Transformed Data Linkage for Spreadsheet Applications
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The National Archives and Records Administration (NARA) has introduced a new initiative called the Structured Data: Spreadsheets Preservation Plan. This plan aims to ensure the long-term preservation and accessibility of spreadsheet records in NARA's holdings.
The focus of this plan is to preserve the structure, content, and usability of spreadsheet data over time, addressing the challenges posed by evolving software and file formats. By maintaining the integrity of data and formulas, providing access to the data in stable, standardized formats, and preventing loss due to software obsolescence or file format deprecation, NARA aims to ensure that valuable spreadsheet records are preserved for future generations.
When it comes to the file formats covered for spreadsheet records, NARA generally prioritizes those with wide adoption and open specifications for long-term preservation. Common archival file formats for digital records often include Microsoft Excel's XLSX (Office Open XML), Open Document Format Spreadsheet (ODS), and CSV for tabular data interoperability. While CSV may be used for tabular data export, it lacks the ability to preserve formulae and formatting.
In addition to the commonly used formats, the Digital Preservation Framework also includes the Lotus 1-2-3 Graph format (gph), Lotus 1-2-3 Worksheet 1.0 and 1A (wks), Lotus 1-2-3 Worksheet 2.0 (wk1 and wk2), Lotus 1-2-3 Worksheet 3.0 (wk3), Lotus 1-2-3 Worksheet 4.0/5.0 (wk4), Lotus Improv Spreadsheet (imp), and various versions of Microsoft Excel (xls for versions 1.0 to 4.0, and xlsx for versions 2007 and later).
It's worth noting that spreadsheet files may contain charts or visualizations based on the data and formulae. These files can be opened in any text editor, making them accessible for preservation and analysis.
The Structured Data: Spreadsheets Preservation Plan also documents the significant properties of spreadsheet records, serving as test criteria for tools and processes used in format transformations. NARA makes its Linked Open Data available in Resource Description Framework Terse RDF Triple Language (RDF Turtle) files, further facilitating the preservation and accessibility of its records.
In conclusion, the Structured Data: Spreadsheets Preservation Plan is a crucial initiative by NARA that ensures the long-term preservation and accessibility of spreadsheet records. By focusing on preserving the structure, content, and usability of spreadsheet data, NARA is ensuring that valuable historical and contemporary data remains accessible for future generations.
Technology plays a crucial role in the execution of the NARA's Structured Data: Spreadsheets Preservation Plan, as advanced data-and-cloud computing solutions are essential for ensuring long-term preservation and accessibility of the spreadsheet records. These technological tools aid in maintaining the integrity of data and formulas, converting files to stable, standardized formats, and preventing loss due to software obsolescence or file format deprecation.
