MEANING OF STORAGE AND PRESERVATION OF INFORMATION MATERIALS
The terms "storage" and "preservation" of information materials refer to the practices and
processes involved in maintaining and safeguarding various types of information resources,
whether they are physical or digital in nature. Here are the meanings of these terms in the context
of information management:
Storage:
Definition: Storage involves the safekeeping and organization of information materials, ensuring
their accessibility when needed.
Physical Storage: In the case of physical information materials (e.g., books, documents,
artifacts), storage refers to the proper placement, arrangement, and protection of these items in
physical spaces, such as libraries, archives, or museums.
Digital Storage: For digital information materials (e.g., files, databases), storage refers to the
allocation of space on electronic devices, servers, or cloud platforms to house the data securely.
Preservation:
Definition: Preservation focuses on maintaining the integrity, usability, and longevity of
information materials over time, often through preventive measures and conservation efforts.
Physical Preservation: In the context of physical materials, preservation involves controlling
environmental conditions (e.g., temperature, humidity, light), implementing proper handling
procedures, and using archival storage solutions to prevent deterioration, decay, or damage.
Digital Preservation: For digital information, preservation encompasses strategies to combat
issues like data corruption, format obsolescence, and hardware/software changes. It involves
regular backups, metadata creation, migration to updated formats, and other activities to ensure
the ongoing accessibility of digital assets.
In summary, storage deals with the organization and safekeeping of information materials, while
preservation focuses on maintaining the condition and usability of those materials over time.
Both physical and digital information materials require specific considerations and practices to
ensure their longevity and accessibility for current and future use.
PURPOSE OF STORAGE AND PRESERVATION OF INFORMATION
The purpose of storage and preservation of information is multifaceted, serving several critical
functions that are essential for ensuring the accessibility, reliability, and longevity of information
resources. Here are the primary purposes:
1. Access and Retrieval
Immediate Access: Storage allows information to be readily available for retrieval whenever
needed, ensuring timely access to resources.
Long-term Access: Preservation ensures that information remains accessible over time, even as
technologies and formats evolve.
2. Reliability and Integrity
Data Integrity: Storage and preservation methods help maintain the accuracy and completeness
of information, preventing data corruption or loss.
Authenticity: Preservation techniques ensure that information remains authentic and trustworthy,
preserving its original context and meaning.
3. Protection and Security
Protection from Loss: Storage safeguards information from physical damage, theft, or accidental
loss.
Protection from Obsolescence: Preservation strategies safeguard against technological
obsolescence, ensuring that information remains usable despite changes in hardware or software.
4. Compliance and Accountability
Regulatory Compliance: Storage and preservation practices help organizations comply with legal
and regulatory requirements regarding data retention, privacy, and security.
Accountability: Preserving information ensures accountability by providing evidence of actions,
decisions, and transactions over time.
5. Cultural and Historical Preservation
Cultural Heritage: Preservation efforts safeguard cultural artifacts, documents, and traditions,
ensuring their continuity and availability for future generations.
Historical Records: Storage and preservation of historical documents and records contribute to
the understanding of past events, societies, and cultures.
6. Research and Scholarship
Research Continuity: Storage and preservation support ongoing research efforts by maintaining
access to scholarly literature, data sets, and research findings.
Knowledge Sharing: Preserved information facilitates knowledge sharing and collaboration
among researchers, scholars, and educators.
7. Business Continuity
Business Records: Storage and preservation of business documents, financial records, and
operational data support continuity planning and disaster recovery efforts.
Intellectual Property: Preservation protects intellectual property assets, ensuring that valuable
information and innovations are safeguarded for future use.
8. Environmental and Social Responsibility
Sustainability: Effective storage and preservation practices contribute to environmental
sustainability by reducing the need for excessive printing and physical storage.
Social Responsibility: Preservation efforts demonstrate an organization's commitment to
preserving cultural heritage, promoting education, and supporting research and scholarship.
In summary, the purpose of storage and preservation of information is to ensure that valuable
resources remain accessible, reliable, and secure over time, serving the needs of individuals,
organizations, and society as a whole. These practices are essential for maintaining the integrity
of information, fostering research and innovation, and preserving cultural heritage and historical
records for future generations.
METHODS OF STORAGE AND PRESERVATION OF INFORMATION
Storage and preservation of information involve various methods and techniques tailored to the
nature of the information and its format, whether physical or digital. Here are some common
methods for both storage and preservation:
Methods of Storage:
Physical Storage:
Shelving and Filing Systems:
Utilize sturdy shelving units and filing cabinets to organize and store physical documents, books,
and records in libraries, offices, and archives.
Archival Boxes and Containers:
Use acid-free boxes, folders, and envelopes to protect delicate documents and artifacts from
environmental damage, dust, and light exposure.
