Preservation

Storing Physical and Digital Media

Thanks to the work of at-home archivists, we have documents, photographs, and objects that tell the histories of overlooked populations in the Midwest. In support of their independent archival practices, institutional archives have offered professional advice meant to help preserve the lifespan of these objects, both physical and digitized. DigitalArc has compiled these best practices below, focusing especially on storage and object handling.

Digital media

Storage

A standard digital preservation practice: the 3-2-1 method

One copy of a document in your storage, physical or digital, is never enough. Archivists have developed the 3-2-1 Rule to help prevent tragic losses of important objects and documents. While there are different interpretations of this rule, generally, the goal is to always have at least 3 copies of data (your first or “original” copy of data and 2 backup copies). Then, be sure to store those two copies on two different storage types (disc and tape, for example, but this changes depending on the technology available. Finally, keep one copy off-site in a remote location, ideally a few miles away from your other two copies. Coordinate with your friends to cross-backup your documents.

This example from Backblaze is very tech-reliant, but it demonstrates how the 3-2-1 Rule works.

The Easiest 3-2-1 Backup

  • If you back up your home computer to an external hard drive and back both of those devices up to the cloud using something like Backblaze Computer Backup, congratulations: You have achieved a 3-2-1 backup.
  • You have three copies of your data: One on your computer, one on your hard drive, and one in the cloud.
  • You store your data on two different devices: Your computer and your external hard drive. (Technically, three devices, since your data is also stored in the cloud).
  • One of those copies is off-site: The cloud copy.

Storage Methods and their Costs

Storing digital media can be expensive depending on the amount of material you have, especially if you are storing more than 128 gigabytes of data.

Flashdrives: Do not use flash media or flash drives because the charge slowly dissipates, so you need to connect them to power regularly to avoid losing data. This is not sustainable and therefore not recommended.

Discs: We recommend making several copies of Blu-ray discs if you have a few hundred GBs of personal documents. M-DISCS are affordable, can hold a lot of info, and are stable for 1000 years. DVDs only last 7-10 years before potentially degrading. This option is cost-effective, as well.

The Cloud: While the title suggests your data goes into the air, data stored in the “cloud” actually goes to cables that cross the deep ocean floor.

DigitalArc offers the following services:

  • OneDrive
  • Apple
  • Microsoft
  • Backblaze (independent company option)

Note: You can use systems like Wasabi, Cyberduck, and Rclone to transport your media from your hard drive (computers, CDs, etc) or do it manually.

Encryption

Encrypted data means data that has been scrambled to avoid its legibility for potential hackers or scammers. This step is recommended before moving your data to the Cloud if you do not intend to access that data frequently. Encryption services include Restic, Kopia, and Rclone.

Physical media

Storage

Store documents in space with temp 70F or lower, and less than 60% humidity, and away from sources of daylight. Basements are usually dark but humid, unless you have a dehumidifier down there. Use pencils with a soft lead to label photos using a naming convention as discussed during in-person workshop. Digitizing photo collection is recommended, but NOT a replacement for physical copies.

General handling tips:

  • Photocopy news clippings.
  • Do not fold items.
  • Separate your items based on type of material.
  • Keep photographs away from the negatives.
  • Keep hands clean and dry.
  • Handle photos at edges.
  • No food in drinks in area while handling.

Materials: no metal paper clips, pins, rubber bands, adhesives like tape. Paper folders should be made from non-acidic, lignin-free paper WITHOUT a center seam because the adhesive in it could degrade over time. Store documents in acid-free folders and boxes that pass the Photographic Activity Test.

  • Overview of materials: https://www.universityproducts.com/archival-photo-enclosure
  • Photo storage boxes: https://us.canson.com/archival-photo-storage-boxes

If any of these techniques are new to you, consider integrating them into your personal archival practice to preserve the lifespan of your data.

Sources

The tips above were taken from these references. Please consult these links for the latest best practices.

3-2-1 strategy: Pusin, Yev. “The 3-2-1 Backup Strategy.” Backblaze, May 23, 2024, https://www.backblaze.com/blog/the-3-2-1-backup-strategy/.

At-Home preservation:

  • “5 tips for archiving at home from an archivist.” University library news & stories website. University of Arizona Libraries, Oct. 23, 2020, https://lib.arizona.edu/about/news/5-tips-archiving-home-archivist.
  • “Family Archives: General Guidance.” Government website. National Archives, 18 Sept. 2025, https://www.archives.gov/preservation/holdings-maintenance/general-guidance.html.
  • “How to Preserve Family Archives (Papers and Photographs).” Government website. National Archives, 18 Sept. 2025, https://www.archives.gov/preservation/family-archives/storing#:~:text=Store%20items%20at%20a%20low%20temperature%20and%20a%20low%20relative%20humidity&text=Keep%20the%20temperature%20below%2075,below%2015%25%20can%20cause%20brittleness.

Digital Preservation:

  • @BitcoinBroccoli. “Best Media for Long Term Archival Data Storage?” Reddit, 2021, https://www.reddit.com/r/DataHoarder/comments/qnn6a1/best_media_for_long_term_archival_data_storage/.
  • “Personal Archiving: Preserving Your Digital Memories.” Government website. Digital Preservation, 2013, https://digitalpreservation.gov/personalarchiving/.

Cloud services:

  • @ContentMountain. “Where do you store your backups? What Provider if any?” Reddit, 2022, https://www.reddit.com/r/selfhosted/comments/x2um18/where_do_you_store_your_backups_what_provider_if/.

DVDs:

  • Sanders, Shannon. “About M-Disc (Millenniata Disc).” BYU Library FAQ Page, March 7, 2024, https://ask.lib.byu.edu/faq/244857#:~:text=M%2DDiscs%20are%20presumed%20to,a%20biodegrading%20polymer%20(plastic).