{"id":2935,"date":"2016-09-05T08:58:07","date_gmt":"2016-09-05T14:58:07","guid":{"rendered":"http:\/\/abclegaldocs.com\/blog-Colorado-Notary\/?p=2935"},"modified":"2025-12-03T17:25:37","modified_gmt":"2025-12-04T00:25:37","slug":"exactfile-file-verification-for-backups-archives","status":"publish","type":"post","link":"https:\/\/www.abclegaldocs.com\/blog-Colorado-Notary\/exactfile-file-verification-for-backups-archives\/","title":{"rendered":"ExactFile File Verification for Backups, Archives"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_84 counter-hierarchy ez-toc-counter ez-toc-transparent ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-1'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.abclegaldocs.com\/blog-Colorado-Notary\/exactfile-file-verification-for-backups-archives\/#ExactFile_File_Verification_for_Backups_Archives\" >ExactFile File Verification for Backups, Archives<\/a><ul class='ez-toc-list-level-2' ><li class='ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.abclegaldocs.com\/blog-Colorado-Notary\/exactfile-file-verification-for-backups-archives\/#File_Compare\" >File Compare<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.abclegaldocs.com\/blog-Colorado-Notary\/exactfile-file-verification-for-backups-archives\/#Manual_Inspection\" >Manual Inspection<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.abclegaldocs.com\/blog-Colorado-Notary\/exactfile-file-verification-for-backups-archives\/#File_Checksum_or_Hash_Value\" >File Checksum or Hash Value<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.abclegaldocs.com\/blog-Colorado-Notary\/exactfile-file-verification-for-backups-archives\/#Using_ExactFile\" >Using ExactFile<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.abclegaldocs.com\/blog-Colorado-Notary\/exactfile-file-verification-for-backups-archives\/#Fixity_in_Data_Backups_and_Archives\" >Fixity in Data Backups and Archives<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/www.abclegaldocs.com\/blog-Colorado-Notary\/exactfile-file-verification-for-backups-archives\/#Choose_a_Strong_Hash_Algorithm\" >Choose a Strong Hash Algorithm<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/www.abclegaldocs.com\/blog-Colorado-Notary\/exactfile-file-verification-for-backups-archives\/#Download_ExactFile\" >Download ExactFile<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/www.abclegaldocs.com\/blog-Colorado-Notary\/exactfile-file-verification-for-backups-archives\/#Scheduling_File_Verification\" >Scheduling File Verification<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/www.abclegaldocs.com\/blog-Colorado-Notary\/exactfile-file-verification-for-backups-archives\/#Benefits_of_an_Active_Data_Archive\" >Benefits of an Active Data Archive<\/a><\/li><\/ul><\/li><\/ul><\/nav><\/div>\n<h1 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"ExactFile_File_Verification_for_Backups_Archives\"><\/span>ExactFile File Verification for Backups, Archives<span class=\"ez-toc-section-end\"><\/span><\/h1>\n<p style=\"text-align: justify;\"><a href=\"https:\/\/www.abclegaldocs.com\/blog-Colorado-Notary\/wp-content\/uploads\/ExactFile-screen1.jpg\"><img decoding=\"async\"  class=\"alignleft wp-image-2937 size-full\" src=\"data:image\/gif,GIF89a%01%00%01%00%80%00%00%00%00%00%FF%FF%FF%21%F9%04%01%00%00%00%00%2C%00%00%00%00%01%00%01%00%00%02%01D%00%3B\" data-layzr=\"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/wp-content\/uploads\/ExactFile-screen1.jpg\" alt=\"ExactFile file verification Create Digest screenshot\" width=\"360\" height=\"283\" \/><\/a><strong>ExactFile<\/strong> is a free <strong>file verification<\/strong> tool to check <strong>data integrity<\/strong> of file <strong>backups<\/strong> and <strong>archives<\/strong>. \u00a0File\u00a0backups must\u00a0be tested periodically to ensure data is not missing, damaged or corrupted.<\/p>\n<p style=\"text-align: justify;\">Studies show that 70% of businesses that suffer a major data loss, never recover, and go out of business. \u00a0For families storing precious memories on photos or\u00a0videos, and confidential records, loss of irreplaceable files causes emotional\u00a0distress.<\/p>\n<p style=\"text-align: justify;\">A comprehensive data backup plan includes file verification to detect problems early so they can be corrected before data loss or use of incorrect data occurs.<\/p>\n<p style=\"text-align: justify;\"><!