Long Term Preservation of Electronic Records

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Hi Dear

I am currently working in the development of a Records Management policy and want more information about which type of media and format we should store the record for long time preservation, independently of changes in technologies.

Regards,

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Banco General S.A., Panama
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@Hemaben Patel, I would suggest you check out Preservica.

 

Thank you very much, very useful resources. Yes, i am looking for guidance, we already have a records management system.

|egards,
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Banco General S.A., Panama
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A records management system is almost NEVER an archive system. RM systems manage retention. Archives manage long-termpreservation.

 

Thank you Lorne. I will consider what you mention in this post. In this instance we are initiating with this stuff and maybe gradually think in a formal archiving system.

Regards,

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Banco General S.A., Panama
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The International Standard (ISO 14721:2010) provides a framework for the understanding of archival concepts needed for preserving electronic records and information over the long term. It has seven functional entities. The Standard addresses seven functions: ingest, archival storage, data management, archive administration, access, preservation planning, common services.

My company has millions of long lived records which are critical to the ongoing work of the company and must remain useable over time. (e.g. engineering drawings with retention of ten years past end of life on the asset which may be hundreds of years). There are two key considerations:

1. The most important is making sure the document remains useable over time. We save long lived records to PDF/A archival format (this is the ISO Standard). These need to remain useable regardless of what technology or system they are stored in or where they are stored (on premise, cloud, etc.).
2. Digital obsolescence (will the hardware and software be available to open the document). This requires work with your IT department on an ongoing bases as technology changes.

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BC Hydro
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Hola 631-0@Hemaben Patel, I would suggest you also the spanish company Libnova ; and If you are interested in preserving digital information on film support you can also look at PIQL‘s solution.

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Inforarea, Madrid- Spain
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For those interested in open source tools, I recommend checking out those developed and made available as part of the E-Ark project: http://www.eark-project.com/resources/eark-tools . The tools themselves are available on GitHub and support the various preservation processes.

Good morning,

As a senior IM analyst for the Department of National Defence, I am responsible for the development and oversight of a digitizing programme, in which we have been granted the authority to destroy physical source information resources after it has been imaged. Since these resources existed as a physical format we need to ensure that the electronic format developed will be able to be accessible in time, considering some resources are transferred to our Library and Archives for enduring retention. The format we have selected is from the ISO standards on imaging, which indicate that Adobe PDF/A is the current best practice for enduring preservation. Adobe has developed three types of PDF/A (1, for text; 2, for images; and 3 for both) – we currently only have the software and bandwidth to manage PDF/A1, but are moving towards PDF/A3 I the relatively near future.

Thank very much Michelle

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Banco General S.A., Panama
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Dealing primarily on the Tape Backup side of things with regards to archiving, I find the information in this thread is invaluable!

Thank you!

A number of things to keep in mind for long term preservation:
1) The length of time can be long as mentioned in a previous discussion especially Engineering drawings for deployed equipment, so preservation using a known standard is recommended.
2) For electronic items targeted for the archive we preserve the native format along with the converted format (PDF/A) at least until we know the native format is no longer supported.
3) Note for imaging of items in support of Defense contracts (ref previous comment) the DFAR suggests retaining the original for a year to ensure both image and imaging equipment integrity.
4) To Lorne’s comment we use a Record Management system in conjunction with an Archive system, but they are two distinct systems with an interface for the purpose of managing retention. The archive solution can then be specifically be designed for long term.
5) If imaging large format drawings, then a variety of options are available, however, if you are imaging artwork (e.g., circuit card layouts) then the imaging must be precise, so keep that in mind.

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Raytheon
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Hi Steven,

Thank you for your additional comments, I would like to add some further details: .

2) For electronic items targeted for the archive we preserve the native format along with the converted format (PDF/A) at least until we know the native format is no longer supported. Any items created in a digital format, we retain as their native format – considering the metadata that is saved with the native format during creation – saving as an alternative format discards those metadata elements.
3) Note for imaging of items in support of Defense contracts (ref previous comment) the DFAR suggests retaining the original for a year to ensure both image and imaging equipment integrity. I work for the Canadian National Defence, and we chose to follow ISO/AIIM standards and use a 30 day retention period of the physical original, this allows for network backups, and the originator to verify the electronic record for accuracy and validity.
5) If imaging large format drawings, then a variety of options are available, however, if you are imaging artwork (e.g., circuit card layouts) then the imaging must be precise, so keep that in mind. I find this comment interesting, as our Library and Archives has deemed these types of originals to be of “intrinsic value” and therefore we cannot ‘digitize’ the information resources, we can only scan (meaning that the originals cannot be destroyed after imaging).

There’s also a legal element in retention that has to be resolved, such as in this example: I’m a logistics engineer in Northrop Grumman sustaining the USAF E-8C Joint STARS aircraft, which uses a Boeing 707-300 airframe to fly the latest navigation, communication, and surveillance equipment. While Boeing stopped building 707’s, we still need to repair or replace 707 airframe parts. There’s now a capability to 3D print metals for sustaining the airframe, but Boeing maintains ownership and can prevent it. This is just one example of document retention: we now have the capability to reimage 707 airframe parts from their old 1950’s assembly drawings into 3D images that can be used for 3D printing input as well as upgraded reference documentation as part of a fully stitched digital twin of the 707 airframe. But what if Boeing decides against it, since it’s in their rights? Document retention is one thing. Using the retained documentation is yet another. Is that also something that AIIM has to consider?

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Northrop Grumman Corporation
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What an interesting question…. As DND has a multitude of drawings from various suppliers (Northrup, General Dynamics, Lockheed, etc, ect) on many, if not most of our equipment resources, from land air and sea, and considering the technological developments – as you mentioned – taking drawings into 3D drawings, to 3D printing = new parts no longer manufactured by the originating supplier. And as Val you stated “What if a supplier decides against this type of usage, since it’s in their rights? Document retention is one thing. Using the retained documentation is yet another. Is that also something that AIIM has to consider?” This is a very good question that an answer would be greatly appreciated.

For cases where we are developing 3D models we retain both drawings and list parts as interchangeable on the drawing. However, typically we will need to re-qualify the 3D parts before we can substitute them in.

We will also tend to re-qualify for condition below if we digitize artwork. Although re-qualification may be costly, the advantages may pay off in the long run.

5) If imaging large format drawings, then a variety of options are available, however, if you are imaging artwork (e.g., circuit card layouts) then the imaging must be precise, so keep that in mind. I find this comment interesting, as our Library and Archives has deemed these types of originals to be of “intrinsic value” and therefore we cannot ‘digitize’ the information resources, we can only scan (meaning that the originals cannot be destroyed after imaging).

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Raytheon
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Do you an IT Division or what type of electronic records do you have and how do you store them. Is your storage needs in megabytes, gigabytes or terabytes.How often do you need to get information from these data base storage devices
Look at SCSI or Sata storage devices as they are quite cheap today now that newer storage devices are on the market.
Any questions, please Email or call

Creative Technology and Management Services

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