SayPro – Ensuring Data Integrity During Archiving

Department: SayPro Posts Office
Oversight: SayPro Marketing Royalty (SCMR)
Policy Reference: SayPro Digital Records Integrity and Preservation Policy (SCMR-DRIP-04)

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Objective:

To ensure that all digital content migrated to archival storage retains its original structure, quality, and metadata, with zero loss, corruption, or alteration during the archiving process.

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🔒 1. What is Data Integrity in Archiving?

Data integrity refers to the accuracy, consistency, and reliability of data throughout the transfer and storage process. During SayPro’s content archiving, this means ensuring every piece of content—its text, media, metadata, and formatting—is transferred as-is from the source to the archive, without distortion or omission.

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✅ 2. SayPro Data Integrity Principles

Principle	Description
Completeness	All original files and associated metadata must be archived
Accuracy	No alterations in file names, content, or structure during migration
Verifiability	Archived files must be traceable and audit-ready
Security	Protected from unauthorized changes or loss during and after migration
Recoverability	Files can be restored in original format if needed

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🧰 3. Tools & Software Used for Data Integrity Checks

Tool/Software	Purpose
Checksum Generator (e.g., SHA256, MD5)	To verify file integrity before and after migration
File Synchronization Software (e.g., FreeFileSync, rsync)	Ensures files are exactly mirrored to the archive destination
Digital Asset Management (DAM) Tools	Used for managing and checking digital file consistency
CMS Integrity Check Plugins	Used in WordPress/Drupal for verifying post content and media integrity
Automated Archiving Scripts	Scripts with error reporting to flag incomplete transfers

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🧩 4. Step-by-Step Data Integrity Procedure

Step 1: Pre-Migration Integrity Preparation

• Confirm content is final and ready for archiving.
• Run initial checksum/hash on files to capture their current state.
• Review metadata (title, date, tags, author, category) and lock for editing.

Step 2: Use Safe and Verified Migration Tools

• Utilize file synchronization or FTP tools with built-in verification.
• Enable “verify after copy” options if available.

Step 3: Post-Migration Verification

• Generate a second checksum/hash after migration.
• Compare pre- and post-migration hashes for consistency.
• Open random samples of content to verify readability and completeness.

Step 4: Log the Process

• Use the SayPro Archive Tracker Sheet to log:
  • File name
  • Checksum pre- and post-
  • Migration date
  • Responsible officer
  • Verification status

Step 5: Corrective Action (if issues found)

• Re-transfer any failed or corrupted files.
• Document discrepancies and resolutions in the incident column of the tracker.

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📁 5. Sample Archive Integrity Log Entry

Post ID	File Name	Pre-Checksum	Post-Checksum	Verified	Officer	Date
2024-BL-109	blog_impactstrategy2023.docx	9e107d9d…	9e107d9d…	✅	M. Nkosi	2025-04-07

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🔐 6. Risk Prevention During Migration

Risk	Prevention Strategy
Data corruption	Use tools with built-in validation; avoid unstable network connections
File overwriting	Use version control; timestamped folders
Metadata loss	Use CMS export tools or structured JSON/XML backups
Incomplete transfers	Automate archiving scripts with completion flags and error logs

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🧑‍💼 7. Roles & Responsibilities

Role	Responsibility
Content Migration Officer	Performs the actual data transfer and verifies files
Integrity Verification Officer	Runs checksum, validates file structure, updates tracker
SCMR Compliance Officer	Audits the entire process and signs off before records are finalized

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📌 8. Final Checklist Before Marking Content as Successfully Archived

• Pre-checksum matches post-checksum
• All metadata retained
• Files open without error
• Verified by at least two officers
• Logged in the archive sheet with status ✅
• Stored in secure, access-controlled archive folder