Digitization versus digital preservation

         There is a common misconception that to digitize something is the same as digital preservation. To digitize something is to convert something from an analog into a digital format. An example would be scanning a photograph and having a digital copy on a computer. This is essentially the first step in digital preservation. To digitally preserve something is to maintain it over a long period of time. 

             Digital preservation is more complicated because technology changes so quickly that a format that was used to save something years ago may become obsolete, like a 5 1/4" floppy drive. Computers are no longer made with them, and obtaining the hardware to convert a file from an obsolete format to a newer one can be expensive. As a result, the upgrading process must take place every 2 to 5 years, or as newer technology becomes affordable, but before older technology becomes unobtainable. The Library of Congress provides numerous resources and tips for individuals looking to practice digitization and digital preservation for their personal collections.

                Digital preservation can also apply to born-digital material. An example of something that is born-digital is a Microsoft Word document saved as a .docx file or a post to a social media site. In contrast, digitization only applies exclusively to analog materials. Born-digital materials present a unique challenge to digital preservation not only due to technological obsolescence but also because of the inherently unstable nature of digital storage and maintenance. Most websites last between 2.5 and 5 years, depending on the purpose for which they were designed.

              Many libraries, archives, and museums, as well as other institutions struggle with catching up and staying current in regards to both digitization and digital preservation. Digitization is a time-consuming process, particularly depending on the condition of the holdings prior to being digitized. Some materials are so fragile that undergoing the process of digitization could damage them irreparably; light from a scanner can damage old photographs and documents. Despite potential damage, one reason for digitizing some materials is because they are so heavily used that digitization will help to preserve the original copy long past what its life would have been as a physical holding.

            Digitization can also be quite expensive. Institutions want the best image quality in digital copies so that when they are converted from one format to another over time only a high-quality copy is maintained. Smaller institutions may not be able to afford such equipment. Manpower at many facilities also limits how much material can be digitized. Archivists and librarians must have an idea of what A their patrons wish to see most and try to prioritize and meet those needs digitally.

          Manpower and funding also limit digital preservation in many institutions. The cost of upgrading hardware or software every few years can be prohibitively expensive. Training is another issue, since many librarians and archivists do not have a computer science background. Intellectual control of digital holdings presents yet another issue which sometimes occurs when the physical holdings have not yet been entirely processed. One suggested timeframe for completely transcribing digital holdings was every ten to twenty years, making the process an ongoing and time-consuming one.