Archiving for Dummies

OK, it's been an interesting Winter, weather-wise, but we're back with a vengeance! Here then is the proposed set of guidelines for backing up your audio data in 2007 (aka - archiving). Enjoy, and happy storage to you!


ARCHIVING 101

Archiving audio data, (backing up or copying a project’s audio data onto some medium in addition to the original hard drive that it was recorded on) is critically important to preserve the work of our creative community for the future. It is important, not only just to have the ability to play back the audio in five or ten years, but also for future monetization. To that end, the Producers & Engineers Wing has created suggested archiving guidelines that can apply to various levels of professional recording activity.

Here is the four-tiered structure for achieving an effective archival program:

Tier 1 – Professional Studios, State of the Art Archival techniques
Tier 2 – Professional Studios
Tier 3 – Project Studios
Tier 4 – Individuals

We urge you to strive for the highest level of data protection possible, taking into consideration your budget and the volume of work you do.

TIER 4 – INDIVIDUALS

Preparation
• First, make sure that your materials are in order. Meaning, all data in multi-track sessions should be properly labeled (like “Lead Vocal”, and not just “Audio 1”). Put all of the audio AND sequence data in one master folder so you don’t have to hunt across 3 disks to re-create the session. Name revised mixes sequentially, like “SongMix01”, “SongMix02”, etc. See the Session Guidelines document created by the P&E Wing for more information. (http://www.grammy.com/Recording_Academy/Producers_And_Engineers/Guidelines/)
• Consolidate or render individual tracks in a final mix with plug-ins to avoid problems playing back on future DAWs or on systems without the same plug-ins originally used in the mix.

Formats

Archival philosophy: back up to something! There are currently no perfect solutions, so we suggest backing up to more than one format. Here are some options:

a) External hard drives are relatively inexpensive. Made to last up to 3 years if used regularly, they provide a reasonably safe place to back up your work for the short to medium term.

b) NAS (Network Attached Storage) drives can provide a bit of added convenience by making it much easier to transfer data. There are many "one touch" back up systems on the market, and prices are dropping as media costs become more affordable. Again, this method uses drives with an estimated 1-3 year lifespan.

c) CDR or DVD-R disks are affordable and easily stored. At less than a dollar per disk, you should make a data DVD backup of every song or project you work on. Remember to LABEL all disks. CDRs and DVD-Rs are projected to last for more than 10 years. Actual mileage may vary. Buy the best you can afford.

d) Online subscription-based backup services (for example: .MAC and SPARE) give you the option to store your data offsite. These backups can be scheduled to take place automatically at regular intervals and might be a good supplement to your archival plan. BEWARE: If you stop paying for this service your data will be GONE. It is not suggested that you use this as your only backup plan.

In scenarios a-c above, use a backup utility (for example: Retrospect for MAC or Roxio's Backup My PC) to automate the archival process and create a searchable database for your backups.

TIER 3 - PROJECT STUDIOS

At this level, it may be cost-prohibitive to invest in multi-thousand dollar Enterprise-quality digital tape backup systems, but it’s still necessary to protect your work and the work of others using your facility. In addition to the TIER 4 recommendations, add the following:

a) Dedicate a separate hard drive (not a separate partition on your internal drive) to backups. Don’t forget to label it, for example: "2006 Backup Drive 01."

b) At least once per week, copy EVERYTHING from your work drive(s) to this dedicated backup drive.

c) When you finish a project, copy everything into a folder labeled "Project xxx FINAL", and transfer that data to your dedicated backup drive.

d) When your Backup Drive gets full, take a screenshot of the contents of the drive, print it out and tape it to the top of the drive. Label it carefully and store it in a safe, clean, dry and temperature controlled place.

e) Replace your Backup Drive with a new drive named, for example, "2006 Backup Drive 02.”

f) Spin up your Backup Drives at least once every 3 months to ensure that they will continue to function.

Longevity: Remember, hard drives are only made to last for approximately 3 years, and only if they are regularly exercised (spun).


TIER 2 - PROFESSIONAL STUDIOS

Pro studios need to maintain backups of everything they do, for their clients' peace of mind, and to avoid liability issues. Data should exist in more than one form, and in more than one place.

In addition to the TIER 3 & 4 recommendations, add the following:

a) Once a month, copy all of your data from the Backup Drive to DVD-R or CDR disks, or to a tape drive (like AIT, DLT, or LTO), label the media carefully and store them somewhere safe, clean, dry and temperature controlled.

b) Either use a backup utility (like Retrospect for MACs or Roxio's Backup My PC) or create a database listing the contents of every project, folder, and file on every backup, regardless of medium.

c) Professional studios are typically required to turn over all media generated in a major-label session. Make sure that your backups conform to the standards of the individual or company paying the bill. Ascertain deliverables BEFORE the session.

d) If you offer backup service to clients, make sure they understand that storage of their data beyond the completion of a project is done as a courtesy, and that the studio assumes no liability for loss of data over and above the replacement cost of raw media. If you charge for this service, it may be necessary to create a statement of terms outlining liability limits.

e) If applicable, keep a safety copy of all mixed masters at the mix facility until the mastering session has been completed.

f) Create a database or inventory of all materials related to each project. This will be necessary to make sure everything has been backed up properly, stored properly, and delivered properly on completion.

Longevity: Dependent on media. An archival plan should take into account the re-archival (migrating) of material at regular intervals in order to remain current with technology and operating media. Currently, migrating all material at 3-5 year intervals is suggested.


TIER 1- PROFESSIONAL STUDIOS –
STATE OF THE ART ARCHIVAL TECHNIQUES

Archival philosophy: The enterprise (big business) model for archival states that data isn't data until it exists in three places.

In addition to the TIER 2-4 recommendations, refer to the P&E Master Delivery Recommendations document. This and other helpful reference documents can be found online at this link:
(http://www.grammy.com/Recording_Academy/Producers_And_Engineers/Guidelines/)
Happy archiving!