Electronic Records and Imaging Problems, complexities and options.
Post on 15-Dec-2015
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General - terms• Born Digital = created in an
electronic environment– i.e. emails, word.docx
• Digitized = created in a non-electronic environment and converted to an electronic means– i.e. scan of a signed form
• Digital Object = any electronic file, regardless if it is an official record.– Example: draft of a speech, some
logos
• Electronic Record = a digital object that is an official record based on a retention schedule.
Justification
• A record is a record regardless of format– Public Records act does
not specify formats– Legal considerations
• Public Records Act• Uniform Electronic
Transactions Act• FOIA• Litigation discovery
• When to start?– Immediately
Policy Development
• Essential starting point• Controlled access to
official records• Restrictions to editing• Naming conventions• Audit trails• Metadata to retain
about the record• Documenting the system
EDRMS/ERMS
• EDRMS: Electronic Document Records Management System
• ERMS: Electronic Records Management System
• Not the same as a CMS (Content Management System)
• Example 1, Example 2
EDRMS/ERMS
• EDRMS guidelines: Trustworthy Information System (TIS) guidelines– Guidelines available at the
Archives website– Helps inform policy decisions– TIS does not condone a
specific provider/product– Provides a checklist to guide
decision-making process
Example TIS Criteria• Internal/external security
options• Ability to document how
the system works• User identification• Audit trails for each record
Other EDRMS standards• Interpares Project
– International project regarding preservation of electronic records
• ISO 15489– International Standards
Organization guide to proper records management and record-keeping systems
• DoD 5015.2– Dept of Defense guidelines for
system functionality– Many systems compliant with
these standards
• http://www.interpares.org/
• http://www.iso.org/iso/home.html
EDRMS – to consider
• Exportability– Can you get a copy of
the record from the system for transfer to other agencies/people?
– Example: can you send an electronic copy of the record to the archives with all the required metadata?
• Exit strategy– When the system is
outdated or no longer used, how will you get all of the data out?
– Built into contract?
Defined
• Metadata is…– Descriptive information
use to keep track of and understand a record or digital object.
– Includes analog records• Example: paper
filing system– Often embedded in the
digital object during creation
What is XML?• XML is…
– A way to show metadata using <p>tags</p>
• Example from Archives<eadid countrycode="US" mainagencycode="US-654321“ url="654">S00001</eadid>
<filedesc><titlestmt>
<titleproper>House of Representatives. Medical, Military, Public and Municipal Affairs Committee.<num>S165230</num>
</titleproper><author>Brian Thomas</author><sponsor>SCDAH</sponsor>
</titlestmt><editionstmt><p>1st</p></editionstmt><publicationstmt>
<publisher>South Carolina Department of Archives and History</publisher></publicationstmt><seriesstmt><p>1st</p></seriesstmt></filedesc>
Metadata standardization
<titlestmt><titleproper></titleproper><author></author><sponsor></sponsor>
</titlestmt><titlestmt>
<titleproper></titleproper><author></author>
</titlestmt>
• Why comply?– Interoperability with
other systems– Usability for the
public
TIS guideline
• TIS metadata recommendation:– Agent/Agency– Rights Management– Title– Subject– Dates
– Level of Control– Identifier– History (management)– History (format)– Location
What is the record?
• There can be only one…official record– The rest are
use/convenience copies
• Need to identify who owns official record
• Records are not tied to a specific medium
• Need to create a strong definition of what is or isn’t a record in your agency
Digital Preservation
• Agency responsible to preserve electronic records
• Need to ensure accessibility over time• Migration to newer formats• Determine essential record characteristics– i.e. is it a picture or a document?
• HIGHLY RECOMMENDED: metadata about electronic records system and format.
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Databases• Is the database or the output
of information from the database the official record?
• Does the database contain information that is not included in the retention schedule?
• Does the database have everything?
• If the database is the official record, can you recreate the output files without the current management system?
Does This Have All Of
The Official Record ?
Imaging
• What is imaging?• The SCDAH defines as: the conversion of paper
records to another format. • Usually– Microforms– Electronic/digitized
Microform
Pro• Slim storage• Security deposit for
permanent records at the Archives
• Physical medium with long lifespan
• Can convert digital records to microforms
Con• Cost – need to select a
vendor• Need a reader specific to
type. Maintain machine• Controlled environment• Loss of information
Digitized records - costs
• Up front costs– Scanning equipment– Storage environment– Software
• Long-term costs– Migration of records– Obsolescence – Proprietary issues– Continued maintenance
Digitized records
Pro• Integration into existing
electronic records systems• Easy Access
Con• Continual Monitoring for
usability• Obsolesense • Longevity of medium• Currently, no deposit with
the Archives– But…
SCERASouth Carolina Electronic Records Archive
• What is it?– Repository for Electronic
Records– For permanent records
that will be transferred to the State Archives
• What it isn’t– Not for records that are
scheduled for destruction
– Not for draft copies– Not for active or evolving
electronic records
SCERA-Services
• Storage of Permanent electronic records• Technology monitoring for electronic formats• Migration to newer formats when necessary• Remote access point for permanent records
Other Service Providers
• Services available for current electronic records– Not specified by records management division– Division of State Information Technology
• (part of the Budget and Control Board)• For remote back-up and storage of electronic records
– Other vendors available for cloud and remote storage
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