File Formats

File Formats Policy for KEEP 

File formats are standard ways that information is encoded for storage in a digital computer file. The standards specify how bits are used to encode information, and they tell software programs how to display its contents. 

ASU’s institutional repository, KEEP, accepts digital files in any format. However, we strongly encourage those depositing files to consider the sustainability of the file formats that they wish to deposit. Over time, software applications and specifications used to open and interpret files become harder to find, rendering some formats difficult or impossible to read in the future. 

The long-term preservation of digital materials is more easily achievable if you try to adhere to the following guidelines. Try to select file formats that:

• are non-proprietary and are openly documented; 
• are high-quality;
• are uncompressed and unencrypted;
• are representative for your discipline, and are in relatively wide use;
• do not contain embedded files, programs, or scripts;
• is not controlled by DRM (digital rights management) software.

ASU Library is committed to preserving the binary form of deposited materials and takes measures to preserve the look and feel of deposited digital objects, as resources permit. This may involve migrating files to open and accessible file format standards, or utilizing emerging technology such as emulation, when necessary. 

Using highly-recommended formats improves the likelihood that the materials will remain accessible long-term.

• High recommended formats have the most support and the highest probability of long-term access and preservation. The formats are widely used, openly documented and uncompressed (or have lossless data compression).
• Medium identified formats do not meet the current minimum international standards for long-term retention but are widely adopted and more likely to be manageable for long-term access.
• Low identified formats are not recommended and may not be supported for long-term access. These files require evaluation by library staff. Please contact us for assistance.

The recommended file formats chart is not an exhaustive list. Please contact us if you have any questions concerning preparing your files for deposit.