CHLAVM-POL-PRE-01 — Preservation, Conservation, Storage & Backup Policy

Organization: Canadian Hispanic Latin American Virtual Museum (CHLAVM)
Document ID: CHLAVM-POL-PRE-01
Applies to: All CHLAVM digital collection materials under stewardship, including preservation masters, access derivatives, metadata, documentation, and accessibility sidecar files such as captions and transcripts. If CHLAVM temporarily handles physical items for documentation or digitization, the policy’s handling requirements apply for the duration of that activity.
Status: Final (v1.0)
Owner (role): Collections Manager
Owner name: TBD
Approvals: Executive Director; Board (if required)
Review cycle: Annually and when significant operational or governance changes occur

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1. Purpose

CHLAVM protects its digital collection assets and any physical materials temporarily handled from loss, degradation, corruption, or obsolescence. This policy defines the minimum requirements for storage, backup, integrity monitoring, security, and recovery to ensure CHLAVM’s cultural heritage remains authentic, accessible, and complete for future generations.

2. Scope

This policy applies to:

• • Digital assets created or managed by CHLAVM, including images, documents, audio, video, 360-degree media, 3D models, WebXR files, and related project outputs.
  • Preservation masters and essential records supporting stewardship, such as metadata, rights documentation, quality assurance outputs, and preservation logs.
  • Storage environments used for active files and backups, including cloud-based and local or offline storage maintained for redundancy.
  • Handling and basic conservation measures for physical items in CHLAVM custody, whether temporary or permanent, for documentation or stewardship purposes.

3. Policy Statement

CHLAVM will protect assets from loss, degradation, and obsolescence by maintaining redundant storage, regular backups, and scheduled checks for fixity. All preservation actions will be documented in the CHLAVM’s asset management system. Preservation masters and working files will be retained for stewardship and not used for public delivery. Public access will be limited to approved derivatives once rights and accessibility requirements have been verified. Migration readiness will be maintained, and condition and handling details for physical items will be recorded.

4. Definitions

• • Conservation: Measures that prevent damage and deterioration of physical collection materials through proper handling, storage, environmental control, and stabilization.
  • Preservation: Processes that maintain the long-term accessibility and integrity of digital assets.
  • Preservation master: The highest-quality, minimally processed file designated for long-term retention.
  • Access derivative: A file created from the master and optimized for web or streaming delivery.
  • 3-2-1 backup rule: Maintain three copies of data on two different storage types, with one copy stored offsite.
  • Checksum: A unique alphanumeric value generated from a file using a specified algorithm, such as SHA-256. The checksum is used to verify the integrity of the file during transfer, storage, or processing.
  • Fixity check: The process of confirming a file has not changed by comparing its current checksum to a previously recorded value.
  • Format migration: The process of converting files to newer formats when existing formats become obsolete or unsupported.

5. Requirements

5.1 Preservation Approach

CHLAVM applies established digital stewardship models and staged maturity planning to guide replication, fixity, documentation, and security.

5.2 Backup Strategy (minimum standard)

All preservation masters and critical records must follow the 3‑2‑1 backup rule. Backups must not depend on a single account, device, or point of failure.

The following table summarizes the 3-2-1 minimum standard.

5.3 Storage Levels and Locations (minimum standard)

CHLAVM maintains the following minimum storage levels for asset management.

The following table presents a minimum-level model. The specific platforms used by CHLAVM may change over time.

Storage access must be assigned according to user roles. Log access events when possible. Update the Platform_Name and Location_Custodian fields whenever the system or custodian changes. Record live storage locations and file paths in the CHLAVM asset management system fields Live_Storage_Location and Live_File_Path. Record backup storage locations and file paths in the fields Backup_Location and Backup_File_Path.

5.4 File Format Standards (preservation-friendly)

Preservation masters should use stable, well-documented formats whenever possible. If a proprietary format must be used, record the required software and version, as well as the process for exporting to an open format. Do not overwrite preservation masters during routine derivative production. Create a new version and document the change (see Section 5.6).

The following table identifies standard file types designated for preservation masters and access derivatives within the collections management workflow.

5.5 Fixity and integrity monitoring (required)

1. 1. 1. Generate and record a checksum during ingest for preservation masters and critical records. Record the checksum in the Checksum field of the CHLAVM’s asset management system.
      2. Conduct fixity checks at least annually for preservation masters and after any migration, restoration, or platform transfer. Assets designated as Critical preservation priority may be reviewed more frequently based on documented risk assessment.
      3. Log all fixity check results and retain these logs as part of the asset’s preservation documentation.

5.6 Preservation Actions and Documentation (required)

CHLAVM must:

1. • • Record Version, Previous_Version, Date_Modified, and Checksum in CHLAVM’s asset management system whenever a preservation master is modified or replaced.
     • Document the reason for the change (for example, corruption remediation, format migration, or technical correction) in Internal_Notes or a referenced preservation log.
     • Maintain version control for masters and derivatives, clearly recording what changed, when, and why.
     • Record all preservation activities, such as migrations, restorations, and validation results, in the preservation log or referenced documentation, including the validation method used (for example, fixity match, playback/visual check, or QA review).
     • If format migration is required, retain the original preservation master when possible. Document the migration pathway, the tools or software used, and the validation results.
     • In the event of migration to a new DAMS or storage platform, CHLAVM must export complete metadata, verify fixity before and after migration, validate file integrity, retain migration logs, and record the migration event in governance records.
     • Monitor storage performance and initiate expansion planning before capacity limits are reached.
     • Regularly assess and document risks of format, software, or platform obsolescence and maintain current migration documentation.
     • Ensure files are properly packaged for exchange or archiving, including sidecar metadata, rights documentation, and QA notes as needed.

