright - ensure you have documentation of intellectual property rights and usage agreements for each item.] (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[''[[Go Back->collection tips]]'']

<div id="printable"> <h2>(Size:2)+(text-colour:#235F9B)[''Encryption'']</h2><p>(text-colour:#235F9B)[Encryption, a method of encoding data to prevent unauthorised use, has implications for preservation, so it is important to find a balance between data security and strategies for long-term access: ''✓'' Ensure that decryption keys and passwords are securely stored in multiple locations, such as a trusted password manager or an offline vault. ''✓'' Document [[encryption algorithms->Glossary]] and software used, as outdated methods may become obsolete or vulnerable over time. ''✓'' Avoid [[proprietary->Glossary]] encryption formats that could lock files into inaccessible systems in the future. ''✓'' When preserving sensitive data, implement access controls and periodically review encryption strategies to align with evolving security standards. ''✓'' Always keep an unencrypted backup of non-sensitive metadata to ensure files can be identified and managed even if decryption becomes a challenge. ] (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[''[[Go Back->recipe tips]]'']</p></div><style> .rtf-button { font-family: Arial, sans-serif; color: #235F9B; background-color: rgba(219, 230, 248, 0.3); border: 1px solid #235F9B; border-radius: 0.5em; padding: 0.6em 1.2em; font-size: 1rem; cursor: pointer; display: inline-flex; align-items: center; justify-content: center; text-align: center; transition: transform 0.2s ease, font-size 0.2s ease; } .rtf-button:hover { transform: scale(1.125); /* Roughly adds 2pt visually */ } </style> <button class="rtf-button" onclick="downloadRTF()"> Download this Checklist </button>

(size:2)+(text-colour:#235F9B)[''Experience''] (size:1)+(text-colour:#235F9B)[Your research will create an experience. This could be an installation, an interactive component, immersive technology, a sensory output, elements intended to stimulate an emotional response, or something else entirely! Your main preservation goal is to enable future users to recreate or understand the experience of your research outputs.] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Sounds like me!->Experience Preservation priority]] ] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Not too sure, take me back->start here]] ]

(size:2)+(text-colour:#235F9B)[''Preservation priority''] (size:1)+(text-colour:#235F9B)[The ability to replicate the original set-up of your research output is key to recreating the experience of using it. For you, it is particularly helpful to consider preserving the format or software required to showcase your research output as intended.] (text-colour:#235F9B)[''Why is this important? Some example scenarios:'' A lecturer has come across your research during their train commute. You have built an interactive game, and they are trying to access it on their mobile. <br> ''What happens next?''] <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[I designed the game to be played on multiple devices, including mobile] (click-append: "I designed the game to be played on multiple devices, including mobile")[ (text-colour:#235F9B)[//Since your project focused on the experience of playing games in social settings, you maintained both mobile-friendly and PC versions with clear file names and installation documentation. The lecturer was able to select the mobile-optimised version and had an entertaining journey to work that morning!//] ] </td></tr></table></div><br> <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[I intended the game exclusively for VR display] (click-append: "I intended the game exclusively for VR display")[ (text-colour:#235F9B)[//Your game requires specific software and Virtual Reality equipment to play. In this scenario, you created detailed ‘Read Me’ documentation to guide the user in accessing appropriate software and setting up the game to recreate the intended experience.//] ] </td> </tr></table></div><br> <br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[[[''Next Scenario Example''->Experience#2]]] <br>

(size:2)+(text-colour:#235F9B)[''Experience Scenario #2''] (size:1)+(text-colour:#235F9B)[You created a binaural recording intended to stimulate empathy when experienced with a selection of images. A PhD researcher has arrived at The Library and is hoping to consult your materials. <br> ''What happens next?''] <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[I prepared for this. I want my research to be showcased at its best.] (click-append: "I prepared for this. I want my research to be showcased at its best.")[ (text-colour:#235F9B)[//You saved your audio in a high-quality WAV format, and prepared detailed ‘Read Me’ documentation about environment, equipment and speaker calibration. The researcher is able to book a quiet room and headphones to experience your research output.//] ] </td></tr></table></div><br> <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[It’s up to future researchers. If they really want to experience it, they’ll figure out a way.] (click-append: "It’s up to future researchers. If they really want to experience it, they’ll figure out a way.")[ (text-colour:#235F9B)[//Unfortunately, without proper documentation and instructions, the researcher did not consult your materials with the intended equipment and set-up. As a result they were not able to experience the full extent of your research.//] ] </td> </tr></table></div><br> <br>(size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ ''[[Tips to get started->experience tips]]'' ] <br>

<div id="printable"> <h2>(Size:2)+(text-colour:#235F9B)[''Format'']</h2><p>(text-colour:#235F9B)[Many factors will influence the most appropriate formats for preserving your model. Your model may be 3D or flattened for instance, or it might contain interactive elements: ''✓'' Document [[dependencies->Glossary]], such as software versions, libraries, or required hardware to ensure future reproducibility ''✓'' Where possible, consider storing your model, data, or scripts in open, widely supported formats (e.g., JSON, CSV, Python) to reduce reliance on [[proprietary->Glossary]] systems ''✓'' For complex, interactive models, it is recommended to save a copy in the original format including all layers, as well as an alternative more common, or cross-compatible format ''✓'' For models with vector graphics consider widely adopted formats such as Shapefile, Scalable Vector Graphics (svg), or Esri File Geodatabase. If using raster files, consider TIFF, GeoTIFF or JPEG ''✓'' Consider using [[containerization->Glossary]] (e.g., Docker, Virtual Machines) to capture the full computing environment for future execution ''✓'' File format considerations can be complex, so consider resources like DPC Technology Watch reports which provide guidance on specific data types, or UK Data Service recommended formats. Your institution may have their own file format recommendations.] (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[''[[Go Back->Model Tips]]'']</p></div><style> .rtf-button { font-family: Arial, sans-serif; color: #235F9B; background-color: rgba(219, 230, 248, 0.3); border: 1px solid #235F9B; border-radius: 0.5em; padding: 0.6em 1.2em; font-size: 1rem; cursor: pointer; display: inline-flex; align-items: center; justify-content: center; text-align: center; transition: transform 0.2s ease, font-size 0.2s ease; } .rtf-button:hover { transform: scale(1.125); /* Roughly adds 2pt visually */ } </style> <button class="rtf-button" onclick="downloadRTF()"> Download this Checklist </button>

