Definition and Key Issues
Format management within an SAE refers to all the practices, policies, and controls designed to ensure that archived files remain readable, usable, and intact throughout their retention period sometimes spanning several decades.
This aspect is critical because the long-term durability of digital archives depends directly on the ability to re-read files regardless of software or technological evolution.
Why Is Format Management So Important?
Readability Over Time:
Certain formats may become obsolete or unsupported by future software. Therefore, it is recommended to use open or standardized formats (e.g., PDF/A, JPEG, OpenDocument) to reduce this risk.
Integrity and Evidential Value:
Compliance with standards such as NF Z42-013 or ISO 14641-1 requires using formats with open, stable specifications to ensure the long-term integrity and authenticity of archived documents.
Interoperability:
Using standardized formats facilitates document exchange, migration, and retrieval, even if tools or service providers change over time.
Main Steps in Format Management
Inventorying Document Types:
Identify all documents to be archived (contracts, invoices, HR files, etc.), along with their volumes, formats, and lifecycles.
Mapping Business Processes:
Locate existing document workflows, tools in use (such as GED, ERP systems, etc.), and interdepartmental interactions.
Setting Clear and Measurable Objectives
Input Control:
When a document is ingested into the SAE, its format is detected and verified. If the format does not comply with the organization’s archiving policy, possible actions include refusing ingestion, requesting validation, or automatically converting it into a durable format.
Conversion and Migration:
To guarantee long-term readability, it may be necessary to convert files into more sustainable formats either upon ingestion or during storage if the original becomes obsolete. This must be tightly controlled to preserve document integrity and legal value.
Technology Watch:
As formats evolve and some disappear, regular monitoring is required to anticipate needed migrations or conversions.
Documentation and Metadata:
Effective format management relies on a reference repository listing approved formats, their uses, and technical specifications. Associated technical metadata ensures that relevant information is available during file retrieval or migration.
Recommended Best Practices
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Prioritize open and standardized formats for archiving.
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Implement tools that check file formats upon SAE ingestion.
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Document all formats used and preserve, where possible, the software needed to read them.
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Set up migration/conversion procedures for formats at risk of obsolescence.
Example:
A Word document produced in Microsoft Word should ideally be converted to PDF/A before archiving, as this format is recognized as both durable and standardized for electronic archiving.
The management of formats within an SAE is a fundamental pillar for ensuring the long-term preservation, readability, and evidential value of digital archives. It relies on technical decisions, careful controls, ongoing monitoring, and thorough documentation to anticipate changes in technologies and usage patterns.
Contact Us to Learn More
Do you have specific questions or want to improve your digital archive management strategy?
The Arclib team is here to help you design a reliable, durable solution that complies with the most stringent regulatory standards.
Ensure the longevity of your digital heritage: Contact us today.
