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Adventures in Digital Storage (in honor of Preservation Week)

By Lance Hickerson, Reference Department

“Today, the average household creates enough data to fill 65 iPhones (32gb) per year. In 2020, this will grow to 318 iPhones.”

This is a conclusion from the seventh EMC Digital Universe study at Hopkinton, Massachusetts highlighting a special concern with how “data is outpacing storage. The world’s amount of available storage capacity (i.e., unused bytes) across all media types is growing slower than the digital universe.”

Concerns about digital storage and preservation are not new, but they are now more pressing. Michael Irving, of New Atlas, explains how “even the best of our current range of devices are only relatively short-term solutions to the problem. Hard drives, and optical storage such as DVDs and Blu-Ray discs, are vulnerable to damage and degradation, with a life expectancy of a few decades at best.”   Irving continues:

Scientists are increasingly looking to nature’s hard drive, DNA, as a potential solution to both the capacity and longevity problems. As our own bodies demonstrate, DNA is an incredibly dense storage medium, potentially squeezing in a mind-boggling 5.5 petabits (125,000 GB) of information per cubic millimeter. By that measure, according to University of Washington professor, Luis Ceze, all 700 exabytes of today’s accessible internet would fit into a space the size of a shoebox. You could then tuck that shoebox away in a vault for thousands of years, and the DNA-stored data would remain intact.

Indeed, digital storage modeled on DNA is a promising solution. But until it becomes more than experimental, what should we do in the meantime? For instance, what if you have just been chosen as the archivist for a massive collection of family photographs? How would you choose to store the data? In addition to preserving the actual physical photos, what is the best approach from a digital point of view? After the photos are scanned, what is the best way to store them as digital documents?

A helpful answer comes from Denise May Levenick, who inherited her family photo treasures. She shares tips and techniques for preserving a collection in her latest book, How to Archive Family Photos: A step by step guide to organize and share your photos digitally (Family Tree Books: Cincinatti, 2015. In our library nonfiction section under 745.593 May). It is good to keep in mind that, although focusing on photos, the principles she outlines apply to more than photo collections.

One important decision for digital material concerns negotiating different file formats. Ms. Levenich explains about using JPG and TIFF files.

JPG is a file format that uses compression when saving files and is called a lossy file format because repeated opening and saving of JPG files deteriorates the image quality over time.   TIFF is a file format that does not use compression when saving files and is considered a lossless format because it maintains its quality over time.

What this means for preservation is that the TIFF lossless format better maintains the digital data than the JPG format, which loses quality with use. One concern with TIFF files, however, is that TIFF is sometimes unreadable by various programs. In this case, our staff librarian photo buff, Rebecca Tischler, recommends saving picture files in PNG. PNG, pronounced “ping,” stands for the Portable Network Graphics format which compresses information in a lossless manner, meaning all the image information is there when the PNG file is decompressed. Further it neither degrades nor loses information with saving, restoring, or resaving like the JPG. Don’t count out the JPG, however, as it has its uses too, one being the JPG can preserve a lot more color than the PNG.

Once your format is chosen, it is necessary to back up your photo files. Ms. Levenick recommends the 3-2-1 rule.

  • 3 Copies
  • 2 different media
  • 1 copy stored off-site

She explains, “Many different combinations will provide a good backup solution, but the key to a great backup system is to spread out your copies across different media and different storage locations. When hurricanes and tornadoes wipe out a home and family photo collection, it’s reassuring to know that digital copies are safe in the cloud, or stashed at a relative’s home in another state. Don’t wait for a disaster to safeguard your precious family memories. Practice the 3-2-1 Backup rule regularly, especially after a major scanning session.”

