The planning phase is the foundation of digital preservation. It involves developing a comprehensive strategy and framework for preserving digital content over time. This includes defining goals, identifying resources, and establishing policies and procedures to ensure the long-term integrity and accessibility of digital materials. Planning also involves assessing risks and creating mitigation strategies to address potential challenges such as format obsolescence, technological changes, and institutional sustainability.

Digitizing refers to the process of converting analog or physical materials into digital formats. This step involves scanning or capturing the content using specialized equipment and software to create digital replicas. Digitization allows for easier storage, manipulation, and dissemination of the materials, reducing the risk of physical deterioration and enabling wider access. Proper digitization practices include using high-quality imaging techniques, applying metadata for contextual information, and ensuring the preservation of the original content’s fidelity and authenticity.

Preservation involves the active management and maintenance of digital objects to ensure their long-term accessibility and usability. This pillar encompasses various activities, including data storage, format migration, and metadata management. Preservation strategies include selecting appropriate storage systems, implementing backup and disaster recovery plans, monitoring file integrity, and employing data validation techniques. It also involves periodically refreshing, migrating, or converting digital content to newer formats to prevent format obsolescence and ensure continued accessibility as technology evolves.

Focuses on providing users with the ability to discover, retrieve, and utilize digital content effectively. It involves creating user interfaces and platforms that facilitate easy search, navigation, and retrieval of digital materials. Access also encompasses the establishment of user rights and permissions, ensuring appropriate levels of security, and managing access restrictions for sensitive or copyrighted content. Additionally, access strategies may include implementing metadata standards and descriptive practices that enable efficient and meaningful discovery of digital resources by users.