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While the DRS accepts digital materials in any formats, the following recommendations indicate those formats that are most amenable to future successful outcomes.
Still Image Formats
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Video Formats
Harvard Library Media Preservation Services will provide reformatting services to produce these formats.*
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Audio Formats
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Word Processing Formats
Deposit the native word processing file together with a derivative PDF (PDF/A if possible) and make both deliverable. The PDF provides an alternative “fixed” preservation copy, providing mitigation for future obsolescence/rendering risks; while the native word processing file provides a truer version of the original, for users who are able to still read the format.
Documents should not have DRM, including passwords or encryption.
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Microsoft Word Binary File Format (DOC)
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As stated in the Digital Repository Service (DRS) Policy Guide, the DRS will accept content in any format. Note, however, that preservation results may vary depending on a format’s technical nature, the current state of preservation understanding, and the availability of appropriate strategies, tools, and workflows.
The following resources are recommended for general considerations and format selection good practices. The information outlined in these resources is fully consistent with our own approach to format analysis and selection:
- Digital Preservation Coalition’s Digital Preservation Handbook: File Formats and Standards
- Library of Congress’s Sustainability of Digital Formats: Sustainability Factors
- Library of Congress’s Recommended Formats Statement
- National Archives and Records Administration’s Records Management: Tables of File Formats
As useful as these general recommendations are, there are always important local considerations. If you are working with an on-campus digital production unit, for example, Imaging Services or Media Preservation Services, they will be able to offer helpful guidance on format selection in their specific areas of expertise. Additionally, the Digital Preservation Services team is always available for consultation regarding your individual needs. Please contact us at digipres@HU.onmicrosoft.com.