...
To make sure our tools and project projects continue to run smoothly and remain accessible, there needs to be stewardship and continued action to ensure the gears keep turning (so to speak).
The following article outlines ways in which to think of data and plan a strategy to maintain and recording record information about data (as known as metadata). At every step of your project, you can address and work with data differently, depending on how you plan to use it.
...
File naming conventions are a type of metadata. Including information to identify the speaker, date or recording, session, topic, and filetype are all examples of data that you record.
How you arrange and track this recording information is another aspect of data management and maintenance. We can call this our audio inventory.
...
Checksums are another aspect of data that is often used in archiving. It is They are also helpful to employ and adapt to adopt into your FirstVoices project. To use checksums, you will need to download and install additional software, and we recommend BWF MetaEdit.
...
One important step in using checksums is the review and monitoring of changes. It will be important to establish a procedure and schedule to use BWF MetaEdit on your files again to check on these files. The software will also tell you if there have been changes to the files’ checksums if they that have already been embedded.
...
- Fbackup: a free open-source, backup software with a platform
- Areca: a free open-source, backup software for Windows and Linux
A backup is also only as secure as useful if it has copies of itself and if its storage space is protected.
...
You will need to make multiple copies to strengthen your backup plan. Three backups is a good number to have.
Type of Storage
The type of storage includes the settings and devices you store data on. Some cheaper options include flash drives and portal hard drives, which can store some data, but not as much as a server or on a cloud.
However, even with some of these more expensive, larger storage solutions, there are other factors to consider. A cloud that has its servers located outside of Canada may have international laws apply to the data stored there. If you have your own server for storage, be sure that it has the latest software and updates to prevent vulnerability to hackers or ransomware.
...
These storage considerations also relate to data security. Keep your data secure by applying passwords to storage systems and speaking with IT professional professionals in your community or organization (if applicable) if there are other measures that the Band takes to prevent data loss or theft.
Using integrated methods like being aware of phishing scams and , adding passwords, and 2-step verification steps are helpful to protect your data.
...
If you are in a location that is at risk of flooding or wildfires, investing in a waterproof & fireproof safe for hard drives and servers is advised. Generally, you want to store at least one backup off-site.
Keeping servers and archives in a cool, dry, temperature-controlled space is also suggested. Heat can increase the risk of data loss, and moisture with heat can lead to moldmould, which can also damage storage devices and materials.
...
Some third-party storage solutions may have off-site servers or charge your organization every time you access your backups. Sometimes, third-party organizations will provide you with an onsite on-site server and free service requests as part of your subscription. It will be necessary to define and ask about access to storage and their related data management policies if using a storage solution professional.
In general, having backups be accessible is helpful in case you need to restore files. Often when you need to restore files due to bit rot, it might be a stressful situation. You do not want to your stress eve more by having to locate or search for your backups.
...
Another resource you can use to evaluate and consider your options before beginning your language technology project is the Check Before You Tech document from the First Peoples’ Cultural Council.
...