(size:2)+(text-colour:#235F9B)[''Is your Research Preservation Ready?''] <br> (size:1)+(text-colour:#235F9B)[How do you want your research outputs to be accessed and used in the future? This thought tool is intended as a simple guide, offering tips that could help get your research preservation ready. ] <br> (size:1.5)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[''[[start here]]''] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[(size:0.5)+(text-colour:#235F9B)[Get-Preservation-Ready © 2025 by Ailie O'Hagan is licensed under CC BY-NC-SA 4.0] ]

(size:2)+(text-colour:#235F9B)[''Model''] (size:1)+(text-colour:#235F9B)[For you, it’s not just about the individual data elements, but understanding the sequences and relationships that exist between them. Your research might involve a diagram or visualization of data, structures, or processes. Examples can range from flow charts to simulations, geospatial data, to gene sequencing and more. Preserving the connections between informational content is a key goal for you.] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[[Sounds like me!->Model priority]] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Not too sure, take me back->start here]] ]

<div id="printable"> <h2>(Size:2)+(text-colour:#235F9B)[''README documentation'']</h2><p>(text-colour:#235F9B)[README documentation can help future users understand the content, structure, and purpose of your research files: ''✓'' Provide a clear overview of the model’s purpose, structure, and intended use. Include details such as file origins, formats, software requirements, and processing steps ''✓'' Use structured sections with headings like "Installation," "Usage," and "Troubleshooting" to enhance navigation and readability ''✓'' Include details describing functionality, input/output requirements, and usage instructions ''✓'' Document [[dependencies->Glossary]] such as programming languages, software libraries, and versions to ensure future usability ''✓'' Provide examples or sample datasets to illustrate proper use ''✓'' Store the README in a [[plain text->Glossary]] or [[Markdown->Glossary]] format to ensure long-term [[accessibility->Glossary]] ''✓'' [[The Core Scientific Metadata Model (CSMD)->Glossary]] might be used as a helpful template ] (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[''[[Go Back->Model Tips]]'']</p></div><style> .rtf-button { font-family: Arial, sans-serif; color: #235F9B; background-color: rgba(219, 230, 248, 0.3); border: 1px solid #235F9B; border-radius: 0.5em; padding: 0.6em 1.2em; font-size: 1rem; cursor: pointer; display: inline-flex; align-items: center; justify-content: center; text-align: center; transition: transform 0.2s ease, font-size 0.2s ease; } .rtf-button:hover { transform: scale(1.125); /* Roughly adds 2pt visually */ } </style> <button class="rtf-button" onclick="downloadRTF()"> Download this Checklist </button>

(Size:2)+(text-colour:#235F9B)[''Tips to get started''] <br> (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Context]] ] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Format]] ] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[README documentation->Model README documentation ]] ] <br> (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))['' [[Go back to Start->start here]]'' ]

(size:2)+(text-colour:#235F9B)[''Preservation priority''] (size:1)+(text-colour:#235F9B)[Your priority is to ensure the relationships between the data in your model continue to be understood, whether these are presented as a structured database, or a visual diagram or model. Sophisticated modelling software means that preserving these relationships can be multi-layered and complex, especially where models are dynamic or rely on web services. Preserving complex datasets in packages or containers can help to ensure the information required to generate your model stays together and usable. Format matters too, since you may want your model to be usable in different applications. Converting data can result in information loss, if the new format does not support all of the original features, so it is a good idea to maintain your model in multiple formats.] (text-colour:#235F9B)[''Why is this important? Some example scenarios:'' In your research, you used sonar processing to scan the seabed to find traces of a shipwreck from 150 years ago. You have shared your scans as data on an online repository, and a local museum group wants to access and convert this into a 3D model for public engagement. ''What happens next?''] <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[I prepared for this; I want my work to have further impact] (click-append: "I prepared for this; I want my work to have further impact")[ (text-colour:#235F9B)[You retained the original format of your data files as well as a copy in a more widely supported format. Alongside this, you prepared clear metadata and ReadMe documentation including a summary and coordinates. The museum group were able to understand and navigate to the relevant sections of your model and successfully opened and converted the files for their project. ] ] </td></tr></table></div><br> <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[It’s up to the museum group. If they really want to use it, they’ll figure out a way] (click-append: "It’s up to the museum group. If they really want to use it, they’ll figure out a way")[ (text-colour:#235F9B)[Unfortunately, your original data is stored in a proprietary format with minimal documentation. The museum group struggles to access and interpret the data, leading to delays and technical challenges. Without clear metadata, they make incorrect assumptions about the scans, resulting in an inaccurate 3D model.] ] </td> </tr></table></div><br> <br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[[[''Next Story Example''->model #2]]] <br>

<div id="printable"> <h2>(Size:2)+(text-colour:#235F9B)[''Open source'']</h2><p>(text-colour:#235F9B)[Considering open-source formats and licensing for your tool can help mitigate risks of vendor dependency and promote bug fixes and active maintenance by a user community in the long term. The flip side of this, is that it can introduce security risk from code vulnerabilities, so it is important to retain a secure version of your original tool: ''✓'' Carefully review and sanitize your code to remove sensitive data, credentials, or [[proprietary->Glossary]] information before publication. ''✓'' Use a secure [[version control->Glossary]] system (e.g., GitHub, GitLab) with access controls to manage contributions responsibly. ''✓'' Implement a clear security policy and encourage responsible disclosure of vulnerabilities by the community. ''✓'' Regularly update dependencies and monitor for security advisories to patch vulnerabilities promptly. ''✓'' Enforce secure coding practices, such as input validation and authentication mechanisms, to prevent exploits. ''✓'' Use automated security scanning tools and conduct periodic [[audits->Glossary]] to identify and mitigate potential threats proactively. ] (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#D5AA00))[''[[Go Back->practical tool tips]]'']</p></div><style> .rtf-button { font-family: Arial, sans-serif; color: #235F9B; background-color: rgba(219, 230, 248, 0.3); border: 1px solid #235F9B; border-radius: 0.5em; padding: 0.6em 1.2em; font-size: 1rem; cursor: pointer; display: inline-flex; align-items: center; justify-content: center; text-align: center; transition: transform 0.2s ease, font-size 0.2s ease; } .rtf-button:hover { transform: scale(1.125); /* Roughly adds 2pt visually */ } </style> <button class="rtf-button" onclick="downloadRTF()"> Download this Checklist </button>