--more--><\/p>\n<h2 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"File_Compare\"><\/span>File Compare<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p style=\"text-align: justify;\">One method of file verification is to compare each byte of the master file with the backup copy. With a huge\u00a0amount of backup data, a complete\u00a0<strong>file compare<\/strong> can take a long time. It may be part of the file verification process during the initial backup, but often more efficient verification methods are used. Always use <strong>file backup software<\/strong> that includes file verification after the backup is made, to detect errors at the time of the initial backup.<\/p>\n<h2 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"Manual_Inspection\"><\/span>Manual Inspection<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p style=\"text-align: justify;\">Some data archive procedures only check data integrity by doing a <strong>random check<\/strong> of a small sample of stored files. But, manual inspection of a few files will not detect\u00a0all\u00a0changes in data, such as a single character or number change in a text document, or a single or multiple pixel change in a photo file. It is useful for basic testing of file and device operation, but does not verify data integrity of all data, in all files, in the archive.<\/p>\n<h2 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"File_Checksum_or_Hash_Value\"><\/span>File Checksum or Hash Value<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p style=\"text-align: justify;\">Rather than doing a file compare, or sample manual inspection, a file may be read and a <strong>checksum<\/strong> or <strong>hash value<\/strong> may be calculated and saved for the file. When the file is copied to the backup location, a hash value may be calculated and saved in\u00a0the destination directory, or elsewhere. Then the hash of the source file is compared against the hash of the destination file. If a single bit, byte or more of data is incorrect, a data\u00a0error will be detected.\u00a0The system operator can investigate and correct the problem. \u00a0This will detect errors during\u00a0data transfers (<strong>data in motion<\/strong>), from the source to destination.<\/p>\n<p style=\"text-align: justify;\">Once a data transfer is successful, stored data (<strong>data at rest<\/strong>), must be tested periodically for data integrity. \u00a0Data loss might occur due to equipment, component, or <strong>media error<\/strong> or failure, virus, malware, hacker tampering, power surge, noise, radiation, magnetic field, ultra-violet light, static electricity, <strong>bit rot<\/strong>, organic dye decay on optical disk (<strong>CD<\/strong>, <strong>DVD\u00ae<\/strong>, <strong>Blu-ray Disc\u00ae<\/strong>), scratches or fingerprints on optical disk, <strong>flash memory<\/strong> storage cell discharge, moisture, spills, temperature, shock, bad connection, accidental file editing, overwriting, or deletion.<\/p>\n<p style=\"text-align: justify;\">Many errors are <strong>soft errors<\/strong> (temporary errors). Once they are detected, the file may be retrieved from a known good copy and rewritten\u00a0to the destination and verified.\u00a0If the error is corrected\u00a0by\u00a0the rewrite, it was a soft error. This cleaning process is known as <strong>data scrubbing<\/strong>. If the error remains, then it is a <strong>hard error<\/strong>\u00a0(permanent error), and the storage device or media needs to be repaired or replaced.<\/p>\n<p style=\"text-align: justify;\">Due to the\u00a0<strong>avalanche effect<\/strong> in the algorithm, a hash value calculated\u00a0on a file that has\u00a0had\u00a0only a single bit or byte change, will create\u00a0a major change in many digits of the hash value. So, minor changes in data do not go undetected. Hash values are one way. A given data file will produce a specific hash value, or <strong>message digest<\/strong>. \u00a0But, a hash value cannot be used to re-create the original data file. \u00a0The hash is only for error detection, not error correction.<\/p>\n<p style=\"text-align: justify;\">Security vulnerabilities found in some older, weaker hash algorithms have shown that sometimes different data files or messages can generate the same hash value, known as a <strong>collision<\/strong>. Newer, stronger hash algorithms have a high collision resistance, making calculating a collision message unfeasible with current computing technology.