How do we handle a record that still exists but is in a file format no current system can open?

A record that survives but can no longer be opened is suffering from format obsolescence: the bits are intact, yet the software, hardware, or codec needed to interpret them is gone. The record still exists legally, so the obligation to keep it accessible, authentic, and usable for its full retention period does not disappear. Treat this as a recoverable problem, not a lost record.

First, stabilize and document

Before attempting any conversion, make a verified copy of the original file and preserve it unchanged. Capture whatever metadata you can: file name, creation date, originating system, and any clues to the format. Record the steps you take. This audit trail protects the record’s authenticity and demonstrates good-faith stewardship if the file is later subject to litigation, audit, or a public-records request.

Identify the format

Many “unopenable” files are simply unrecognized rather than truly dead. Tools that analyze file signatures can often identify the format and its version. Once you know what you are dealing with, you can research whether viewers, converters, or technical specifications still exist for it.

Recover the content

Common recovery strategies include:

• Migration — convert the content into a current, well-documented format (for example, an open or widely supported standard), keeping the original alongside the new copy.
• Emulation — run the original software in an emulated environment that reproduces the old system.
• Specialist services — engage a digital-preservation lab or archive when in-house options are exhausted.

Whichever path you choose, verify that the migrated version faithfully reproduces the original content and that nothing material was lost.

Prevent recurrence

Format obsolescence is predictable and avoidable. Build proactive practices into your program: prefer open, standardized, well-documented formats for long-term records; monitor your holdings for at-risk formats; and migrate before the tools to read them vanish. Sound digital-preservation planning, consistent with recognized recordkeeping standards, keeps records usable across decades and technology changes.

For broader context on requirements that govern accessible, authentic recordkeeping, see the compliance and standards hub.

The goal is constant: a record must remain findable, readable, and trustworthy for as long as it must be kept, regardless of how the underlying technology evolves.