With the amount of data and content in the world, finding ways to store or archive the information to stay organized properly is essential. This guide will discuss the options for archiving information, possible issues, and accessibility considerations.
Operating systems, programs, software plug-ins and applications have short lifespans relative to the speed at which website, program or software development occurs. A proprietary file format or web page design linked to a specific system or browser may result in issues if hardware or software support is discontinued unless the hardware, software, and programs required to access and manipulate information are guaranteed to remain widely available.
Common questions to think about when archiving information to preserve a copy and make it accessible:
Solutions to mitigate issues related to legacy programs for archiving information or a program include providing multiple formats, compatibility layers, migration, virtualization, emulation and running a dedicated system with legacy hardware. Each approach has potential benefits and issues.
Depending on the program, file or website, multiple files, documents, images, movies or plug-in contents may be present on a website.
Example: Printing to PDF may only maintain the image of text and images, not the underlying text data needed for accessibility. Converting to PDF may preserve editing and form filling capability, metadata, fonts, images and text.
Examples:
A compatibility program may convert or allow an older document or web page to be displayed in a newer program. Information or components of a document may need to be displayed correctly. This approach may be best for initially migrating data to another program or service.
Examples:
Virtualization uses resources from a host server or computer to run another guest system. Emulation may require software running on a host system to mimic obsolete hardware and can be slower. Both methods require a host operating system or server. There are limits and possible issues with virtualizing or emulating a system. More recent operating system releases will support virtualization as a host and guest. Older software may still be vulnerable to exploits and security breaches, even though a system can be isolated. Utilizing virtualization or emulation limits the possible spread of malicious software from a guest to a host system. It allows for easy removal and backup of an archive of the program and ancillary software and operating system since the operating system is stored as a file archive.
Internet plug-in emulators run website code and original plug-in calls. The limits apply to virtual machines and emulators since accessibility software may be unable to read or interpret code or information held within an emulator. The use of an emulator does not necessarily guarantee accessibility.
Examples:
Running a full operating system, programs, devices or any combination in any of these programs or similar types of programs:
Maintaining a legacy system provides a full experience. This approach requires physical hardware. Finding repair parts may be more expensive as hardware becomes obsolete and rarer when the production of a part ceases. An older system or hardware device may require compatibility patches or physical converters to connect to other systems. Legacy, unsupported hardware can be vulnerable to outside security breaches and attacks unless wholly disconnected from the internet or external storage devices (air gap). This may be the least accessible and most expensive choice since newer accessibility hardware or devices may not work with an older device or a newer system. This approach also limits connectivity and data sharing. For preserving access or an experience, this may be the best way to proceed.
Example:
Anything hosted on a website, including programs, website forms, documents or web page content, could become obsolete or not correctly accessed as web standards, hardware, operating systems and content evolve and support for a standard ends. Methods of maintaining access to older web pages and software vary based on the use case and the desired result. Older files may rely on a program to access the contained information and can be replaced with a newer alternative if needed. Other software or hardware may require emulation or virtualization to run on newer hardware. The availability of accessibility features can vary widely depending on the compatibility approach taken to preserve access.