My response to Anne Mckeage's query [re: whether or not to save WP and WORD (etc.) files as stripped-down, txt files] derives not from technical computer issues, but from definitions of "information" and what archivists want (indeed, should) preserve through the years.

Txt files will preserve only the "word" information, not the whole range of other "information" (so often ignored) inherent in any document - hard copy or electronic copy.  We all know that, in a nanosecond, we can tell just from looking at a book or a letter many things about it, other than the words reproduced:  a small, cheap paperback printed on acidic paper is very different from a big, expensive hardback printed on glossy paper; a letter on thick, creamy paper with engraved letterhead (e.g., for a legal firm) is very different from a letter on cheap, onion skin paper, etc.  The format is an inherent part of the book or the letter.

Since we - like many of our researchers - are (or should be) interested in preserving and understanding "how the record was originally received" (to the extent this is possible in the digital age), I think it is essential to preserve the formatting information (font size and type, colours, spacing, etc. etc.), as well as the actual words.

If you are not familiar with the issues involved, I suggest you read articles by that great American bibliographer, Thomas Tanselle ... or even that great Canadian thinker, Marshall the-medium-is-the-message McLuhan.

Cheers.

Sally Gibson
Archivist
City of Toronto Archives
255 Spadina Road
Toronto, ON M5R 2V3



**************************** original message *****************************
From: Anne Mckeage [mailto:[log in to unmask]]
Sent: February 27, 2003 12:43 PM
To: [log in to unmask]
Subject: Re: Electronic records


Hello,

I have been advised to save electronic files in .txt because its generic
and I won't have to migrate the files when I change software. However I
understand that it strips out the coding which makes it useless for
complex files such as reports.

I have been advised to perhaps save complex electronic files in .rtf which
will only change some coding.

Do anyone have opinions about this? Currently I'm keeping most of my files
in the original format either WP or Word because these translate pretty
well when you migrate to an updated version of these two wordprocessing
packages. Eg. Wordperfect 5 to Wordperfect 10.

Thanks for any advise or experience. Anne

****************************************************************************
***
                             Anne McKeage
                  Archivist/History of Medicine Librarian
                   Archives of Hamilton Health Sciences
          and the Faculty of Health Sciences, McMaster University
                       McMaster University, HSC 1B17
                          (905) 525-9140 x22928
                         [log in to unmask]