<div id="printable"> <h2>(Size:2)+(text-colour:#235F9B)[''Open-source File Formats'']</h2><p>(text-colour:#235F9B)[Open-source file formats can improve the long-term accessibility and usability of your 'recipe' by reducing dependence on specific vendors or software, and supporting more users to be able to open and read your research files: ''✓'' When selecting open-source formats for digital preservation, prioritise widely adopted, well-documented formats that ensure long-term accessibility. ''✓'' Choose formats with strong community support and active development, such as TXT, XML, CSV, PDF/A, TIFF, PNG, FLAC, and MKV, which are free from [[proprietary->Glossary]] restrictions. ''✓'' Ensure the format retains all essential information, including metadata, structure, and quality, without requiring proprietary software for access. ''✓'' Look for formats endorsed by preservation institutions, such as the UK Data Service, Library of Congress or The National Archives (UK), to ensure reliability. ''✓'' Regularly review the format's sustainability and be prepared to [[migrate->Glossary]] files if updates or better supported open formats emerge over time. ] (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[''[[Go Back->recipe tips]]'']</p></div><style> .rtf-button { font-family: Arial, sans-serif; color: #235F9B; background-color: rgba(219, 230, 248, 0.3); border: 1px solid #235F9B; border-radius: 0.5em; padding: 0.6em 1.2em; font-size: 1rem; cursor: pointer; display: inline-flex; align-items: center; justify-content: center; text-align: center; transition: transform 0.2s ease, font-size 0.2s ease; } .rtf-button:hover { transform: scale(1.125); /* Roughly adds 2pt visually */ } </style> <button class="rtf-button" onclick="downloadRTF()"> Download this Checklist </button>

<div id="printable"> <h2>(Size:2)+(text-colour:#235F9B)[''Organising Your Files'']</h2><p>(text-colour:#235F9B)[Keeping everything clear, consistent, and easy to find, enhances the long-term understanding and usability of your research, and reduces the risk of losing important information: ''✓'' Establish a clear and consistent [[file-naming convention->Glossary]] that includes relevant details such as date, version number, and keywords (e.g., "Project-Report-v2-2025-02-25"). ''✓'' Organize files into well-structured folders with intuitive categories, avoiding overly deep hierarchies that make retrieval difficult. ''✓'' Regularly review and clean up outdated or duplicate files to maintain efficiency. ''✓'' Use standardized formats like PDFs or widely supported file types to ensure future compatibility. ''✓'' You could also document your organisation system in a reference guide so others (or your future self) can easily navigate and understand the structure. ] (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[''[[Go Back->experience tips]]'']</p></div><style> .rtf-button { font-family: Arial, sans-serif; color: #235F9B; background-color: rgba(219, 230, 248, 0.3); border: 1px solid #235F9B; border-radius: 0.5em; padding: 0.6em 1.2em; font-size: 1rem; cursor: pointer; display: inline-flex; align-items: center; justify-content: center; text-align: center; transition: transform 0.2s ease, font-size 0.2s ease; } .rtf-button:hover { transform: scale(1.125); /* Roughly adds 2pt visually */ } </style> <button class="rtf-button" onclick="downloadRTF()"> Download this Checklist </button>

<div id="printable"> <h2>(Size:2)+(text-colour:#235F9B)[''Organising Your Content'']</h2><p>(text-colour:#235F9B)[Keeping everything clear, consistent, and easy to find, enhances the long-term understanding and usability of your research, and reduces the risk of losing important information: ''✓'' Establish a clear and consistent [[file-naming convention->Glossary]] that includes relevant details such as date, version number, and keywords (e.g., "Project-Report-v2-2025-02-25"). ''✓'' Avoid using spaces, special characters, or dots in file names, which can be misinterpreted by a computer and prevent from opening your files. Instead, use hyphens (-) or underscores (_) to separate words and elements in the file name. ''✓'' Organize files into well-structured folders with intuitive categories, avoiding overly deep hierarchies that make retrieval difficult. ''✓'' Regularly review and clean up outdated or duplicate files to maintain efficiency. ''✓'' Use standardized formats like PDFs or widely supported file types to ensure future compatibility. ''✓'' You could also document your organisation system in a reference guide so others (or your future self) can easily navigate and understand the structure. ] (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[''[[Go Back->Tips to get started]]'']</p></div><style> .rtf-button { font-family: Arial, sans-serif; color: #235F9B; background-color: rgba(219, 230, 248, 0.3); border: 1px solid #235F9B; border-radius: 0.5em; padding: 0.6em 1.2em; font-size: 1rem; cursor: pointer; display: inline-flex; align-items: center; justify-content: center; text-align: center; transition: transform 0.2s ease, font-size 0.2s ease; } .rtf-button:hover { transform: scale(1.125); /* Roughly adds 2pt visually */ } </style> <button class="rtf-button" onclick="downloadRTF()"> Download this Checklist </button>

<div id="printable"> <h2>(Size:2)+(text-colour:#235F9B)[''README Documentation'']</h2><p>(text-colour:#235F9B)[A README file supports long-term usability of your digital tool by offering simple, clear instructions for installation and use. It explains what the tool does, how to run it, and where to find help, enabling users to understand and apply the tool in the long-term, even if it is no longer under active development or maintenance. ''✓'' Your tool may need multiple documents to capture installation instructions, bug fixes, and software needed to run. Keep file names consistent and logical so these documents can point to each other. ''✓'' Start with a concise overview explaining the purpose, functionality, and intended users for your tool. ''✓'' Clearly outline installation steps, including system requirements, [[dependencies->Glossary]], and setup instructions. ''✓'' Provide usage guidelines with examples or command-line instructions to help users get started quickly. ''✓'' You could include a section for troubleshooting common issues and FAQs. ''✓'' Document version history, licensing, and contributor information for transparency. ''✓'' Use structured formatting with headings, bullet points, and code blocks (if applicable) to improve readability. ''✓'' Store the README in a widely accessible format, such as [[Markdown (.md)->Glossary]] or plain text (.txt), to promote long-term usability and preservation. ''✓'' You could consider including an [[access and use statement->Glossary]] for your tool, to clearly define who can use it and under what conditions. Specify licensing terms (e.g., open-source, commercial, or restricted use) and include a reference to the full license text. ''✓'' The [[CodeMeta Metadata Standard->Glossary]] might be used as a helpful template ] (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#D5AA00))[''[[Go Back->practical tool tips]]'']</p></div><style> .rtf-button { font-family: Arial, sans-serif; color: #235F9B; background-color: rgba(219, 230, 248, 0.3); border: 1px solid #235F9B; border-radius: 0.5em; padding: 0.6em 1.2em; font-size: 1rem; cursor: pointer; display: inline-flex; align-items: center; justify-content: center; text-align: center; transition: transform 0.2s ease, font-size 0.2s ease; } .rtf-button:hover { transform: scale(1.125); /* Roughly adds 2pt visually */ } </style> <button class="rtf-button" onclick="downloadRTF()"> Download this Checklist </button>