<\/p>\n<h2 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"Using_ExactFile\"><\/span>Using ExactFile<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p style=\"text-align: justify;\"><a href=\"https:\/\/www.abclegaldocs.com\/blog-Colorado-Notary\/wp-content\/uploads\/ExactFile-screen2.jpg\"><img decoding=\"async\"  class=\"alignleft wp-image-2938 size-full\" src=\"data:image\/gif,GIF89a%01%00%01%00%80%00%00%00%00%00%FF%FF%FF%21%F9%04%01%00%00%00%00%2C%00%00%00%00%01%00%01%00%00%02%01D%00%3B\" data-layzr=\"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/wp-content\/uploads\/ExactFile-screen2.jpg\" alt=\"ExactFile file verification Test Digest Report screenshot\" width=\"360\" height=\"410\" \/><\/a>ExactFile can generate and verify hash values on files, folders and sub-folders. Choose\u00a0<strong>Create Digest<\/strong> from\u00a0the menu\u00a0and then select the <strong>target\u00a0directory<\/strong> to generate a hash value for each file and store the results in a readable text hash digest file in a\u00a0specified directory.<\/p>\n<p style=\"text-align: justify;\">Once the hash digest file is created, choose\u00a0<strong>Test Digest<\/strong> to scan each\u00a0file listed in the digest file, calculate a hash value, and compare the calculated hash value with the stored expected hash value for each\u00a0file.<\/p>\n<p style=\"text-align: justify;\">In <strong>verbose mode<\/strong>, it will generate a report listing the number of files tested, the hash value, file name and the test result, success or failure, for each file.\u00a0With verbose mode turned off, only detected errors are reported.<\/p>\n<p style=\"text-align: justify;\">The file scanning and hash verification process is quick and can use <strong>multi-core processors<\/strong> to run faster. \u00a0If you have a dual-core, quad-core or other multi-core processor, it will speed up the process by parallel processing.<\/p>\n<h2 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"Fixity_in_Data_Backups_and_Archives\"><\/span>Fixity in Data Backups and Archives<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p style=\"text-align: justify;\">In a data backup or archive, it is important to pay attention to the total number of files, file name, file location, file size, and the data content of the files. \u00a0For <strong>permanent data storage<\/strong>, this is known as <strong>fixity<\/strong>\u00a0of a file or archive. \u00a0Make sure no files or folders have been added, deleted, modified, moved or renamed.<\/p>\n<h2 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"Choose_a_Strong_Hash_Algorithm\"><\/span>Choose a Strong Hash Algorithm<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p style=\"text-align: justify;\">ExactFile supports many types of hash values. <strong>MD5<\/strong>\u00a0(Merkle\u2013Damg\u00e5rd Message Digest algorithm 5, created in 1991 by Professor Ronald Rivest of MIT) is a popular, fast, 128-bit hash\u00a0value, but has known security vulnerabilities. It was replaced by\u00a0<strong>SHA-1<\/strong>, Secure Hash Algorithm 1, 160-bits, developed by <strong>NSA<\/strong> in 1995, but it also has security weaknesses. SHA-1 is being retired from most government uses.<\/p>\n<p style=\"text-align: justify;\"><strong>SHA-2<\/strong>, published by <strong>NIST\u00ae<\/strong> in 2002, includes <strong>SHA-256<\/strong>\u00a0(256 bit)\u00a0and\u00a0<strong>SHA-512<\/strong> (512 bit). Since 2014, SHA-2, with a minimum of 112 bits, is required for federal agencies by the\u00a0<strong>Secure Hash Standard<\/strong>, found in NIST <strong><a href=\"https:\/\/nvlpubs.nist.gov\/nistpubs\/FIPS\/NIST.FIPS.180-4.pdf\" target=\"_blank\" rel=\"noopener noreferrer\">Federal Information Processing Standard (FIPS 180-4)<\/a><\/strong>. \u00a0For very strong data integrity, businesses can choose to use the same SHA-2 hash algorithms used by federal agencies.<\/p>\n<h2 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"Download_ExactFile\"><\/span>Download ExactFile<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p style=\"text-align: justify;\">ExactFile is <strong>freeware<\/strong>, written by Brandon Staggs. Download a copy from StudyLamp Software LLC at <strong><a href=\"https:\/\/www.exactfile.com\/downloads\/\" target=\"_blank\" rel=\"noopener noreferrer\">https:\/\/www.exactfile.com\/downloads\/<\/a><\/strong><\/p>\n<p style=\"text-align: justify;\">To learn how\u00a0to use it, create a test folder with a few text files in it. \u00a0Run ExactFile on the test folder and study the generated hash digest file. \u00a0Then run a test using the digest file to scan the test files and check the report. There should be no errors. \u00a0It is easy to use and there is built-in help information.