20110428 ARMA Amarillo Managing Your Records in 5, 50, 500 Years
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Transcript of 20110428 ARMA Amarillo Managing Your Records in 5, 50, 500 Years
Jesse Wilkins, CRMJesse Wilkins, CRMApril 28, 2011April 28, 2011
Digital documents last forever – or five years, whichever comes first.
--Jeff Rothenberg, RAND Corp.
The problem with digital information Approaches to digital preservation Strategies for long-term access
Records are not new Physical records last as long as you need them…
Preservation principles:◦Durable media◦Storage conditions◦Disaster protection
Durable media examples:◦ Acid-free paper◦ Silver halide microfilm
Storage conditions examples:◦ Controlled temperature◦ Low, constant, humidity
Disaster protection examples:◦ Fireproof vault
Numerous standards apply
Physical records need little or no technology Electronic records need a lot of technology:
◦ Servers and networks◦ Disk drives◦ PC and operating system◦ Monitor◦ ERM system software
Software and hardware evolve rapidly!
Media deterioration Hardware compatibility Software compatibility Security and encryption A word about standards
There are no archival-class media for storing digital information◦ Media can be damaged,
scratched, stretched◦ Substrate separation – the
chemical layer that stores the data separates from media
And if there were – it wouldn’t matter!
Technical obsolescence◦ 8” floppy disks, laser video discs
Generational changes◦ Floppy disks, CDs
Non-standard formats◦ ZIP drives, LS-120
Rapid rate of change
Between applications◦ Microsoft Word, Corel WordPerfect
Between platforms◦ Word, Word for Mac
Between versions◦ Word 1.0, Word 2010
Passwords can be lost Some applications don’t play nicely with
encrypted or protected files Some applications don’t
recognize security features -- and ignore them
Formal standards are agreed to by users, vendors, industry experts, and managed by standards organizations.◦ XML, PDF
Ad hoc standards are controlled by vendors or smaller groups and are considered standards because they are in widespread use◦ Microsoft Word
Standards protect the organization!
Analog storage System archival Emulation Conversion Migration Each has its own strengths & weaknesses
Analog storage suffers from a number of issues:
Search and retrieval issues Storage requirements and costs Data loss, particularly
for rich media formats Sheer volume of stuff
Maintain copy of original hardware, software, operating system, and records
Still run into issues with media and hardware lifespan
Centralizes access to locations with older systems
Increasing number of systems required to ensure access to everything
Difficult to ensure everything is taken into account
Virtual recreation of original environment Does not require any conversion Requires periodic refreshing of the
emulation environment Still have issues around media and,
maybe, hardware to read it Lots of work is being done in this area
Move from proprietary to standard◦ HTML to XML◦ Windows bitmap to JPEG or TIFF◦ Excel to ASCII text
Can be labor-intensive Often results in some loss of data
◦ Proprietary formatting◦ Rich objects, images, formulas, etc.
Digital media doesn’t last forever… …and neither does the hardware Media must be refreshed while it’s still
readable Very labor intensive Often results in loss of some information
◦ Migration over generations often more reliable than migration through generations
Domesday book written in 1086 In 1986, BBC created interactive
presentation using LaserVision LV-ROM
By 2002 the discs were unreadable
Through significant effort and the use of migration and emulation, the Domesday presentation remains available
Know your holdings◦ Current file formats◦ Future file formats◦ Physical storage conditions◦ Retention requirements◦ Value/importance
Develop strategy◦ Improvement of physical storage conditions◦ Investigation of media degradation actions◦ Creation of file format metadata ◦ Adoption of standard file formats◦ Adoption of preservation-related standards
Develop a migration plan Create a technology watch function
Capture information using no compression or lossless compression
Use standard file and media formats Select high-quality media that will last 5-
10 years Capture relevant metadata
Capture information using no compression or lossless compression
Capture information in standard formats or formal descriptions
Select high-quality media and plan for migration
Capture relevant metadata Do not use encryption or passwords on
individual documents
Capture information in standard formats or formal descriptions
Select high-quality media and plan for migration
Capture and embed relevant metadata Consider converting to analog Do not use encryption or passwords on the
individual documents
Digital preservation requires work Ultimately a question of tradeoffs
◦ Cost to preserve◦ Cost of not preserving◦ Exactly what must be preserved
Pursue multiple preservation strategies Standards can help preservation efforts
Jesse Wilkins, CRMDirector, Systems of EngagementAIIM
+1 (303) 574-0749 direct
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