Category: Digital Preservation

Refreshing

Also known as: Data Refreshing, Media Refreshing

Simply put

In records and digital preservation contexts, refreshing generally refers to copying digital data from one storage medium to another of the same type to guard against the physical deterioration of the original carrier. It aims to keep the data readable over time as the media on which it is stored ages or approaches the end of its reliable life. Note that the evidence available here consists only of general-language dictionary definitions, so the recordkeeping-specific description below reflects common professional usage rather than a source supplied in this packet.

Formal definition

Refreshing is a storage-level digital preservation activity involving the transfer of a bitstream from an aging or degrading storage carrier to a fresh carrier of the same or equivalent type, without altering the logical content or file format of the data. It is typically distinguished from migration, which changes the format or logical structure of the data, and from emulation, which reproduces the original operating environment; refreshing addresses carrier-level obsolescence and media degradation rather than format obsolescence. Because it preserves the bitstream intact, refreshing is often paired with fixity checks (for example, checksum verification) to demonstrate that the copied data retains its integrity and authenticity. Refreshing alone does not address the risk that hardware or software needed to render the bitstream may become unavailable, so it is usually applied as one component of a broader preservation strategy rather than a complete solution. The evidence packet supplied does not include authoritative recordkeeping or standards sources, so specific definitions from bodies such as national archives or professional glossaries should be consulted and cited to confirm this usage.

Why it matters

Digital storage media are physically impermanent. Magnetic tape, optical discs, and hard drives all degrade over time, and the reliable service life of any given carrier is finite. For organizations that must retain records for long or indefinite periods, the slow deterioration of storage media poses a direct threat to the survival of the underlying data. Refreshing addresses this specific risk by moving the bitstream onto fresh media before the original carrier fails, helping ensure that records remain readable rather than being lost to carrier-level decay.

Who it's relevant to

Digital preservation specialists

Those responsible for the long-term survival of digital collections rely on refreshing as a baseline defense against media degradation. They typically integrate it with format migration, emulation planning, and routine fixity monitoring, treating refreshing as one layer of a multi-part strategy rather than a stand-alone measure.

Records managers with long or permanent retention obligations

Where records must be retained for extended or indefinite periods, records managers need assurance that stored data will remain readable as the underlying media age. Refreshing helps address carrier-level risk, though managers should recognize that it does not resolve format or software obsolescence and should scope their programs accordingly.

Archivists managing born-digital and digitized holdings

Archivists caring for digital holdings use refreshing to guard against the deterioration of tapes, discs, and drives that hold accessioned material. Combining refreshing with fixity verification supports their responsibility to maintain the integrity and authenticity of records over time.

IT and storage infrastructure teams

Teams operating storage systems execute the technical work of copying data to fresh media and often manage the media replacement cycles that make refreshing routine. Coordination with records and preservation staff helps ensure that copying operations preserve the bitstream intact and are validated through appropriate integrity checks.

Inside Refreshing

Media refreshing

The process of copying digital content from one storage medium to another instance of the same or comparable medium to counter the physical degradation and limited service life of storage carriers. The bitstream is preserved unchanged; only the carrier is renewed.

Bit-level preservation focus

Refreshing operates at the level of the stored bitstream, aiming to maintain the integrity of the data as copied. It typically does not alter file formats, encoding, or logical structure, which distinguishes it from other preservation actions.

Fixity verification

Refreshing is normally accompanied by checks (such as checksum or hash comparison before and after copying) to confirm that the transferred data is identical to the source and that integrity has been maintained through the copy operation.

Trigger conditions

Refreshing is typically prompted by the anticipated degradation of a medium, the approach of its expected reliable lifespan, environmental risk, or scheduled preservation intervals defined in organizational policy.

Relationship to the digital preservation toolkit

Refreshing is one of several complementary strategies. It addresses carrier degradation but does not, on its own, resolve obsolescence of the storage device, file format, or software needed to render the content.

Common questions

Answers to the questions practitioners most commonly ask about Refreshing.

Is refreshing just a general computing term with no specific meaning in recordkeeping or digital preservation?

No. While the word is used loosely in everyday computing, refreshing has a defined technical meaning in digital preservation. It typically refers to copying digital content from one storage medium to another of the same type to counter the physical degradation or obsolescence of the carrier. Professional sources in the field, including archival dictionaries and national archives guidance, treat it as a recognized preservation activity rather than a generic term.

Does refreshing preserve records in the same way that migration or emulation does?

Not exactly, and the distinction matters. Refreshing typically addresses the medium by moving a bitstream to fresh storage, without changing the file format or the logical structure of the content. Migration, by contrast, generally involves converting content to a new format to address format obsolescence, and emulation reproduces the original environment needed to render content. Refreshing on its own does not resolve format obsolescence, so it is often used alongside these other strategies rather than as a substitute for them.

When should an organization schedule refreshing for its digital holdings?

Timing typically depends on the expected life of the storage media, the storage environment, and the organization's risk tolerance. Many programs set refresh cycles based on media type and vendor-indicated lifespans, tempered by the recognition that stated lifespans are estimates. Integrity monitoring can also trigger refreshing when errors are detected. The appropriate interval will vary by organizational policy and the criticality of the records involved.

How can integrity be verified when refreshing digital records?

A common practice is to generate and record fixity values, such as checksums or hashes, before copying and to recompute them after the copy to confirm the bitstream is unchanged. Documenting these checks helps support the authenticity and integrity of the records over time. The specific tools and methods used will depend on the organization's preservation infrastructure and policies.

What should be documented when a refreshing operation is carried out?

Recordkeeping practice generally favors capturing details as preservation metadata, which may include the date of the action, the source and target media, the fixity results, and the person or system responsible. Maintaining this documentation supports the ongoing usability and evidential value of the records and helps demonstrate that the content has been managed responsibly across successive storage media.

Does refreshing on its own ensure long-term access to records?

It typically does not, by itself. Refreshing addresses the survival of the bitstream on viable media but does not guarantee that the file formats remain readable by current software, nor does it manage descriptive context or access controls. For this reason it is generally treated as one component within a broader digital preservation and information governance strategy rather than a complete solution.

Common misconceptions

Refreshing is the same as migration.

Refreshing typically copies the bitstream to new media while leaving the format and logical structure unchanged, whereas migration generally involves transforming content into a new format or environment to address obsolescence. The two address different risks and are often used together.

Refreshing guarantees long-term preservation on its own.

Refreshing counters the physical decay of storage carriers but does not address hardware, software, or format obsolescence, nor does it establish authenticity or usability by itself. It is generally one component of a broader digital preservation approach rather than a complete solution.

Refreshing and archiving mean the same thing.

Refreshing is a technical maintenance activity applied to stored digital data. Archiving concerns the retention and management of records of continuing value over time. Refreshing may support archived digital material, but it is not equivalent to the archival function itself.

Best practices

Verify data integrity during each refresh operation using fixity checks such as checksum or hash comparison before and after copying, and retain the results as evidence.

Define refresh intervals and trigger conditions in preservation policy, informed by the expected reliable lifespan of the media in use and monitoring of media condition.

Treat refreshing as one element of a layered preservation strategy, and combine it with approaches that address format and technology obsolescence rather than relying on it alone.

Maintain preservation metadata and audit records documenting when, how, and by whom each refresh was performed, to support the ongoing demonstration of authenticity and integrity.

Retain more than one copy where feasible and avoid overwriting the only source until the copied instance has been verified.

Align refresh activities with jurisdictional and organizational retention and disposition requirements, so that data is not perpetuated beyond its authorized retention or removed before it is due.