90 · Representative Documents: Policies, Procedures, Guidelines
University of Florida
Florida Digital Archive (FDA) Policy and Procedures Guide
• Migration. If a file is in a format considered at risk of obsolescence, a
version may be created in a format considered to be a reasonable
successor to the original format. All effort will be made to retain the
appearance and behaviors of the original version, although this can not
always be guaranteed. The successor format may be a higher version of
the original format (for example, PDF 1.4 might be migrated to PDF 1.6) or
it may be another format. If migration is part of the Action Plan for a
particular file format, files in that format will be migrated on ingest.
The preservation strategies that will be implemented for any file format are
documented in the Action Plan for the file format, available on the FDA website.
Action Plans are reviewed periodically and revised when appropriate.
All preservation strategies are applied at the time a SIP is ingested, as part of
ingest processing. This includes packages that are disseminated and then re-
ingested, either as part of the Archive’s planned preservation processes or as
part of an Affiliate-requested dissemination (see next paragraph). Normalized
and migrated versions of files contained in the SIP become part of the AIP.
If there is not an implemented Action Plan for the file format, bit-level
preservation will be carried out for the file until the time when full preservation
becomes available. At that time, the AIP containing the file can be disseminated
and re-ingested, causing the full preservation treatment to be applied.
For every file in the AIP, two master copies are written. One copy is stored at the
UF Computing & Network Services facility in Gainesville (CNS) and one copy is
stored at the Northwest Regional Data Center in Tallahassee (NWRDC).
The two master copies are treated as a single file by DAITSS, the repository
software application underlying the FDA. This means that when any action is
performed on a file, it must be successfully performed on both master copies to
be considered complete. For example, a fixity check involves calculating a
message digest over the bits of a file and comparing this to a previously stored
message digest. For a fixity check to be complete, message digests must be
calculated for both of the master copies of the file and verified to match the
stored message digest.
In addition to the master copies, traditional backup copies on tape are maintained
in Gainesville and Tallahassee.
Data security is ensured by a combination of physical security and cybersecurity.