Open Data Connectivity for Spreadsheet Architectures
In the digital age, the preservation of electronic records is a crucial concern for archives and record-keeping institutions worldwide. One such area of focus is spreadsheet files, which are a common format for storing and analysing data. The U.S. National Archives and Records Administration (NARA) has devised a strategy known as the Structured Data: Spreadsheets Preservation Plan to ensure the long-term preservation and accessibility of these files as records.
Microsoft Excel 3.0, with the file extension 'xls' and NARA Format ID NF00261, is one such spreadsheet software that falls under this plan. Other notable examples include Lotus 1-2-3 Worksheet versions and Lotus Improv Spreadsheet, each with their unique file extensions and NARA Format IDs.
The Structured Data: Spreadsheets Preservation Plan outlines criteria for choosing spreadsheet file formats that promote long-term accessibility. While specific detailed documentation of this exact plan from NARA was not found directly in the search results, it is generally understood that such plans favour open and widely adopted formats to maximise long-term accessibility.
Commonly recognised preservable spreadsheet formats include Open Document Spreadsheet (.ods), Microsoft Excel formats (.xls, .xlsx), and Comma-Separated Values (.csv). These formats are favoured due to their transparency, formal adoption by archives and preservation institutions, and minimal proprietary dependencies.
To further emphasise the importance of these principles, guidance from Library and Archives Canada highlights transparency and openness of the format specification, formal adoption by archives and preservation institutions, and stability, compatibility, and minimal proprietary dependencies as key factors in adhering to preservation criteria.
Given the significance of these factors, it is advisable to consult NARA's records management and digital preservation resources directly for detailed, authoritative lists and policies regarding the specific spreadsheet formats included in their preservation plan. NARA also participates in initiatives related to Electronic Recordkeeping (ERK), which integrate policies and technical requirements for record formats, possibly including spreadsheets.
In summary, the Structured Data: Spreadsheets Preservation Plan serves as a vital tool in ensuring the long-term preservation and accessibility of spreadsheet files as records. NARA favours open and stable formats for preservation, such as .ods, .csv, and standard Excel formats. For exact formats and implementation details, one should refer directly to NARA’s records management and digital preservation resources.
Data-and-cloud-computing technologies play a significant role in the implementation of the Structured Data: Spreadsheets Preservation Plan, as cloud-based solutions offer ample storage and delivery options for archives to secure and maintain these preservable spreadsheet formats, such as Open Document Spreadsheet (.ods), Microsoft Excel formats (.xls, .xlsx), and Comma-Separated Values (.csv). The technological advancements in the field of data-and-cloud-computing enable record-keeping institutions to adhere to the preservation criteria set by NARA, thereby ensuring long-term accessibility of spreadsheet records.