(size:2)+(text-colour:#235F9B)[''Practical Tool''] (size:1)+(text-colour:#235F9B)[A key outcome from your research is a practical digital tool. This might look like a script or piece of code, an app, or a function written into existing software, e.g. a spreadsheet. Your preservation goal is to maintain the functionality and useability of this, so it can continue to be used over the long term.] (text-colour:#235F9B)+(hover-style:(text-colour:#D5AA00))[[Sounds like me!->Practical tool priority]] (text-colour:#235F9B)+(hover-style:(text-colour:#D5AA00))[ [[Not too sure, take me back->start here]] ]

(size:2)+(text-colour:#235F9B)[''Preservation priority''] (size:1)+(text-colour:#235F9B)[The form and complexity of your tool will impact any considerations for preserving its functionality. A simple script may be easily preserved as a plain text file, whereas an app will need a more strategic approach to support its long-term use. In fact, the Digital Preservation Coalition have identified Smartphone Apps as “Critically Endangered” on the Global Bit List of Endangered Digital Species! Selecting and preserving stable file formats and the documentation around these, is a priority. You may even have invented your own file format as part of your tool development in which case, it is crucial to properly document this, to facilitate future use. You might consider including source code comments, dependencies, and installation instructions to facilitate future use and adaptation. Regular updates and migration to modern platforms, along with robust version control, can help prevent obsolescence while maintaining integrity, while open-source licensing can encourage community support and longevity. Emulation is another option, allowing your tool to function even as hardware and operating systems evolve.] (text-colour:#235F9B)[''Why is this important? Some example scenarios:'' You have built a tool that measures where participants are looking during an electronic exam. As part of this, you integrated some commercial eye tracking software, but now time has passed, and the company no longer exists. ''What happens next?''] <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#D5AA00))[This tool is an active portfolio piece for me. I am invested in keeping it usable] (click-append: "This tool is an active portfolio piece for me. I am invested in keeping it usable")[ (text-colour:#235F9B)[You maintained the documentation, source code, and integration details for your tool. Anticipating potential software obsolescence, you also stored backups of necessary libraries and data formats. When the commercial eye-tracking company shuts down, you quickly adapt by replacing its software with an open-source alternative, and the tool continues functioning with minimal downtime. ] ] </td></tr></table></div><br> <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#D5AA00))[My tool has served its purpose for me, but I want others to be able to use it] (click-append: "My tool has served its purpose for me, but I want others to be able to use it")[ (text-colour:#235F9B)[You clearly documented your tool, including clear comments in the source code, and details about its integration with the commercial software. This means that even when the eye-tracking company shuts down, future users have the information they need to replace its software with an appropriate alternative and continue using your tool.] ] </td></tr></table></div><br> <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#D5AA00))[Hold my breath and hope it still works] (click-append: "Hold my breath and hope it still works")[ (text-colour:#235F9B)[Your tool relies entirely on the now-defunct commercial eye tracking software, with no backups or documentation on how it was integrated. Without access to necessary updates, the software gradually becomes incompatible with modern operating systems and attempts to replace it prove difficult due to a lack of available technical details. As a result, the tool becomes unusable, and significant time and resources are needed to develop a new solution from scratch. ] ] </td> </tr></table></div><br> <br>(text-colour:#235F9B)+(hover-style:(text-colour:#D5AA00))[[[''Next Scenario Example''->practical tool #2]]] <br>

<div id="printable"> <h2>(Size:2)+(text-colour:#235F9B)[''Prepare “Read Me” Documentation'']</h2><p>(text-colour:#235F9B)[A “Read Me” file provides useful information about the context, structure and set-up, including any specific equipment or software needed, to guide future users in opening and reading your files. Some tips include: ''✓'' Ensure it is a plain text (TXT) or [[Markdown (MD)->Glossary]] file to maximize long-term accessibility. ''✓'' Clearly document the project's purpose, structure, [[dependencies->Glossary]], and any required software or environments for proper functionality. ''✓'' Include detailed installation or execution instructions, version history, and contact information (or a persistent [[repository->Glossary]] link) for future reference. ''✓'' Use structured sections with headings and bullet points for clarity, and provide links to additional documentation if necessary. ''✓'' Specify file formats used and any preservation considerations to help future users understand and maintain the project effectively.] (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[''[[Go Back->experience tips]]'']</p></div><style> .rtf-button { font-family: Arial, sans-serif; color: #235F9B; background-color: rgba(219, 230, 248, 0.3); border: 1px solid #235F9B; border-radius: 0.5em; padding: 0.6em 1.2em; font-size: 1rem; cursor: pointer; display: inline-flex; align-items: center; justify-content: center; text-align: center; transition: transform 0.2s ease, font-size 0.2s ease; } .rtf-button:hover { transform: scale(1.125); /* Roughly adds 2pt visually */ } </style> <button class="rtf-button" onclick="downloadRTF()"> Download this Checklist </button>

(size:2)+(text-colour:#235F9B)[''Preservation priority''] (size:1)+(text-colour:#235F9B)[Thinking about the structure of your files is important for communicating the narrative of your research. While media and file formats might change over time, by prioritizing preservation of the contextual structure of your research files, you can help ensure that your outputs can continue to be read and understood. ] (text-colour:#235F9B)[''Why is this important? Some example scenarios:'' A professor has found your research on the research repository. She has a visual impairment and requires screen reading software to assist with reading online. <br> ''What happens next?''] <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[Don’t worry, I was prepared for this.] (click-append: "Don’t worry, I was prepared for this.")[ (text-colour:#235F9B)[//Before you exported your document, you checked the accessibility settings and made some adjustments to improve the formatting, using headings and adding alt text to your images. Thanks to your conscientious changes, your research is now more accessible to diverse readers.// ] ] </td></tr></table></div><br> <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[Hope for the best, I guess?] (click-append: "Hope for the best, I guess?")[ (text-colour:#235F9B)[//Unfortunately, you did not consider accessibility settings when you saved your PDF, and the screen reader is having trouble navigating your document. The professor is left feeling frustrated and unable to engage fully with your research.//] ] </td> </tr></table></div><br> <br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[[[''Next Scenario Example''->Story#2]]] <br>

