Harvard Business School has an excerpt from Bryan Bergeron’s book, Dark Ages II: When the Digital Data Die about the problem of digital data loss. I’ve been avoiding Bergeron’s book because, frankly, it seems rather alarmist (Bergeron suggests, for example, that data loss problems could threaten the very structure of modern civilizations). The HBS excerpt, however, focuses on risk management for data loss issues.
A lot of the concern over data loss is obviously geared toward companies, but it is increasingly a problem for individuals as well. Bergeron notes that he had to buy a used Commodore 64 to retrieve a program that he wrote in the 1980s. I had a similar probably in the early 1990s when I discovered a stack of Apple II disks filled with word processing documents that were stored in a proprietary format. I had to sneak into a computer lab late at night, pop the hood on the remaining Apple II and reconfigure it just to be able to print out the files and then OCR them. Talk about a pain in the butt.
My data management problem is now much larger since the “My Documents” folder on my PC consumes about 8 gigabytes of hard drive space (and that’s excluding all of the photos and MP3s).
Bergeron has a pretty through look at managing the risk of data loss for companies. From a personal perspective, I am very concerned about data that is stored in applications that may not exist or be executable in a decade or so from now. For that reason I try to make sure that the documents I create are stored in widely available formats.
Everything I write, for example, is stored in plain text ASCII files. I use a number of programs for a variety of purposes that use proprietary file formats, but I convert everything to JPEG and GIFs and similar formats when I am finished with a project.
This also makes it a lot easier to retrieve information when I need it, since almost all applications can handle those formats.
Another thing I’ve done recently is switch to a program called Zip Backup for backups. With Zip Backup, I highlight the various folders that I want backed up and then it creates 650 megabyte Zip files (or however large I specify) which it writes to a hard drive I specify and then I write the Zip files to CD. This also means I can access the backup archives on any machine that supports both CD-ROM and the Zip format (more than once I have had serious problems finding the software to restore old backup archives). Not bad for only $19.