The term “data archiving” comes up quite often during our meetings. It seems that this terms is interpreted very differently by researchers. The following interpretations are frequently seen:

• a new project; a new folder structure; But what about all the data from previous projects? Who has the time to add them to the new structure? Answer: “No one!” Solution: “Let’s just leave the old data as is and move it into a folder called “archive”” -> Is this archiving? No.
• The shared group drive is full; there are countless project folders belonging to employees who left the institute long ago. Do we still need the data? Answer: “We should not delete it under any circumstances!” Solution: “Let’s just move the data to external hard drives or the ZIH interim archive“ This doesn’t cost much and the data is safe there for now. -> Is this archiving? No.
• The research project has been successfully completed. Should the data now be made available to other researchers for subsequent use? Answer: “of course!” Solution: “we move the data to a folder on the group drive” So everyone can work with the data there. If we need the original version again, the ZIH can help us as they regularly make a backup of the group drive.” -> Is this archiving? No.

Then, what is data archiving? Data archiving is the “freezing” of a data set in time and provides the following protection:

• The archived data set is permanently protected from change: if changes still need to be made, then a new version must be created.
• The archived data set is permanently protected against the transience of storage media: to this end, duplicates of the data set are stored on long-lasting storage media such as magnetic tapes, they are regularly checked for readability and, as a precaution, moved to more up-to-date storage media every 10-20 years.
• The archived data set is permanently protected from changes in technology: by using archivable, non-proprietary methods, the data set can still be read even if the original software is no longer available a few decades later.

Do you have any further questions questions about archiving? Or any comments about the definition?

You are very welcome to get in touch with us. Feel free to contact us by e-mail via Service Center Research Data or book an appointment appointment.