<div id="printable"> <h2>(Size:2)+(text-colour:#235F9B)[''Preservation vs Access'']</h2><p>(text-colour:#235F9B)[Preservation and access copies of digital files serve different purposes, and maintaining both is beneficial for long-term usability: [[Preservation->Glossary]] copies are high-quality, unaltered files stored in stable, open formats (e.g., TIFF, FLAC, PDF/A) to ensure longevity and authenticity. They should be kept in secure locations with backup and integrity checks to prevent data loss. [[Access->Glossary]] copies, on the other hand, are optimized for usability, often in smaller, more widely supported formats (e.g., JPEG, MP3, standard PDF) to facilitate quick viewing and distribution. These versions may be compressed or reformatted to enhance accessibility while preserving the essential content. Maintaining both ensures that while the original files remain intact for long-term storage, users can easily interact with accessible versions without compromising the integrity of the preserved data. ''Have you developed an archival collection as part of your research?'' ''✓'' Submit access copies of your files to the institutional research repository (PURE / FigShare) ''✓'' Apply to deposit preservation copies of your files in a trusted digital archive, such as the UK Data Service, or ask your Special Collections Librarians for information about their collections development scope.] (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[''[[Go Back->collection tips]]'']</p></div><style> .rtf-button { font-family: Arial, sans-serif; color: #235F9B; background-color: rgba(219, 230, 248, 0.3); border: 1px solid #235F9B; border-radius: 0.5em; padding: 0.6em 1.2em; font-size: 1rem; cursor: pointer; display: inline-flex; align-items: center; justify-content: center; text-align: center; transition: transform 0.2s ease, font-size 0.2s ease; } .rtf-button:hover { transform: scale(1.125); /* Roughly adds 2pt visually */ } </style> <button class="rtf-button" onclick="downloadRTF()"> Download this Checklist </button>

<div id="printable"> <h2>(Size:2)+(text-colour:#235F9B)[''Provenance'']</h2><p>(text-colour:#235F9B)[Provenance provides important context, and helps ensure the files from your digital collection stay together. Taking steps to preserve the provenance of a collection also supports trust in its source, as well as legal compliance. ''✓'' To maintain the provenance of digital files, consistently document their origin, authorship, and any modifications over time. This information might be [[embedded->Glossary]] in the technical properties of the file, ensuring it remains accessible even if files are separated from their original context. ''✓'' Record key details such as creation date, descriptions, contributors, acquisition and file version history in a catalogue or database. ''✓'' Store files with [[checksum->Glossary]] hashes (e.g., SHA-256) to detect tampering and ensure integrity. ''✓'' Keep backups in multiple secure locations and document [[migration->Glossary]] processes when transforming files to new formats. ''✓'' Maintain any [[consent agreements->Glossary]] or email chains to document acquisitions, use, and access conditions. ] (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[''[[Go Back->collection tips]]'']</p></div><style> .rtf-button { font-family: Arial, sans-serif; color: #235F9B; background-color: rgba(219, 230, 248, 0.3); border: 1px solid #235F9B; border-radius: 0.5em; padding: 0.6em 1.2em; font-size: 1rem; cursor: pointer; display: inline-flex; align-items: center; justify-content: center; text-align: center; transition: transform 0.2s ease, font-size 0.2s ease; } .rtf-button:hover { transform: scale(1.125); /* Roughly adds 2pt visually */ } </style> <button class="rtf-button" onclick="downloadRTF()"> Download this Checklist </button>

(size:2)+(text-colour:#235F9B)[''Recipe''] (size:1)+(text-colour:#235F9B)[You envision your research as a set of instructions, a recipe, a map, or a guide for future researchers to follow. This is typically text or code based, but the information could also be communicated via audio, video demonstration, music notation, or visual image, as with a map or a blueprint. If all else fails, preserving the informational content of your research outputs is your goal.] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[[Sounds like me!->recipe priority]] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Not too sure, take me back->start here]] ]

(size:2)+(text-colour:#235F9B)[''Story''] (size:1)+(text-colour:#235F9B)[For you, it is not just about what you say, but how you say it. The narrative output from your research is a key aspect. Whether text-based, visual, website exhibition, social media, moving-image, or other – your main preservation goal is to maintain the story element of your research outputs and supplementary files.] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Sounds like me!->Preservation priority]] ] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Not too sure, take me back->start here]] ]

(size:2)+(text-colour:#235F9B)[''Story Scenario #2''] (size:1)+(text-colour:#235F9B)[You used a template from a webhosting company to publish an online exhibition of your research. Last month they raised their subscription fees, and they are no longer within your budget. You do not have your website archived, and risk losing all evidence of it if the company closes your account. <br> ''What happens next?''] <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[You no longer need to update your website, but since it’s referenced in your thesis, it is important to keep a copy…] (click-append: "You no longer need to update your website, but since it’s referenced in your thesis, it is important to keep a copy…")[ (text-colour:#235F9B)[//You used a web-recorder to capture your website, which you then stored as a WARC alongside your electronic thesis. Now, future researchers can see and navigate a copy of your website, even if the live version is no longer available..// ] ] </td></tr></table></div><br> <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[Your website was looking dated anyway, it’s time to republish with a new company!] (click-append: "Your website was looking dated anyway, it’s time to republish with a new company!")[ (text-colour:#235F9B)[//Luckily, you had previously backed-up and clearly organised a document and accompanying image and audio files comprising all the content from your website. You have everything you need to design and publish a new website for your project.// ] ] </td></tr></table></div><br> <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[Do nothing – once online it stays there forever, right?] (click-append: "Do nothing – once online it stays there forever, right?")[ (text-colour:#235F9B)[//Unfortunately not! Once your subscription ended, the company closed your account and with it, your website. Not only have you lost evidence of your work, but the links to it in your thesis and CV are broken too. // ] ] </td> </tr></table></div><br> <br>(size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ ''[[Tips to get started]]'' ] <br>

