It’s my first day back to work after the holidays so Happy new Year to all.
I wonder if anyone store their documents to a file share and if you do – do you have a business continuity programme to ensure electronic records are readily accessible and usable for as long as they are legally and operationally required.
New Zealand Defence Force
The easiest and most cost effective solution for a file share is to backup the share to a cloud provider (Azure, AWS, or Google).
A technical backup solution of any kind is probably the most cost effective way to ensure accessibility in technical tersm – remember to perform exercises on that you are actually able to retore it – and involved operational personel knows how to.
But using a file share for long term preservation do not have any control on mimetypes – so anything could be archived here.
And you are not in control on being able to view it again on a long term timeframe. Most suppliers gurantee their formats for 2 major version back wards – that is approx. 4-5 years. If you want to be sure you can view/re-produce it again then you need to have a strategy on converting files that are long term documentation in few selected long term approved formats as TIFF, PDF/a etc.
It is worth nothing to have aa backup solution so you can access the file – if you can’t view/reproduce the content as it was originally – some legislations even alks about you need to be able to view thedocument without reprocessing/the appearance need to be very close to the original in order to be considered acceptablæe in a court.
While the points you raised are absolutely valid, they relate to archive/preservation.
Geraldine asked about business continuity (disaster recovery) which is quite different.
Not something I was really well tuned into either until I was the solution architect for a BC/DR (Business Continuity/Disaster Recovery) project for a Telco.
Thank you for all your replies – really useful information.
On the technical back-up solution, we currently do not purge historical data from shared drives. I think that’s the easiest way but the question around readability and accessibility in 5-10 years is a bit tricky (e.g. unreadable WORD documents).
On converting the data to TIFF of PDF/A, we don’t have the capacity to convert tons of data to these formats unfortunately.
There must be a document on business continuity or disaster preparedness the AIIM community has come across in their IM work life.
Interesting to know if there is any you are willing to share.
New Zealand Defence Force http://www.nzdf.mil.nz
As a matter of fact I do, please have a look at http://www.elo.com
Samuel Nord ELO Digital Office GmbH