Data preservation

Data preservation is the act of conserving and maintaining both the safety and integrity of data. Preservation is done through formal activities that are governed by policies, regulations and strategies directed towards protecting and prolonging the existence and authenticity of data and its metadata. Data can be described as the elements or units in which knowledge and information is created, and metadata are the summarizing subsets of the elements of data; or the data about the data. The main goal of data preservation is to protect data from being lost or destroyed and to contribute to the reuse and progression of the data.

Most historical data collected over time has been lost or destroyed. War and natural disasters combined with the lack of materials and necessary practices to preserve and protect data has caused this. Usually, only the most important data sets were saved, such as government records and statistics, legal contracts and economic transactions. Scientific research and doctoral theses data have mostly been destroyed from improper storage and lack of data preservation awareness and execution. Over time, data preservation has evolved and has generated importance and awareness. We now have many different ways to preserve data and many different important organizations involved in doing so.

The first digital data preservation storage solutions appeared in the 1950s, which were usually flat or hierarchically structured. While there were still issues with these solutions, it made storing data much cheaper, and more easily accessible. In the 1970s relational databases as well as spreadsheets appeared. Relational data bases structure data into tables using structured query languages which made them more efficient than the preceding storage solutions, and spreadsheets hold high volumes of numeric data which can be applied to these relational databases to produce derivative data. More recently, non-relational (non-structured query language) databases have appeared as complements to relational databases which hold high volumes of unstructured or semi-structured data.

The scope of data preservation is vast. Everything from governmental to business records to art essentially can be represented as data, and is amenable to be lost. This then leads to loss of human history, for perpetuity.

Data can be lost on a small or independent scale whether it's personal data loss, or data loss within businesses and organizations, as well as on a larger or national or global scale which can negatively and potentially permanently affect things such as environmental protection, medical research, homeland security, public health and safety, economic development and culture. The mechanisms of data loss are also as many as they are varied, spanning from disaster, wars, data breaches, negligence, all the way through simple forgetting to natural decay.

Ways in which data collections can be used when preserved and stored properly can be seen through the U.S. Geological Survey, which stores data collections on natural hazards, natural resources, and landscapes. The data collected by the Survey is used by federal and state land management agencies towards land use planning and management, and continually needs access to historical reference data.

In contrast, data holdings are collections of gathered data that are informally kept, and not necessarily prepared for long-term preservation. For example, a collection or back-up of personal files. Data holdings are generally the storage methods used in the past when data has been lost due to environmental and other historical disasters.

Furthermore, data retention differs from data preservation in the sense that by definition, to retain an object (data) is to hold or keep possession or use of the object. To preserve an object is to protect, maintain and keep up for future use. Retention policies often circle around when data should be deleted on purpose as well, and held from public access, while preservation prioritizes permanence and more widely-shared access.