 


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Save your Stuff: Preserving Your Recorded Materials

By Lon Maxwell, Reference Department

records-614061_960_720People amass stuff. We are all hoarders of one type or another; we just prefer to be called collectors or connoisseurs. We tuck our prized collections away in corners of closets, in attics, in garages and occasionally in storage facilities because we cherish these items. We want to keep them as mementos, memories or keepsakes to show our descendants and maybe have those people love them the same. The question is: are we storing them properly? We want to save these pieces of who we are for the future, but are they going to make it to the future? Libraries have been worrying about this for ages and there are many great places to find information on preserving your collections. Actually, there is too much information out there so here we will pull together the most important as well as the easiest steps for preserving your materials such as books, newspapers, magazines, comic books, film, slides, negatives, magnetic tape (both audio and video), records and even a little on documents and art.

photo-album-631084_960_720Photos

Once again, cleanliness is essential. Clean hands, or even archivist gloves, and a clean workspace are ideal for going through your old photographs. Ideally, photos should be stored at 40 degrees or less in a location with 30 to 40% humidity. This is very specific because the stability of modern color photos degrades with heat and according to the preservation department of the Library of Congress, “Relative humidity is the single most important factor in preserving most photographic prints.” Never let adhesives come in contact with photographic prints and only mount them on acid free cardstock.

If you are dealing with a photo that has deteriorated or if you are working with an older format like tin or daguerreotypes you will probably want to consult a professional. The American Institute for Conservation of Historic and Artistic Works has an online directory of conservators to help you find one in your area.

Films, Slides and NegativesHalf-Frame_4442

Film and slides contain cellulose, an organic substance, and as such are subject to decay. Temperature and humidity are mentioned here time and again, but here it is most important. The Association of Moving Image Archivists (AMIA) recommends storage at 40-50° and 20-40% relative humidity. They also suggest freezing film, but this is for long term storage and should be done in the proper manner, starting in a middle to low humidity environment, packaging the material and freezing them for very long term. This is not a thing you want to do if you are planning on getting these items out next week or even next month. These materials are the best case for digital transfer. There are many services out there that can help you get these materials digitized for future use and reproduction.

Kaseta_magnetofonowa_ubtMagnetic Tape Recordings (reel to reel, 8-Track, cassette and Video Tape)

When you are working with magnetic recordings storage should be considered. While demagnetization is unlikely, it can happen so avoid storing your material near large machinery and electrical transformers. Handle reel to reel tapes from the edge and center hole only. Grasping the reel itself to hard can break the reel or crush the delicate tape. Any kind of cassette should only be handled by the outside edges. Do not touch the spools. Store them in a cool place with lower to mid-level humidity.

records-614061_960_720Other Audio Sources (Records, Wax Cylinders, CDs)

Never mess with the groove. When handling any of these older recordings keep your fingers confined to the label for records, the center hole for CDs, and for the truly old cylinders, just the edges. The grooves are where the recorded material is read by the needle or laser and damage will come from your fingerprints and any dirt on your hands. They should also be stored upright with dividers every six inches to support them in cool dry places. Always allow these materials to reach room temperature in the room where they are to be played before using them if they are stored at a low temperature. Always store like sized material together. Make sure manufacturers cleaning instructions are followed for all playback devices.

canvas-315681_960_720Art

Most people do not have a Monet in their house or a painting from the Dutch masters in their office waiting room, but with art there is no telling what will become valuable. For forty years the Jesuit house in Dublin, Ireland had a painting hanging in their parlor. In the 1990s it was determined to be a lost Caravaggio. You never know what may come of the paintings on your walls, so it never hurts to take care of them properly.

As with every other type of material, cleanliness is the first and easiest step. Make sure that you handle paintings by the sides of the frame, not the painting itself, and have enough people for the job. Dust your paintings with “a clean, soft, natural-hair artists’ brush (3.5cm to 5cm tip)” in one direction if there is no peeling or cracking evident in the paint according to the Smithsonian Institution. Display your art where there is a little exposure to UV light and as little fluctuation in temperature and humidity as possible and avoid extremes in both. Finally, make sure art is hung with the proper hardware and check those hooks, wires and brackets periodically to make sure they are in good condition.