(Size:2)+(text-colour:#235F9B)[''Tips to get started''] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[[Accessibility]] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[[Organising your content]] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[[Web-archiving]] (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))['' [[Go back to Start->start here]] '']

<div id="printable"> <h2>(Size:2)+(text-colour:#235F9B)[''Web Archiving'']</h2><p>(text-colour:#235F9B)[Without ongoing maintenance, the lifespan of a website can be as short as 2-5 years. By capturing your website for preservation, you can help ensure future researchers can continue to access a copy, even if the original is no longer available: ''✓'' To create an archive-friendly website, use clean, semantic HTML with well-structured headings and [[metadata->Glossary]] to improve readability and indexing. ''✓''Include a [[sitemap->Glossary]] and robots.txt file to help search engines and archiving tools to crawl important pages. ''✓'' Ensure URLs are permanent, meaningful, and free of session IDs or dynamic parameters to maintain link stability over time. ''✓'' Avoid relying solely on JavaScript for critical content, as it may not be preserved correctly by [[web archives->Glossary]]. ''✓'' Use descriptive [[alt text->Glossary]] for images and provide downloadable versions of key resources in widely supported formats like PDF or TXT. ''✓'' Consider using a [[web-archiving->Glossary]] tool to save a copy of your finished website as a [[WARC->Glossary]] or [[WACZ->Glossary]] file that can be stored alongside your other research documents. Note, it may not be possible to preserve all aspects of your website. For additional support, please speak to the Open Research team in The Library.] (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[''[[Go Back->Tips to get started]]'']</p></div><style> .rtf-button { font-family: Arial, sans-serif; color: #235F9B; background-color: rgba(219, 230, 248, 0.3); border: 1px solid #235F9B; border-radius: 0.5em; padding: 0.6em 1.2em; font-size: 1rem; cursor: pointer; display: inline-flex; align-items: center; justify-content: center; text-align: center; transition: transform 0.2s ease, font-size 0.2s ease; } .rtf-button:hover { transform: scale(1.125); /* Roughly adds 2pt visually */ } </style> <button class="rtf-button" onclick="downloadRTF()"> Download this Checklist </button>

(size:2)+(text-colour:#235F9B)[''Collection Scenario #2''] (size:1)+(text-colour:#235F9B)[You have created a catalogue of music performances, which you displayed on a project website. It has been a long time since you completed your project, and subsequently, your website has not kept pace with updated security protocols and web accessibility standards. ''What happens next?''] <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[This catalogue is a valuable resource. I created a digital preservation plan so it can remain accessible for as long as possible.] (click-append: "This catalogue is a valuable resource. I created a digital preservation plan so it can remain accessible for as long as possible.")[ (text-colour:#235F9B)[//You know that no website lasts forever and so developed and implemented a robust preservation plan to care for the legacy of your project. This included adherence to Web Content Accessibility Guidelines (WCAG) for more enduring accessibility, routine backups ensuring content can easily be restored or migrated to a new platform if needed, and a sunsetting plan to decommission your website and rehome the digital content once continuous maintenance is no longer feasible. As a result, when your website is taken offline, you are able to restore access to your project via an alternative platform.//] ] </td></tr></table></div><br> <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[So it might look a little dated, but once online, it is accessible forever, right?] (click-append: "So it might look a little dated, but once online, it is accessible forever, right?")[ (text-colour:#235F9B)[//Unfortunately not! Without proactive maintenance and updates, the lifespan of your website may be as short as 3 years. In this scenario, outdated security protocols and lack of proper long-term strategy meant your website became increasingly susceptible to cyber-threats, data loss, and accessibility decline. Consequently, over time, your website was impacted, and without putting in place a preservation plan, you could no longer enable access to your project.//] ] </td></tr></table></div><br> (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ ''[[Tips to get started->collection tips]]'' ] <br>

(size:2)+(text-colour:#235F9B)[''Preservation priority''] (size:1)+(text-colour:#235F9B)[While you may have smaller, compressed or web-optimised copies of your collection available for consultation via an online platform, for preservation it is important to retain uncompressed, archival quality files. For born-digital collections, particularly uncompressed documents, being able to evidence and maintain the provenance and authenticity of the files is particularly important.] (text-colour:#235F9B)[''Some example scenarios:'' You wish to donate a collection of digital magazines gathered during your research, to the Library’s Special Collections archive. You have agreed to transfer the files via USB. ''What happens next?''] <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[I drag across the files from my Documents folder to the USB pen.] (click-append: "I drag across the files from my Documents folder to the USB pen.")[ (text-colour:#235F9B)[//You transfer the files using a basic drag-and-drop method without verifying the integrity of the data. Unbeknown to you, several files become corrupted during the transfer process—possibly due to USB faults, improper ejection, or a disruption during file transfer. When the archive staff attempt to access the collection, they find missing or damaged content, making the donation incomplete.//] ] </td></tr></table></div><br> <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[I use a robust copying tool to move the files.] (click-append: "I use a robust copying tool to move the files.")[ (text-colour:#235F9B)[//By using a robust copying tool, you protect against unexpected errors or breaks in connection. You choose a tool like Teracopy to transfer the digital magazine files to the USB drive. This tool verifies each file after copying and alerts you to any issues. You also generate checksums and share them with the archive team. When the Library’s Special Collections staff receive the USB, they validate the checksums and confirm that all files are intact. Your collection is successfully archived and made available for future scholarly use!//] ] </td> </tr></table></div><br> <br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[[[''Next Scenario Example''->collection #2]]] <br>

(Size:2)+(text-colour:#235F9B)[''Tips to get started''] <br> (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Provenance]] ] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Digital Archives]] ] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Preservation vs access]] ] <br> (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))['' [[Go back to Start->start here]]'' ]

(Size:2)+(text-colour:#235F9B)[''Tips to get started''] <br> (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Organising your Files]] ] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Choosing File Formats]] ] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Prepare “Read Me” Documentation]] ] <br> (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))['' [[Go back to Start->start here]]'' ]