Climate-Controlled Facilities:
Store sensitive materials in environments with controlled temperature, humidity, and lighting to
prevent deterioration and mold growth.
Off-Site Storage:
Utilize off-site storage facilities, such as warehouses or records centers, to store archival
materials and infrequently accessed records securely.
Digital Storage:
Local Storage Devices:
Use hard disk drives (HDDs) and solid-state drives (SSDs) to store digital files locally on
personal computers or servers.
Cloud Storage Services:
Store digital data on remote servers hosted by cloud service providers, offering scalability,
accessibility, and data redundancy.
Network-Attached Storage (NAS):
Deploy dedicated storage devices connected to a network to provide centralized storage
accessible to multiple users or devices.
Digital Libraries and Repositories:
Implement digital library systems and repositories to organize and manage collections of digital
content, such as academic papers, e-books, and multimedia files.
Methods of Preservation:
Physical Preservation:
Conservation Treatments:
Conduct conservation treatments, such as deacidification, cleaning, and repairs, to stabilize and
restore physical materials, such as books, manuscripts, and artworks.
Encapsulation and Lamination:
Protect fragile documents and photographs by encapsulating them in transparent polyester film
or laminating them between sheets of plastic.
Environmental Monitoring and Control:
Monitor environmental conditions, including temperature, humidity, and light levels, and
implement control measures to mitigate risks of deterioration and damage.
Disaster Preparedness:
Develop and implement disaster preparedness plans, including fire suppression systems,
emergency evacuation procedures, and off-site backup strategies.
Digital Preservation:
File Format Migration:
Regularly convert digital files to current, widely supported file formats to prevent obsolescence
and ensure long-term accessibility.
Data Integrity Checks:
Implement checksums and digital signatures to verify data integrity and detect any alterations or
corruption in digital files.
Emulation:
Use emulation software to recreate obsolete hardware and software environments, allowing
legacy digital content to remain accessible and usable.
Metadata Management:
Create and manage descriptive metadata, administrative metadata, and structural metadata to
provide context, provenance, and navigation aids for digital resources.
Regular Backups:
Perform regular backups of digital data and store copies in multiple locations, including off-site
facilities, to protect against data loss due to hardware failures, cyberattacks, or natural disasters.
Digital Rights Management (DRM):
Implement DRM technologies to control access, usage, and distribution of digital content,
protecting intellectual property rights and ensuring compliance with licensing agreements.
By employing a combination of these storage and preservation methods, organizations can
effectively safeguard their valuable information assets, ensuring their longevity, accessibility,
and usability for current and future generations.
FACILITIES USED FOR STORAGE AND PRESERVATION OF INFORMATION
Facilities used for the storage and preservation of information encompass physical spaces,
technological infrastructure, and specialized equipment designed to protect and maintain various
types of information resources. These facilities play a crucial role in ensuring the accessibility,
integrity, and longevity of stored information. Here are some key facilities used for storage and
preservation:
1. Archives and Libraries
Storage Rooms: Climate-controlled environments designed to preserve physical documents,
manuscripts, and artifacts.
Stacks and Shelving: Organized spaces equipped with shelves or compact storage systems to
house books, journals, and archival materials.
Special Collections Vaults: Secure vaults or rooms designed to protect rare and valuable
materials, such as rare books, manuscripts, and historical artifacts.
2. Data Centers
Server Rooms: Secure spaces equipped with racks and cabinets to house servers, network
equipment, and storage arrays.
Climate Control Systems: HVAC systems to maintain optimal temperature and humidity levels
for data storage.
Redundant Power Supplies: Backup power sources, such as generators or uninterruptible power
supplies (UPS), to ensure continuous operation.
Fire Suppression Systems: Specialized systems to detect and suppress fires without damaging
sensitive equipment or data.
3. Digital Repositories
Digital Libraries: Online platforms and repositories to store and provide access to digital
resources, such as e-books, journals, and multimedia content.
Cloud Storage Services: Remote servers hosted by cloud service providers to store digital data
securely and provide scalable storage solutions.
Backup Facilities: Off-site facilities or redundant data centers to store backups of critical digital
information, ensuring data redundancy and disaster recovery.
4. Conservation Labs
Workstations: Equipped with specialized tools and equipment for conservators to conduct
preservation treatments, repairs, and restoration work.
Fume Hoods: Enclosed workspaces with ventilation systems to protect conservators from
hazardous chemicals used in preservation treatments.
Microscopes and Imaging Equipment: Tools for examining and documenting fine details and
characteristics of materials, such as paper fibers and ink compositions.
5. Off-site Storage Facilities
Records Centers: Secure facilities to store physical records, documents, and archival materials
off-site, providing additional space and security.
