Choosing the Right Solution: From File Sharing and Database Storage to Digital Preservation

Are You Using a Mix of Products to Manage Day-to-Day Digital Assets?

Here at Soutron Global, we have the luxury of working with some of the industry’s most knowledgeable technology professionals as we work with our clients to help solve problems ranging from data or document storage and accessibility to arranging for the long-term preservation of historical company artifacts.

What we have found is that organizations use a mix of solutions to manage their day-to-day work products, sometimes with an eye towards making them available to others for collaboration and knowledge sharing, without giving thought to long-term preservation. Still other organizations with a rich brand history, like Ford Motor Company or a manufacturing organization with a database of proprietary or academic knowledge, utilize preservation services & tools to preserve brand history or knowledge that are unique and invaluable to their organizations.

Do You Have a Digital Preservation Strategy?

This article succinctly explains the differences, benefits and drawbacks between storing digital content in a file-sharing system like SharePoint or Google Drive, a special library database solution like Soutron, a collection management system like MINISIS CAMS, a content or document management/digital asset management system and using a preservation solution like the MINISIS Trusted Digital Repository to preserve digital content.

Commonly Used Digital Storage and Preservation Options Include:

File Sharing System (e.g., SharePoint, Google Drive)

• What it is: Primarily designed for storing, collaborating on and sharing files among users within an organization.
• Benefits for Storing: Easy to use, familiar interface for many, good for real-time collaboration, basic version history.
• Drawbacks for Storing: Primarily designed for active collaboration rather than archival storage. Limited metadata and taxonomy capabilities, often lacks robust search features for large archives, retention policies may be basic, big risk of data sprawl, loss of context over time, no provision for peer document reviews, no provision for referencing storage location of associated physical items. Not designed for long-term preservation (bit rot, format obsolescence).
• Drawbacks for Preservation: Minimal preservation functionality, no tools for format migration, integrity checking or long-term access strategies.

Special Library or Archive Solution (e.g., Soutron)

• What it is: Designed for organized access and management of curated knowledge, documents, company records and specialized proprietary collections. Typically implemented as a customized solution for managing the workflows associated with organizing and storing a variety of materials, including digital items and rich media like videos. Emphasizes cataloging, metadata, and controlled access. Contains optional workflows for knowledge services with Peer Document Review functionality for capturing authenticated internal knowledge.
• Benefits for Storing: Strong metadata capabilities with custom taxonomies with controlled vocabularies, good search and discovery features, easy management of different rich media types, including physical items. Supports controlled access, usage tracking and with workflows customized for the organization. Files and materials stored according to library and archival standards.
• Drawbacks for Storing: May not be optimized for very large, unstructured digital assets (metadata needs to be created); focus is on access and discovery, not bit-level preservation. Preservation features are add-ons, such as MINISIS TDR.
• Drawbacks for Preservation: While a secure database is better than file sharing, dedicated preservation functionalities like format migration, detailed provenance tracking and long-term integrity checks are limited.

Collection Management Systems (CMS, MINISIS CAMS)

• What it is: A comprehensive system designed for managing cultural collections in art collections, museums, archives and libraries that ensures collections, objects and other materials can be acquired, registered and accessioned according to library, archive and/or museum standards.
• Benefits for Storing: Streamlines collection management by providing for the creation of more complete and accessible collections with improved cataloging workflows. Multi-part and multi-descriptive-focused items or objects maintain their common accession information while being cataloged with appropriate metadata according to the item’s descriptive focus.
• Drawbacks for Storing: Not optimized for very large, unstructured digital assets, focus is on access and discovery, not bit-level preservation. Preservation features are add-ons, such as integration with the MINISIS Trusted Digital Repository (TDR) preservation solution.
• Drawbacks for Preservation: While a secure database is better than file sharing, dedicated preservation functionalities like format migration, detailed provenance tracking and long-term integrity checks are limited.

Document Management Systems (DMS)

• What they are: Focuses on managing the lifecycle of documents, business workflows and other content within an organization. Features include workflow automation, version control, security and compliance policies.
• Benefits for Storing: Strong metadata management, efficient search capabilities, access control, often includes retention policies and audit trails.
• Drawbacks for Storing: Primarily geared towards active business content, may not be ideal for diverse digital asset types or long-term archival needs. Complex to configure. Preservation features are usually not a core focus.
• Drawbacks for Preservation: Typically lacks specific preservation tools for format migration, emulation or detailed digital preservation planning.

Digital Asset Management System (DAM)

• What it is: Designed specifically for managing rich media assets (images, videos, audio, etc.) to provide fast access to media files. Emphasizes organization, searchability, distribution and rights management.
• Benefits for Storing: Excellent metadata handling for rich media, strong visual search and preview capabilities, efficient distribution workflows, often includes versioning and rights management.
• Drawbacks for Storing: May not be optimized for all types of digital content (e.g., structured documents or records), limited archival controls, preservation features can vary significantly between vendors.
• Drawbacks for Preservation: While some DAMs are incorporating preservation features, it’s not their primary focus. Dedicated preservation functionalities might be less mature.

Preservation Solutions (e.g., MINISIS Trusted Digital Repository (TDR))

• What it is: Built specifically for the long-term preservation and access of digital materials with a focus on ensuring the authenticity, integrity, and usability of content over time.
• Benefits for Storing: Designed for long-term retention with features like bit-level integrity checks, format migration planning, metadata standards for preservation (e.g., PREMIS), content integrity, provenance tracking and disaster recovery. Adheres to OAIS (Open Archival Information System) reference model.
• Benefits for Preservation: Comprehensive suite of tools and workflows for active preservation (format migration, fixity checks, and audit trails), ensuring content remains accessible and understandable in the future.
• Drawbacks for Storing: May have a steeper learning curve, can be more expensive than general storage solutions, might require specific expertise to manage effectively.

Summary Table:

The “best” solution depends entirely on your specific needs, current technology stack and the long-term value and importance of the digital content you are managing. For true digital preservation, a dedicated preservation system is generally required.

Each solution has its strengths and is suited to different needs. For active collaboration and document management, SharePoint and DAM systems are ideal. For comprehensive library and archive management, Soutron is a strong choice. For cross-cultural institutions, a CMS like MINISIS CAMS is most appropriate. For long-term preservation, solutions like the MINISIS TDR are essential.

If you have any more questions, need further details or would like to talk with one of our information management team members, feel free to reach out!