(size:2)+(text-colour:#235F9B)[''Scenario #2''] (size:1)+(text-colour:#235F9B)[You have created a model for predicting hurricanes, using an online database of satellite weather imaging. Over time, the data has changed and updated, and it no longer matches the information included in your original model. <br> ''What happens next?''] <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[I knew this was a risk and took precautions] (click-append: "I knew this was a risk and took precautions")[ (text-colour:#235F9B)[You captured snapshots of the database at the time of your research and stored this alongside your model. Although the original data is no longer available online, you are still able to replicate the snapshot to evidence the conditions that were documented in your research. ] ] </td></tr></table></div><br> <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[If I have the links, I can find the original data online, right?] (click-append: "If I have the links, I can find the original data online, right?")[ (text-colour:#235F9B)[Perhaps not! New data inputs can overwrite the original data, resulting in broken links that could prevent you from rendering your model, or result in skewed or inaccurate simulations. ] ] </td> </tr></table></div><br> <br>(size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ ''[[Tips to get started->Model Tips]]'' ] <br>

(size:2)+(text-colour:#235F9B)[''practical tool example #2''] (size:1)+(text-colour:#235F9B)[You have been invited to a conference to demonstrate a tool that you made. Normally your tool is hosted online, but the conference venue has been having technical difficulties with their WIFI connection. <br> ''What happens next?''] <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#D5AA00))[I came prepared] (click-append: "I came prepared")[ (text-colour:#235F9B)[Luckily, you had backed up a copy of your tool in a local self-contained environment on your laptop. Despite connectivity issues, you are still able to open and run the tool on your browser via local host.] ] </td></tr></table></div><br> <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#D5AA00))[This is a nightmare!] (click-append: "This is a nightmare!")[ (text-colour:#235F9B)[Unfortunately, you had been relying on internet access at the conference to be able to open the link to your tool. Without an offline back-up, you are unable to demonstrate your work and can only hope attendees will make note of the URL for later. ] ] </td> </tr></table></div><br> <br>(size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#D5AA00))[ ''[[Tips to get started->practical tool tips]]'' ] <br>

(Size:2)+(text-colour:#235F9B)[''Tips to get started''] <br> (text-colour:#235F9B)+(hover-style:(text-colour:#D5AA00))[ [[README Documentation->Practical README Documentation]] ] (text-colour:#235F9B)+(hover-style:(text-colour:#D5AA00))[ [[Open source]] ] (text-colour:#235F9B)+(hover-style:(text-colour:#D5AA00))[ [[Apps or bespoke software]] ] <br> (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#D5AA00))['' [[Go back to Start->start here]]'' ]

(size:2)+(text-colour:#235F9B)[''Recipe priority #2''] (size:1)+(text-colour:#235F9B)[You had prepared a music score using a dynamic score writing software. A PhD researcher wants to display and play the music on their electronic keyboard. ''What happens next?''] <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[I prepared for this - I want my work to be widely accessible] (click-append: "I prepared for this - I want my work to be widely accessible")[ (text-colour:#235F9B)[//In addition to the original software format, you exported your music score to a widely supported format, such as MIDI, MusicXML, or PDF. While this version may not have all of the playback functionality, the musical notation is readable and widely accessible. As a result, the researcher easily loads the score onto their electronic keyboard, which recognizes the file without issues, allowing them to proceed with their research and performance as planned.//] ] </td></tr></table></div><br> <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[Lots of people in the industry use this software. It shouldn’t be an issue] (click-append: "Lots of people in the industry use this software. It shouldn’t be an issue")[ (text-colour:#235F9B)[//Unfortunately, the score was saved only in a proprietary format that the researcher’s keyboard does not support. Since no alternative formats were preserved, the researcher is unable to load or access the music. Converting the file proves challenging due to software incompatibilities, causing delays in their research. Proprietary software companies can go out of business, or alternative competitors may emerge, so it is a good idea to save your work in open, cross-compatible formats where possible.//] ] </td></tr></table></div><br> (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ ''[[Tips to get started->recipe tips]]'' ]

(size:2)+(text-colour:#235F9B)[''Preservation priority''] (size:1)+(text-colour:#235F9B)[It is likely the information in your file is more important than the format in which it is presented. Even if you used commercial software to create your work, you are happy that the most important information within is retained when saving or migrating to more common or open formats. Saving in formats with open specifications and standards, such as ODT, DOCX, or XML will help ensure that they can be opened and read over the long term.] (text-colour:#235F9B)[''Some example scenarios:''] (size:1)+(text-colour:#235F9B)[You developed a formula for a new type of biofuel and saved it on an encrypted hard drive until you were ready to patent. After some setbacks you finally got the patent approved, although some time has passed. ''What happens next?''] <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[I knew it would be a long process and took precautions] (click-append: "I knew it would be a long process and took precautions")[ (text-colour:#235F9B)[You backed up extra copies of your work on multiple storage media and securely saved the decryption keys in a separate, well-documented location. In addition to this, you routinely performed checks on the hard drive’s integrity, drawing on backups when needed to replace the drive or any files showing signs of damage. When the patent is finally approved, you are able to retrieve the encrypted formula without issue. Thanks to your proactive decisions, the data remains intact, and you move forward with commercialising the biofuel.] ] </td></tr></table></div><br> <div style="margin-top: 10px; overflow-x:auto;"><table style="width:100%; border-collapse: collapse;"><tr><td style="border: 1px solid #000000; padding: 8px; background-color: rgba(219, 230, 248, 0.3);"><br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[I didn’t expect it to take that long...] (click-append: "I didn’t expect it to take that long...")[ (text-colour:#235F9B)[Unfortunately, you lost the decryption key over time, and you discover that without the key, your encrypted files are inaccessible. Not only this, but portable hard drives are vulnerable to environmental conditions, and deteriorate within as little as 3-5 years, even when not in use, making them less than ideal for longer-term storage without regular monitoring and quick preservation actions. Despite having secured the patent, you struggle to prove or reproduce your original formula!] ] </td> </tr></table></div><br> <br>(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[[[''Next Scenario Example''->recipe #2]]]

(Size:2)+(text-colour:#235F9B)[''Tips to get started''] <br> (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Encryption]] ] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Authenticity]] ] (text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Open-source File Formats]] ] <br> (size:1.25)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))['' [[Go back to Start->start here]]'' ]

