Storage
Why does storage matter?
Not all storage is equally reliable or preservation friendly. So, if you are planning to retain digital materials for the long-term (more than 10 years), it is important to understand the risks and plan ahead.
All technology becomes obsolete over time. Most digital storage devices have a limited life expectancy of around 5 to 7 years. Plus, storage systems can fail, resulting in corruption or loss of content.
Also, just because digital materials are stored within a backed-up storage environment, doesn’t mean it is adequate for preservation. Natural disasters such as fires or floods could destroy files kept in a single location.
Preservation storage systems require high levels of:
- Geographic redundancy - replicating data and storing it in different locations
- Active monitoring - regularly and continuously checking of the health of storage systems, and the content held within them, such as through fixity checks
- Security – ensuring robust access controls are in place to protect the stored digital materials.
Types of storage
| Type | Description |
|---|---|
| Cloud | A method of storing digital data on remote servers, accessed through the internet, instead of directly on a device. Cloud storage relies upon constant internet connection for access. Providers may experience downtimes or be subject to cyber-attacks. Pricing is typically structured on a monthly or yearly subscription basis. |
| Computer hard disk drive (HDD) | Traditional type of storage built into a computer. Hard disks use spinning disks to read and write data. They have a typical lifespan of 3-5 years. |
| Computer solid-state drive (SSD) | Rather than spinning disks that are prone to malfunctioning, SSDs in computers use flash memory. Compared to HDDs, SSDs are more expensive and usually provide less storage space. However, they can last up to 10 years. |
| External hard drive | Device which connects to your computer or other devices via a USB or similar interface. Can use HDD or SSD. They typically last about 3-5 years. |
| USB stick | Also called a flash drive or thumb drive. A compact, portable data storage device that uses flash memory. They can last up to 10 years. |
| Secure digital (SD) card | A small, removable memory card used to store and transfer digital data. Typically used in digital cameras, smart phones and tablets. They can last 10 years. |
| Optical media CD, DVD, Blu-Ray discs | Device that uses lasers to read and write information on a disc. They can last 20 years or more in stable conditions, but rely upon readers, which are becoming less common. |
| Floppy disk | A legacy and largely obsolete portable magnetic storage device used from 1970s to 1990s. They can last 10-20 years or more. |
| Linear Tape-Open (LTO) | Contemporary portable magnetic storage device with an estimated lifespan of 15-30 years, depending on storage conditions. LTO tape technology has progressed over time, resulting in different generations of tapes. Current drives typically only read tapes from about two generations prior. |
University-supported long-term storage platforms
The following platforms are suitable for storing University records and data long-term (more than 10 years).
- Attica - The University’s cloud-hosted storage platform for depositing inactive research. Suitable for short, long-term and permanent value research data and records.
- Melbourne Figshare - Institutional repository for supplementary research materials, and non-traditional research outputs (NTROs) including code, notes, reports, media. It is not suitable for storing sensitive data.
- Minerva Access - Institutional repository for research outputs including theses, journal articles, conference publications, authored books and book chapters.
- Records Managed SharePoint - A customised version of SharePoint that has been developed by the University to support records management compliance. Suitable for storing long-term temporary, or permanent value records in predominantly MS Office and PDF formats.
Note: It is anticipated that ingest workflows will be established from various platforms into the University’s Digital Preservation Repository system, for the active management and preservation of digital materials of enduring value. Faculty and Chancellery owners and custodians of digital materials will continue to be responsible for managing access to the materials over time.
What can you do?
- Be aware of, and use, appropriate University-supported platforms to store digital materials. Don’t rely on computer drives, external hard drives or USB sticks for long-term storage.
- If you must store data in an unsupported location:
- Create multiple copies and use a mix of different types of storage technologies, if you can
- Review your storage every 3-5 years and move content onto new storage
- Conduct fixity checks on the content held in storage, and when moving content between storage locations.
- If your Faculty or Chancellery work unit is implementing a system or service that will manage and store University data, follow advice provided by Privacy and Records & Information.
- Seek advice from the Digital Preservation Program via email at digital-stewardship@unimelb.edu.au