Small Steps for Digital
Preservation
ARMA Meeting
January 15, 2015
Linda Reib
Electronic Records Archivist
Archives and Records Management Branch
Arizona State Library, Archives and Public Records
A Division of the Arizona Secretary of State’s Office
Storage & handling
of original media
Think Small Steps
vs.
Metadata
Migration &
Preservation planning
Disaster &
recovery plans
Records Rules
Records Rules
http://www.azlibrary.gov/arm/schedules-standards-forms-and-guidance
Value of Records
Administrative
Fiscal
Legal
Historical
Retention
Schedules
Cheat
Sheet
Email
Email
Retention Schedules
http://www.azlibrary.gov/arm/retention-schedules
Two Ways
Born Digital
Scanned to Digital
Scanning Records
Imaging or Digitization
The Process
• Identify the records
• Create basic plan
• Complete Imaging Request form, if
a government entity
• Proceed, once approved
• Review or QC the Images
Note: Scanning records does not constitute
permission to destroy original record.
There is also standards for photographs, with others on the way.
Training
http://www.azlibrary.gov/arm/programs-training-and-presentations
Now Its All Electronic
Characteristics of Trustworthy Records
Authentic
Integrity
Reliabile
Usable
Photo: Paramount Pictures
19
You will need a team!
Creator
Legal
IT
Records Manager
Risk Management
Library, Archives and
Public Records Staff
Basic Components
Record/Data
Metadata
Documentation
21
Standards for Permanent Records
Good for long term records too!
Standard – Index
Avoiding the pitfalls
Records Identification
Permanent Storage Plans
• Keep in house.
• Send to State Archives.
• Use a contractor or vendor.
• Agency or company is
sun-setted or closed.
Security & Privacy
Is this
photograph
authentic and
admissible?
Security & Privacy
Common Restrictions
 Statutorily confidential or
privileged
 Family Educational Rights
and Privacy Act (FERPA)
 Health Insurance
Portability and
Accountability Act (HIPAA)
 Records sealed by Court Order
 Always comply with Court
Orders
 Medical and mental health
records
 Students’ records
 Birth and death records (Vital
Records)
 Adoption records
Correspondence with Attorney
Protected by Attorney-Client
privilege
In your office, what records are restricted and why?
Migration and Preservation Planning
• Nothing keeps forever.
• Have a plan.
• Consult with consultants
or specialist.
– Make sure they really
knows what they are doing.
– Quality Control, check all
their work and yours.
• Keep original if possible.
Migration and Preservation Planning
• Preservation of digital copy
– Security.
– Backup (off site, 2 different media, tested).
• Migration Plan
– Check accessibility, schedule.
– When will you need to refresh media?
– When will you need to move to next file format?
Accessibility & System Architecture
• Migration of systems,
storage media and
formats.
• File Formats
• Public Access
Word for DOS
Word for Windows 1 & 2
Word 95
Word 97
Word 98
Word 2003
Word 2007
Word 2010
Word 2013
What’s Next?
File Format Issues
Metadata & Version Control
• Metadata and indexing
• Record Version Control
Importance of Documentation
Just the Data….
MK12345P2A535Jones&Co.20004456799
Data Made Meaningful With Documentation:
MK12345P2A535 Jones&Co. 200044 1999
Project #
Client Product Date
Storage of Media
Storage of Media
Environmental
Controls
Label and Boxing
Insects, mold and rust can damage computer media
These images were scanned from photographs and
written to a “archival” CD 5 years ago.
Media Storage & Handling Guidelines
Disaster Recovery & Backups
1. Disaster recovery procedures as a minimum should adhere to Statewide IT
Disaster Recovery Planning (DRP) Standard http://aset.azdoa.gov/.
2. Disaster recovery and continuity of operations plans must specifically include
record series and the system it resides on in order to safeguard and preserve the
series.
3. Backup procedures must be in place and adhere to Statewide IT Backup
Standard http://aset.azdoa.gov.
Note: Backups are disaster recovery tools.
Backups do not provide adequate ability to
retrieve, access or manage records for preservation.
Preventive Measures
• Maintain backup copies in a remote location
• Retrieving data from undamaged backups is easier and cheaper than
salvaging damaged media.
• You may not have access to the building for days.
• Avoid storing electronic media in basements or near power
sources.
• Avoid storing boxes of electronic media on the floor.
• Avoid placing computers or media directly under pipes.
• Record desktop computer serial numbers and link to staff
assignments.
• First responders may move computers around
• If purchasing a fireproof storage vault, select one that is ULrated for electronic media.
• Paper burns at 451° F, but media start melting at 125 °- 150 ° F
Annual Review
Small Steps
Storage & handling
of original media
Metadata
Migration &
Preservation planning
Disaster &
recovery plans
Resources
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Arizona Archives and Records Management Branch
http://www.azlibrary.gov/arm
Arizona Attorney General’s Agency Handbook
https://www.azag.gov/agency-handbook
NISO – Understanding Metadata
http://www.niso.org/publications/press/UnderstandingMetadata.pdf
NIST Special Publication 800-53
http://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-53r4.pdf
ISO 14721:2012 – Open Archival Information Systems
http://www.iso.org/iso/home/store/catalogue_tc/catalogue_detail.htm?csnumber=57284
ISO 16363:2012
http://www.iso16363.org/
• Arizona Department of Administration – Arizona Strategic Enterprise Technology
https://aset.az.gov/
• DAMA (Data Management Association) – Phoenix
http://dama-phoenix.org/
• Rainbow Donuts Café
http://www.rainbowdonutscafe.com/
Resources
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Sound Directions (Harvard & Indiana University)
http://www.dlib.indiana.edu/projects/sounddirections/papersPresent/index.shtml
Vermont Folklife Center
http://www.vermontfolklifecenter.org/archive/preservation-resources.shtml
International Association of Sound & Audiovisual Archives
http://www.iasa-web.org/
UC Davis - Care and Handling of Alternative Media
http://www.lib.ucdavis.edu/dept/preservation/altmedia.php
Texas Commission on the Arts – Video Identification & Assessment Guide
http://www.arts.texas.gov/wp-content/uploads/2012/04/video.pdf
Digital Media Group (DMG) – CD and DVD Archiving – Quick Reference Guide for Care and
Handling
http://www.itl.nist.gov/iad/894.05/docs/disccare.html
NIST Special Publication 500-252 – Care and Handling of CDs and DVDs – A Guide for Librarians
and Archivists
http://www.itl.nist.gov/iad/894.05/papers/CDandDVDCareandHandlingGuide.pdf
Linda Reib, CA, PMP
Electronic Records Archivist
Arizona State Archives
archives@azlibrary.gov
602.926.3720
Or
Records Management Center
rmd@azlibrary.gov
602.926.3815
http://www.azlibrary.gov/arm