(size:2)+(text-colour:#235F9B)[''What will your research generate?''] <br> (size:1)+(text-colour:#235F9B)[Select a category that best describes the nature of your research outputs, that you consider most important to preserve for the long term. ] <br> |==| |= <br>(size:1)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Experience]] ]<br> <br>(size:1)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Recipe]] ]<br> <br>(size:1)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Model]] ]<br> |= <br>(size:1)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Practical Tool]] ]<br> <br>(size:1)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024)) [ [[Story]] ]<br> <br>(size:1)+(text-colour:#235F9B)+(hover-style:(text-colour:#d47024))[ [[Collection]] ]<br> |==|

(Size:2)+(text-colour:#235F9B)[''Glossary''] (text-colour:#235F9B)[''Access'' - the ability to reach, consult, and use an archival resource, e.g. via digital means. An ''access statement'' details the conditions under which researchers can view, copy, or otherwise utilize the documents and collections within the archive. ''Accessible / Accessibility'' - the ease of discoverability, access and use of archival collections, by all individuals, regardless of physical, sensory, cognitive, technological, or linguistic barriers. ''Alt text'' - descriptive text associated with an image that serves as a substitute when the image cannot be displayed or for users who rely on screen readers. ''Audit'' - in the context of this tool, audit refers to the verification and review of digital materials to check for changes, duplication, or preservation risk. ''Checksum'' - A string of characters which act as a unique 'digital fingerprint' for your files. Tools, such as Teracopy, can generate and compare checksums before and after storing or moving a file - useful for verifying data integrity or detecting errors! ''CodeMeta Metadata Standard'' - a community-developed, JSON-LD based metadata standard designed to describe research software, mapping between different vocabularies and providing a consistent format for sharing and discovering software information. ''Consent Agreement'' - Documentation confirming the permissions granted by research participants / creators for their materials to be included in archival activities, such as online access, research consultation, and preservation. ''Containerization'' - the packaging of an application and its dependencies into a self contained unit called a container. ''Core Scientific Metadata Model'' - a model for representing metadata related to scientific studies and their associated data. The model is organized around the concept of a scientific study, which is composed of investigations (e.g., experiments, observations) performed on samples. ''DPC'' - ''Digital Preservation Coalition'' - a group, established in the UK to support and guide the global community of digital preservation practitioners, with delivering long-term, sustainable access to digital assets. ''Dependencies'' - the components or systems (proprietary or open-source) that a digital object relies on to be accessed, rendered, or interpreted correctly over time. ''Directory'' - the hierarchical structure of files and folders on a computer or network. ''Discovery'' - the process by which users locate, identify, and access archival materials or digital content through tools such as catalogues, finding aids, metadata, and search interfaces. ''Embedded metadata'' - Technical details, such as file format, resolution, and creation date, that are automatically attached to a digital asset. This is created by the software that produces the file, and can be edited or enhanced, using tools such as ExifTool. Embedded metadata has the benefit of being stored inside the digital file, making it less likely to become separated. ''Emulation'' - a digital preservation strategy which involves recreating the original software and hardware environment required to access and interact with a digital object. Rather than converting the object to a new format, emulation allows it to be experienced in its original form by mimicking legacy systems on modern platforms. ''Encryption algorithm'' - a mathematical formula or set of rules used to scramble data, transforming readable plaintext into an unreadable format called ciphertext, protecting it from unauthorized access. ''File-naming convention'' - a set of rules for consistently naming files and folders to improve organization, searchability, and retrieval. ''Fixity check'' - a method used to verify that a digital file has not been altered or corrupted, ensuring its integrity over time. It involves generating a checksum, or "digital fingerprint," for the file and comparing it to a previously stored checksum to detect any changes. ''LibGuide'' - an online resource created by librarians to curate and share information on specific topics, subjects, or courses. ''Lossless compression'' - a data compression method that reduces the size of a file without losing any information. ''Lossy compression'' - a data compression method that reduces file size by permanently discarding some data. ''Markdown'' - a lightweight markup language that uses simple formatting syntax to create styled text, primarily for online content. It's designed to be easy to read and write, even in plain text, and is widely used for documentation, note-taking, and web content creation. ''Metadata'' - 'Data about your data', which can help with preservation and discovery. Metadata might be technical information embedded in the properties of your file, or something more descriptive, like an accompanying data dictionary or csv file arranged according to a schema like Dublin Core. ''Migration'' - The process of saving a new version of a file in a more current, or cross compatible format, particularly if the original is at risk of becoming obsolete. Even after a file has been migrated, it is good practice to retain both copies. ''Plain Text'' - a computer file format that stores text without any formatting or styling, like bold, italics, or font changes. ''Persistent Identifiers'' - a long-lasting, unique reference to a digital resource, ensuring it can be reliably located over time, even if its location changes. ''Preservation'' - 'the series of managed activities necessary to ensure continued access to digital materials for as long as necessary ... beyond the limits of media failure or technological and organisational change,' (Digital Preservation Coalition, 2025). ''Proprietary formats'' - File formats that are controlled by specific companies, meaning their specifications are not publicly available. These formats often require proprietary software for creation, editing, or viewing. ''README'' - a text document that provides essential information about a project, typically software or data, to users and contributors. It serves as a guide, offering details about the project's purpose, how to use it, how to install it, and how to contribute to it. ''Repository''- a secure location for storage and preservation of collections of records, documents, or other archival materials or research data. ''Retention'' - the policies and practices governing how long research data are stored and maintained after their initial use. This period is determined by institutional, legal, ethical, or funding requirements and ensures that data remain available for verification, reuse, or compliance purposes. Retention also involves decisions about secure storage, access control, archiving or deletion. ''Sitemap''- a file that lists all the important pages on a website, helping search engines discover and index content more effectively. ''WACZ'' - A Web Archive Collection Zipped file, is a file format for packaging and distributing web archives. It's essentially a ZIP archive containing raw web archive files, along with indices. ''WARC'' - Web ARChive file format is a standard for storing web archives, including web pages, associated metadata, and other digital resources. It's essentially a container format designed to preserve a website's content and structure as it appeared at a specific point in time. ''Web-archives / web-archiving'' - The capture of web pages and their associated media, metadata, and functionality at a specific point in time, often using automated tools like web crawlers. The goal of web archiving is to ensure the long-term preservation and accessibility of web-based information that might otherwise be lost due to changes, removals, or the ephemeral nature of online content. ''Version control'' - the practice of systematically managing changes to digital files, such as source code, documents, or datasets, over time. It involves using tools (e.g., Git) to track revisions, record authorship, and enable the recovery of earlier versions.]