Want more information on how to preserve your printed materials?


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Pixels AND Pigments are for Kids

Benefitting from Wildlife Books with Drawings and not Simply Photos  

By Lance Hickerson, Reference Assistant

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A few months ago in the children’s library I stopped abruptly upon glimpsing a book on the shelf that I had not seen since childhood. It was my very first bird book, the Golden Press Guide, Birds. Certainly it had an updated cover, but inside were many of the same drawings that started my birding in the fourth grade. Alongside the classic book were other bird guides for children. Some of them, like Birds A to Z by Chris Earley, contain clear and close up photos of the same birds covered by drawings in the Golden Guide. It was then that a question arose: Why have a bird book with drawings when you can have one with well-done photos? Aren’t we in the digital age? Why had Golden Press continued to use drawings when so many good photos were now available?

At first I thought the answer might be that the latest version of the Golden Guide continued to use drawings for cost-saving reasons. But near the Golden Guide were newer books like the World Book Science and Nature Guide to Birds, and the Usborne Spotter’s Guide to Birds, both full of detailed drawings and no photos. Is there something about drawings that photos cannot do?

I asked a similar question some years back to a talented painter who trained at Parsons and traveled to Nice, France each year creating Matisse-like water colors that hang on walls the world over. My question to her was this: “Why would anyone want a painted portrait, when they could hire a good photographer to do the same?” Her answer was instructive. She explained that a painting is able to express things a photograph might only accidentally show. A painting can reveal marks of character that endure over time, those aspects of heart that a single photographic instance will often miss. And that is why good portrait artists continue to get commissions, like Paul Emsley who recently completed a painting of Kate Middleton entitled, Portrait of Catherine, Duchess of Cambridge.
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Is there a sense in which the principles of portraiture apply to pictures of animals in general and birds in particular? Do we see good “portrait artists” of birds receiving commissions? The answer surprised me at first. A survey of some of the best bird identification field guides presently available shows that, while some have outstanding photos, others continue to offer painted bird drawings. Among these are The Sibley Guide to Birds, the National Geographic Field Guide to the Birds of North America, and the Peterson Field Guide to Birds of North America.

The lead artist for the National Geographic book, Jonathan Alderfer, comments on using illustrations versus photography. “Even though a series of photographs can reveal minute details, most birders eventually come to realize that illustrations are more helpful than photographs in a field guide. Art distills the image of a bird into what our brains experience rather than what a camera sees in a single instant, and illustrations are much easier to compare … “

David Allen Sibley recently released an update to his 2000 best seller, The Sibley Guide to Birds. He was interviewed by The Wall Street Journal (Ellen Gamerman, “Bird-World Star David Allen Sibley Releases New Guide,” March 12, 2014) which reveals the following:

A perpetual researcher, Mr. Sibley brings his binoculars everywhere, even to the gas station. He is always sketching in the field, a process he calls “interviewing the bird,” which he said allows him to internalize each bird’s gestures and shapes.

The Sibley guide has one main purpose: to help identify and differentiate more than 900 species. Mr. Sibley’s birds aren’t the most lifelike . . . but instead demonstrate the most essential traits of a species.

“Sibley’s achievement has been to draw birds not as they are but as they appear to the birder trying to identify them,” novelist Jonathan Franzen, an avid birder, wrote in an email. “They’re brilliant drawings of ideas, of what the birder needs to be seeing.”

In all this there is a strong irony. One of the greatest bird artists of all time has a wonderful society by his name (Audubon) that publishes an indispensable bird guide full of photographs. But as we have seen, others continue the drawing tradition that even today plays a significant role in acquainting us with nature. Bird watching is an increasingly popular hobby with presently around 47 million Americans participating. If the latest Golden Guide to birds (Birds of North America, Golden Field Guide from St. Martin’s Press) becomes our childrens’ first bird book among so many available, we have done well. There will always be good photos, but drawings can express things photos cannot. It is good that we, and our children, benefit from both.

 

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