Workbook on Digital Private Papers > Appendics > Guidelines for creators of personal archives
Guidelines for creators of personal archives
Eleven top tips for preserving your personal data
| ACTION | KEY INFORMATION | FREQUENCY | |
|---|---|---|---|
| 1 | Name and file appropriately |  Develop meaningful and concise filenaming conventions. Establish a version control system. Make your files self-documenting. |
Ongoing |
| 2 | Manage your emails | Select your email client and webmail service carefully. Follow guidelines on managing your emails effectively. |
Ongoing |
| 3 | Select suitable formats and software | Use formats that are open, published, standards supported by multiple applications. Use applications that enable you to use these open formats. |
Ongoing |
| 4 | Back up files | Decide what should be backed up. Design a simple backup routine. Make copies on removable media. Store a copy offsite. If online backup/synchronisation services appeal, decide which to use carefully. |
Weekly |
| 5 | Look after your hardware and media | Replace your hardware before it fails. Keep hardware/media clean and cool. Treat removable media with care. Invest in an Uninterruptible Power Supply. |
Ongoing 5 year hardware replacement cycle |
| 6 | Administer your system | Ensure files are backed up before updating hardware and software. Ensure anti-virus software is installed and updated regularly. Beware of badware. |
Ongoing |
| 7 | Consider using passwords and encryption devices | Use passwords or encryption devices to protect data on laptops and removable media. Consider using a password safe to collate data about all your passwords and encryption keys. |
At point of record creation - review regularly |
| 8 | Be aware of intellectual property and privacy | Respect the intellectual property of others. Look after your own and others' privacy. |
Ongoing |
| 9 | Keep up to date | Keep in contact with digital archivists who can update you on developments in digital preservation. Stay aware of technical trends; evolve your digital environment but be aware of potential effects on your archive. |
Ongoing |
| 10 | Handling legacy digital files | Ensure records are readable and data is accessible. Undertake background research and conduct a record survey. Consult a digital archivist for advice on difficult material |
Case by case as needed |
| 11 | Ask digital archivists for advice | Don't just rely on generic guidelines; seek advice from digital archivists. Think about where you might deposit your archive in the future. |
As required |
