Preservation Information

Introduction

A key component to the ongoing preservation and access to your materials in SURFACE is how we receive and subsequently store the file. On this page, you will find information about what types of file formats are supported as well as information about the preservation of materials held in SURFACE. For any questions about either file formats or preservation, please contact the SURFACE team at surface@syr.edu.

File Formats Accepted in SURFACE

Media Type: Applications

  • Adobe PDF (.pdf)
  • FMP3 (.fm)
  • MARC (.marc/.mrc)
  • Microsoft Excel (.xls)
  • Microsoft Powerpoint (.ppt/.ppx)
  • Microsoft Project (.mpp/.mx/.mpd)
  • Microsoft Word (.doc/.docx)
  • OpenDocument Presentation (.odp)
  • OpenDocument Spreadsheet (.ods)
  • OpenDocument Text (.odt)
  • Photoshop (.psd/.pdd)
  • Postscript (.ps/.eps)
  • WordPerfect (.wpd)

Media Type: Text

  • HTML (.htm/.html)
  • Rich Text Format (.rtf/.rtx)
  • Text (.txt/.asc)
  • XML (.xml)

Media Type: Image

  • BMP (.bmp)
  • GIF (.gif)
  • JPEG (.jpeg/.jpg)
  • PNG (.png)
  • TIFF (.tiff/.tif)

Media Type: Audio/Visual

  • AIFF (.aiff/.aif/.aifc/.iff)
  • audio/basic (.au/.snd)
  • MPEG (.mpeg/.mpg/.mpe)
  • MPEG Audio (.mpa/.abs/.mpega)
  • RealAudio (.ra/.ram)
  • Video Quicktime (.mov/.qt)
  • WAV (.wav)

These file formats are not an exhaustive or exclusive list of file formats accepted. If you do not see the format you’re looking to submit in, please contact the SURFACE team at surface@syr.edu.

Format Specific Requirements

In order to ensure preservation of the end product, there are a few formatting changes the SURFACE team will make/request should the matter arise:

  • Microsoft Word and Rich Text Format Files will be automatically converted to and distributed as PDF format as part of the submission process. The original document will be preserved, but not distributed via SURFACE unless the author makes arrangements for it to be released as a supplemental file attached to the PDF
  • XML file submissions must be accompanied by a validation schema and stylesheet
  • File formats that exhibit all or many of the following characteristics -- open documentation; support across a range of software platforms; wide adoption; no compression (or lossless compression); no embedded files or embedded programs/scripts; and non-proprietary format -- have the greatest likelihood of preservation into the future.

    • Preservation

    When a file is submitted to SURFACE, it falls into one of the following categories:

      Supported: we support this format. There is a high likelihood that its content, appearance, and functions will be preserved over time.
        Known: we recognize this format but cannot guarantee its support over time. Among file types in this category, Microsoft Word (doc and docx), and Rich Text Format (rtf) will all be automatically converted to PDF. The original submitted document will be preserved as a backup copy.
        Not Supported: we do not recognize this format. At best, the bit stream will be preserved but not appearance or functionality. SURFACE staff will work with the author(s)/contributor(s) to determine if the document can be hosted.

      Supported file formats include, but are not limited to:

      • Adobe PDF (.pdf)
      • AIFF (.aiff/.aif/.aifc/.iff)
      • GIF (.gif)
      • HTML (.htm/.html)
      • JPEG (.jpeg/.jpg)
      • MARC (.marc/.mrc)
      • OpenDocument Presentation (.odp)
      • OpenDocument Spreadsheet (.ods)
      • OpenDocument Text (.odt)
      • PNG (.png)
      • Postscript (.ps/.eps)
      • Rich Text Format (.rtf/.rtx)
      • Text (.txt/.asc)
      • TIFF (.tiff/.tif)
      • XML (.xml)

      Known file formats include, but are not limited to:

      • audio/basic (.au/.snd)
      • BMP (.bmp)
      • FMP3 (.fm)
      • Microsoft Excel (.xls)
      • Microsoft Powerpoint (.ppt/.ppx)
      • Microsoft Project (.mpp/.mx/.mpd)
      • Microsoft Word (.doc/.docx)
      • MPEG (.mpeg/.mpg/.mpe)
      • MPEG Audio (.mpa/.abs/.mpega)
      • Photoshop (.psd/.pdd)
      • RealAudio (.ra/.ram)
      • Video Quicktime (.mov/.qt)
      • WAV (.wav)
      • WordPerfect (.wpd)

      We have seldom encountered situations involving not supported file formats. Should the file format you wish to submit not appear in the above lists, please contact the SURFACE team at surface@syr.edu and we can confirm where the item falls in this categorization.

      Preservation Commitments

      For supported formats, such as PDF or TIFF, we might choose to bulk-transform files from a current format version to a future one. SURFACE staff will continually monitor formats and techniques to ensure we can accommodate needs as they arise.

      All computer file formats depend on the availability of the appropriate software to render the functions and appearance intended by the file’s creator. Over time, older software applications may no longer function on new computer platforms, leaving the files created with those applications inoperable. As migration paths become available, SURFACE will provide support for converting files so that they may remain easily accessible. Extremely popular but proprietary formats (such as Microsoft .doc, .xls, and .ppt) are more likely to remain accessible into the future simply because their prevalence makes it likely tools will be available. However, the proprietary nature of many specific file types makes it impossible to make preservation guarantees.