5.7 Security and Access Controls (required)

To mitigate the risk of loss or unauthorized changes:

• • Preservation masters must be stored in at least two separate locations as soon as practicable. Any temporary exception to this requirement must be documented and approved.
  • Limit write and delete permissions to authorized roles and implement role-based access whenever possible.
  • Report any suspected corruption, access issues, or loss events to the Owner and the Executive Director.
  • Obtain documented approval before deleting any files and confirm that retained copies remain intact.

5.8 Physical conservation and handling (required when physical items are involved)

When handling or storing physical collection materials, CHLAVM must:

• • • Minimize handling and use protective supports or housing suitable for the material.
    • Record the basic condition of items upon receipt and after handling, using a brief condition note or report.
    • Protect items from avoidable risks such as water, heat, pests, direct sunlight, and pressure or crushing.
    • Do not undertake restoration or irreversible interventions unless explicitly authorized by the Executive Director and, if applicable, the lender or rights holder.

5.9 Backup Testing and Recovery (required)

1. 1. 1. Conduct restoration testing annually for assets classified as critical preservation priority and at least biennially for other preservation masters. Results must be documented in preservation records.
      2. Record the results of each restoration test, including outcome, recovery time, and verification method, in the asset record.
      3. Revise recovery procedures as required based on test outcomes.

5.10 Emergency Recovery (required)

If you suspect data loss or corruption:

1. 1. 1. Immediately stop using the affected storage and, if possible, isolate it.
      2. Identify the most recent known-good copy using logs, timestamps, and fixity information where available.
      3. Restore files to a clean location or system. Do not overwrite original evidence.
      4. Verify that restored files are complete and functional, including fixity validation where applicable.
      5. Document the incident, actions taken, and any required preventive updates.
      6. CHLAVM defines a Recovery Time Objective (RTO) of 7–14 business days for restoration of preservation masters and a Recovery Point Objective (RPO) limited to the most recent verified backup cycle.

5.11 Deaccession Criteria

Deaccession decisions must be based on documented criteria, including legal or rights limitations, duplication, irreversible corruption, or misalignment with CHLAVM’s mandate. Executive Director approval is required and must be documented in CHLAVM’s asset management system and governance logs.

6. Roles and Responsibilities

• • Executive Director: provides oversight and approves major risk decisions and incident-response escalations.
  • Collections Manager (Owner): ensures compliance with this policy, approves retention and disposal decisions, and confirms completion of the review cycle.
  • Digital Asset Manager: Implements storage and backup procedures, manages access controls, conducts fixity monitoring and restoration testing, and maintains logs.
  • Digitization Coordinator: Ensures outputs meet preservation format standards and that masters and derivatives are handed off.
  • Quality Assurance Reviewer: Verifies completeness and confirms that integrity checks and documentation requirements are met.
  • Rights Coordinator: Ensures that preservation and access actions comply with rights restrictions and documented permissions.
  • Web Publisher: Publishes approved derivatives; ensures that public delivery does not overwrite or compromise preservation masters.

7. Records and required outputs

At a minimum, CHLAVM maintains the following records:

• • Completed CHLAVM’s asset management system fields document storage locations, backup locations, file paths, version history, modification dates, and checksums for each asset.
  • Storage and backup inventory, including levels, locations, purposes, and access levels.
  • Backup and restoration test logs.
  • Fixity logs detailing items checked, dates, and results.
  • Incident reports for loss, corruption, or security issues, along with corrective actions taken.
  • Format risk and migration notes, including outcomes.
  • Physical condition notes and reports, when physical items are handled.

8. Acceptance Criteria (pass/fail)

PRE-01 requirements are met when all of the following are true:

• • Replicated storage is fully documented and operational. Backups meet the 3-2-1 backup rule (or an approved equivalent).
  • The fixity schedule is up to date. The most recent check was successful, and any issues have been logged with corresponding corrective actions.
  • Preservation risks and migration readiness are documented. Any preservation actions taken are also recorded.
  • Access derivatives display correctly on supported platforms and do not compromise preservation masters.

9. Preservation operations review schedule

Complete the following checklist every 12 months:

• ☐ Test file restoration from at least one backup copy.
• ☐ Assess storage capacity and plan for expansion if necessary.
• ☐ Evaluate file formats for risk of obsolescence.
• ☐ Perform scheduled fixity checks and record the results.
• ☐ Update metadata records if any changes have occurred.
• ☐ Record the date of review completion.

10. Policy Review Checklist

As part of the scheduled 12-month governance review, the following areas must be reviewed and confirmed for accuracy and completeness.

• ☐ Verify that the storage level model accurately reflects the current live, preservation, and backup environments.
• ☐ Ensure that all backup and restoration testing records are complete and current.
• ☐ Confirm that the fixity check process and its frequency remain appropriate to CHLAVM’s assessed risk level.
• ☐ Review CHLAVM’s asset management system fields and associated documentation to ensure they remain sufficient for audit and reporting requirements.
• ☐ Verify that all changes to platforms or workflows are formally documented and incorporated into this policy as required by CHLAVM governance procedures.