Climate-controlled Warehouses: Large warehouses equipped with climate control systems to
store bulky or oversized items, such as furniture, artworks, or museum artifacts.
6. Museum Collections Storage
Artifact Storage Rooms: Customized spaces designed to store and protect museum artifacts,
specimens, and cultural objects.
Display Cabinets and Cases: Secure showcases with controlled environments to exhibit and
protect fragile or valuable items from damage or theft.
Art Storage Facilities: Specialized facilities equipped with climate control systems, security
measures, and handling equipment for storing fine art collections.
7. Preservation Studios and Workshops
Digitization Studios: Equipped with scanners, cameras, and digitization equipment for
converting physical materials into digital formats.
Conservation Workshops: Workspaces for conservators to perform preservation treatments,
repairs, and restoration work on physical materials.
Materials Testing Labs: Facilities with testing equipment to analyze the composition, properties,
and degradation of materials, such as paper, ink, and film.
8. Emergency Response and Disaster Recovery Facilities
Emergency Response Centers: Command centers equipped with communication systems and
resources for coordinating emergency response efforts during disasters.
Disaster Recovery Sites: Alternate facilities or data centers equipped with backup systems and
resources to restore operations in the event of a catastrophic failure or disaster.
By utilizing these specialized facilities, organizations can effectively store and preserve various
types of information resources, safeguarding them against damage, loss, or deterioration and
ensuring their long-term accessibility and usability.
AGENTS OF DESTRUCTION OF INFORMATION RESOURCES
Agents of destruction of information resources can include various factors and entities that pose
risks to the integrity, accessibility, and longevity of information. These agents can affect both
physical and digital information resources. Here are some common agents of destruction:
Physical Agents:
Environmental Factors:
Temperature and Humidity: Fluctuations in temperature and humidity levels can cause physical
degradation, such as warping, mold growth, or decay of paper-based materials.
Light Exposure: Exposure to ultraviolet (UV) light can fade or discolor sensitive materials, such
as photographs, documents, and artworks.
Water and Moisture: Floods, leaks, or high humidity levels can lead to water damage, mold
growth, and deterioration of physical materials.
Mechanical Damage:
Handling and Use: Improper handling, frequent use, or rough treatment of physical materials can
lead to tears, creases, and other forms of damage.
Storage Conditions: Inadequate storage conditions, such as overcrowding, improper shelving, or
stacking, can result in physical damage or deformation of materials.
Pests and Vermin:
Insects: Insect infestations, such as silverfish, booklice, or termites, can cause irreparable damage
to paper-based materials by feeding on or nesting in them.
Rodents and Pests: Rodents, such as mice and rats, can chew through books, documents, and
electrical cables, causing physical damage and loss of information.
Digital Agents:
Cyberattacks:
Malware: Viruses, worms, ransomware, and other types of malware can infect and damage
digital files, disrupt operations, or compromise sensitive information.
Hackers and Cybercriminals: Unauthorized access, data breaches, and cyberattacks can lead to
theft, manipulation, or destruction of digital information resources.
Hardware and Software Failures:
Hardware Malfunctions: Failures of storage devices, such as hard disk drives (HDDs) or solid-
state drives (SSDs), can result in data loss or corruption.
Software Errors: Bugs, glitches, or compatibility issues in software applications can cause data
corruption or loss of functionality.
Technological Obsolescence:
Outdated Formats: Changes in hardware or software standards can render older file formats or
storage media obsolete, making it difficult to access or retrieve digital information.
Hardware Depreciation: Aging hardware components, such as magnetic tapes or floppy disks,
can degrade over time, leading to data loss or deterioration.
Human Error and Negligence:
Accidental Deletion: Users may inadvertently delete or overwrite digital files, resulting in the
loss of valuable information.
Improper Data Management: Poor data backup practices, inadequate security measures, or lack
of training can increase the risk of data loss or unauthorized access.
Natural Disasters:
Fires: Fires can destroy physical materials and digital equipment, resulting in the loss of
information resources.
Floods: Flooding can damage physical materials and electronic devices, leading to water damage
and data loss.
Social and Organizational Factors:
Neglect and Disuse:
Lack of Preservation Efforts: Failure to implement proper storage and preservation measures can
result in the deterioration or loss of physical and digital information resources.
Budget Constraints: Insufficient funding or resources allocated to information management and
preservation can lead to neglect and deterioration of materials.
Intentional Destruction:
Vandalism and Sabotage: Deliberate acts of vandalism, sabotage, or censorship can result in the
destruction or removal of physical and digital information resources.
Data Retention Policies: Organizations may intentionally delete or dispose of information
resources as part of data retention policies or legal requirements.
By identifying and mitigating the risks posed by these agents of destruction, organizations can
implement appropriate measures to protect and preserve their information resources, ensuring
their long-term integrity, accessibility, and usability.
