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Preservation Formats in ISO 16175

Preservation Formats in ISO 16175

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This curriculum reflects the scope typically covered across multiple internal workshops or advisory engagements.

Module 1: Foundations of Digital Preservation and ISO 16175 Compliance

  • Evaluate organizational obligations under ISO 16175 Part 1 with respect to recordkeeping metadata and long-term access.
  • Map existing enterprise content management systems to ISO 16175 functional requirements for trustworthy digital records.
  • Assess the legal and regulatory implications of non-compliant preservation formats in government and regulated industries.
  • Identify gaps between current file format usage and ISO 16175 recommendations for sustainability and authenticity.
  • Define preservation intent for different record classes to determine appropriate format strategies.
  • Balance cost of format migration against risk of technological obsolescence in legacy systems.

Module 2: Technical Evaluation of File Formats for Long-Term Preservation

  • Compare technical attributes of candidate preservation formats (e.g., PDF/A, TIFF, XML, WARC) against ISO 16175-2 criteria.
  • Analyze embedded functionality (e.g., scripts, fonts, compression) that compromises format stability and reproducibility.
  • Test format renderability across multiple platforms and software versions to assess dependency risks.
  • Quantify file size inflation from format conversion and its impact on storage and backup infrastructure.
  • Assess self-containment of formats to ensure independence from external resources or proprietary software.
  • Document format-specific failure modes such as color space shifts, metadata stripping, or layout corruption.

Module 3: Metadata Standards and Preservation-Ready Packaging

  • Implement ISO 16175-3 requirements for embedded and sidecar metadata in preservation workflows.
  • Design metadata schemas that support provenance, fixity, and authenticity without over-engineering.
  • Validate metadata persistence across format transformations using automated checksum and comparison tools.
  • Integrate PREMIS and Dublin Core elements into packaging structures for auditability and discovery.
  • Balance metadata richness against system performance and interoperability constraints.
  • Establish governance rules for metadata ownership, versioning, and change control in distributed environments.

Module 4: Format Migration and Transformation Strategies

  • Develop migration workflows that preserve record integrity while minimizing information loss.
  • Compare lossless vs. lossy conversion techniques for complex objects such as geospatial files or CAD drawings.
  • Design transformation rules for dynamic content (e.g., databases, emails) into static preservation formats.
  • Measure transformation fidelity using visual diff tools, checksums, and structural validation reports.
  • Schedule migration cycles based on format obsolescence risk and organizational capacity.
  • Allocate responsibilities for migration approvals, testing, and rollback procedures in cross-functional teams.

Module 5: Preservation Architecture and System Integration

  • Integrate preservation format requirements into enterprise digital asset management (DAM) and ECM roadmaps.
  • Specify ingestion pipelines that enforce format compliance at point of entry.
  • Design automated format validation and normalization services within digital preservation systems.
  • Evaluate microservices vs. monolithic architectures for format processing scalability.
  • Ensure preservation systems support versioned records and format lineage tracking.
  • Align system logging with audit requirements for format changes and access events.

Module 6: Risk Assessment and Format Sustainability Planning

  • Conduct format obsolescence risk assessments using technology watch data and vendor support timelines.
  • Model the cost-benefit trade-offs of proactive migration vs. emulation strategies.
  • Map format dependencies (codecs, software, hardware) to organizational continuity plans.
  • Establish thresholds for format risk that trigger remediation actions.
  • Integrate format sustainability into enterprise risk registers and board-level reporting.
  • Develop contingency plans for formats with declining community or tooling support.

Module 7: Governance, Policy, and Compliance Monitoring

  • Define format policies that align with ISO 16175, NARA, and other regulatory frameworks.
  • Assign accountability for format compliance across records, IT, and legal functions.
  • Design audit protocols to verify adherence to declared preservation formats.
  • Implement dashboards that track format distribution, compliance rates, and migration backlogs.
  • Balance centralized control with decentralized business unit needs in format decision-making.
  • Update policies in response to audit findings, legal rulings, or technological shifts.

Module 8: Performance Measurement and Continuous Improvement

  • Define KPIs for preservation effectiveness, including format compliance rate and migration success.
  • Measure time-to-recovery for records in declared preservation formats during disaster scenarios.
  • Conduct periodic format validation sweeps to detect silent corruption or metadata drift.
  • Benchmark preservation system performance against ISO 16175-2 technical profiles.
  • Use feedback from access events to refine format choices and rendering configurations.
  • Establish review cycles for preservation strategy based on technology trends and organizational changes.
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