Native Languages Center

Language Documentation Workshop

Module 2:
Documentation and Data Management

  • Module 2 Progress25%25%

Safe Storage and Appropriate Access

Let’s walk through some examples and best practices for providing safe storage and appropriate access to materials collected or created in language documentation projects. We will take a look at best practices for storing physical materials and electronic materials through the notions of Securityⓘ keeping materials safe from misuse, theft, damage through aging or environmental threats and Redundancy.ⓘ essentially, back-up copies

Physical Materials

Document Type:

  • Papers, books, tapes, cassettes, maps

Security:

  • Storage space that is protected from intruders or unauthorized users.
  • Keeping safe from environmental threats such as fires, floods, or safe from damage by aging.

Redundancy:

  • If possible, store copies of physical materials in multiple places; create multiple versions of these resources.

Electronic Materials

Document Type:

  • Electronic or digitized materials such as audio, video, digital images

Security:

  • If stored on local laptops, desktops, thumb drives, or servers, ensure they are protected from misuse or environmental damage. Additionally, keep them running with updated software.
  • If stored at external locations, keep local copies that you can access should the external service disappear.

Redundancy:

  • This is typically easier with electronic materials, but ensure multiple copies stored in at least two distinct locations
*Additional note for electronic materials: keeping electronic materials safe also means keeping them updated. This may mean keeping software updated or moving materials from an older digital format to a new digital format and ensuring that file conversions work correctly.

 

Best Practices for Safe Storage: Have Policies & Procedures in Place

Establishing and practicing backup and restore protocols regularly for both physical and electronic materials is important. As you plan your documentation project, implementing best practices for safe storage can save your team time and stress later on. Establish and share policies and procedures that take into account all kinds of potential threats (including environmental), and build in redundancy.

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