<\/p>\n<h2 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"Scheduling_File_Verification\"><\/span>Scheduling File Verification<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p style=\"text-align: justify;\">Running ExactFile after copying files to backup\u00a0storage will detect errors and give confidence that the backup was successful. \u00a0ExactFile does not include an automatic scheduler. A\u00a0calendar reminder should\u00a0be\u00a0set up to remember to manually run the file verification process on a <strong>schedule<\/strong>, such as once per month, quarter or year. \u00a0A single click in the Test Digest window can quickly test an entire folder and its sub-folders.<\/p>\n<h2 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"Benefits_of_an_Active_Data_Archive\"><\/span>Benefits of an Active Data Archive<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p style=\"text-align: justify;\">Testing backups periodically over the long term is a <strong>best practice<\/strong> for an <strong>archivist<\/strong>. It\u00a0creates an <strong>active archive<\/strong> with verified, reliable data integrity. If soft errors begin to increase, it is time to replace the storage drive or media before it fails permanently, with hard errors.\u00a0An active archive\u00a0prevents surprises of finding corrupt data or missing files during a crisis, and allows the system operator to find and correct problems during a scheduled data archive maintenance check.<\/p>\n<p style=\"text-align: justify;\">A passive archive, with no periodic checking, allows undetected data errors to remain dormant and accumulate, and may result in the retrieval, copying and use of bad data, or the total loss of important files.<\/p>\n<p style=\"text-align: justify;\"><strong>ExactFile<\/strong> is a free, useful, important, easy to use file verification tool.<\/p>\n<p style=\"text-align: justify;\"><span style=\"text-decoration: underline; color: #008000;\"><strong>Update<\/strong><\/span>: Another choice, offered for sale, for file verification, with an automatic scheduler, email notification, and fixity checking, is <strong><a href=\"https:\/\/www.avpreserve.com\/tools\/fixity\/\" target=\"_blank\" rel=\"noopener noreferrer\">Fixity software<\/a><\/strong> from AudioVisual Preservation Solutions, Inc.<\/p>\n<p style=\"text-align: justify;\">Visit our website for <strong><a href=\"https:\/\/www.abclegaldocs.com\/blog-Colorado-Notary\/mobile-notary\/\" target=\"_blank\" rel=\"noopener noreferrer\" data-slimstat-async=\"false\" data-slimstat-callback=\"false\" data-slimstat-tracking=\"false\" data-slimstat-type=\"2\" data-slimstat-clicked=\"false\">Colorado Springs Mobile Notary<\/a><\/strong>\u00a0services or <strong><a href=\"https:\/\/www.abclegaldocs.com\/blog-Colorado-Notary\/colorado-notary-training\/\" target=\"_blank\" rel=\"noopener noreferrer\" data-slimstat-async=\"false\" data-slimstat-callback=\"false\" data-slimstat-tracking=\"false\" data-slimstat-type=\"2\" data-slimstat-clicked=\"false\">Colorado Notary Training<\/a>\u00a0<\/strong>classes.<\/p>\n<p style=\"text-align: justify;\">\u00a9 Copyright 2016\u00a0 ABC Legal Docs, LLC\u00a0 All rights reserved.\u00a0 Do not copy.\u00a0 Citations welcome.\u00a0 Terms of Use apply.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>ExactFile File Verification for Backups, Archives ExactFile is a free file verification tool to check data integrity of file backups and archives. \u00a0File\u00a0backups must\u00a0be tested periodically to ensure data is not missing, damaged or corrupted. Studies show that 70% of businesses that suffer a major data loss, never recover, and go out of business. \u00a0For families storing precious memories on photos or\u00a0videos, and confidential records, loss of irreplaceable files causes emotional\u00a0distress. A comprehensive data backup plan includes file verification to detect problems early so they can be corrected before data loss or use of incorrect data occurs.<\/p>\n","protected":false},"author":1,"featured_media":2937,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[8,1093,1095,919],"tags":[1712,690,2068,374,150,2055,2060,2069,2047,2062,2051,2059,2058,2067,2064,2061,2049,2063,932,293,2065,2066],"class_list":["post-2935","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-how-to","category-product-review","category-security","category-tech-tips","tag-algorithm","tag-archive","tag-archivist","tag-backup","tag-best-practice","tag-bit-rot","tag-checksum","tag-collision","tag-data-integrity","tag-data-scrubbing","tag-exactfile","tag-file-compare","tag-file-verification","tag-fips","tag-fixity","tag-hash-value","tag-md5","tag-message-digest","tag-nist","tag-security","tag-sha-1","tag-sha-2","has_thumb"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.7 - 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