Addressing The Problem of File Formats Obsolescence: Italian Guidelines on File Format Conversion for the Long-Term Preservation of Electronic Records

The issue of file formats conversion is crucial in the field of digital repositories. In fact, electronic records are encoded in the most diverse file formats (text, still images, audio and video recordings, technical records and many other digital media formats), but they are bound to become rapidly obsolete (and in some cases already are) and need to be converted from one file format to another in order to preserve the authenticity, reliability, integrity and usability of such records as evidence of business functions, processes, activities and transactions. Consequently, the challenge of identifying when file formats need to be converted, which formats to choose for conversion, and which approaches to apply from an operational point of view begins to emerge. However, despite being theorized as one of the most successful digital preservation solutions, format conversion has not yet been sufficiently practiced. Even when the need to transfer electronic records from an obsolete format to a more modern one is adequately felt, the process is often delayed due to a lack of knowledge and expertise, as well as a lack of clear and precise guidelines and advice on how to carry out the conversion, including technical and operational methods. The paper aims to address this issue by referring both to the international standards and guidelines and to the Italian “Guidelines on the creation, management and preservation of electronic records”, issued by the Italian Agency for Digital Government. In particular, it will focus on the operational methodology for file format conversion contained in its Annex 2 “File formats and conversion”.