Maintaining Digital Records: Permanent vs. Short Retention Periods

If you are effectively maintaining digital records, can you dispose of the original, hard copy documents?

Public entities have the authority to decide in which medium they will maintain their records and can create schedules that divide a records series’ retention period based on storage location or media type. For example, a public entity’s record retention schedule could require it to “maintain the paper version of a record until it is scanned and quality control checked, then dispose; retain electronic version for 10 years.” 

However, if records are required to be maintained permanently, public entities are discouraged from maintaining solely in a digital format. The Ohio History Connection has issued a statement on maintaining digitally imaged records permanently which states its recommendation that any digitally imaged records of permanent value also be maintained in either paper or microfilm format. There are several reasons for this recommendation because the technology surrounding electronic records are in a continuous state of change. Any record in electronic format cannot be considered stable and capable of remaining reliable, authentic, and accessible over any long-term or permanent retention period.

The Ohio Electronic Records Committee has also put together several resources that provide information on the requirements, guidelines, and best practices for digital document imaging projects. You can view these resources here: Document Imaging – Ohio Electronic Records Committee (ohioerc.org).

New Blockchain Tip Sheet Published

Check out the newest Blockchain Tip Sheet published in the Blockchain Technology Guidelines on the Ohio ERC site.  Blockchain Project Conversation Starters is the third tip sheet on Blockchain and serves as a guide to help records managers and archivists surface key recordkeeping and preservation issues when their organization is embarking upon blockchain projects. The document provides an overview of blockchain, general terminology, the life-cycle of records on a blockchain, among other concepts.

Document Management Systems vs. Digital Preservation Systems

In order to determine what type of system fits your needs it is important to understand Document Management Systems and Digital Preservation. Though similar there are differences.

A document management system governs the creation, editing and use of active records for the duration of their retention period.  A digital preservation system maintains records after they are no are longer actively used but need to be retained long-term for their historical value. This can also be described as items that are stored.    

Both systems connect the user to records, allow the creation, editing and sharing of records and allow the retention and disposal of records per their retention schedules. 

Ohio ERC has developed an informational tip sheet to provide further guidance on this topic. CLICK HERE to view this new resource.