Document Management Systems vs. Digital Preservation Systems

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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.

National Archives and Records Administration Releases Digital Preservation Guidance

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Of interest to local and state agencies as we grapple with the long term management of electronic records in various formats, The National Archives and Records Administration is releasing its Digital Preservation Framework, following the release of drafts for public comment in September 2019, which consists of NARA’s approach to determining risks faced by electronic record files and plans for preserving different types of file formats. According to Leslie Johnston, NARA’s Director of Digital Preservation, “The framework is a set of documents that describe how we identify risks to digital files and prioritize them for action, identify the essential preservation characteristics for 16 different categories of electronic records, and plan for the preservation of over 500 file formats. The framework documents the National Archives’ current capabilities and practices, which will evolve over time.”

To read the full article, click HERE

National Archives and Records Administration Release of Universal Electronic Records Management Requirements, Version 2

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In April, the National Archives and Records Administration (NARA) released Universal Electronic Records Management Requirements, Version 2. This update includes a revised abstract, the addition of lifecycle requirements, a new transfer format requirements calendar and a glossary. Because of the increase in teleworking, virtual meetings and other online events, a commitment to compliance and best practices in ERM is more vital than ever. This resource can also provide a foundation of requirements for electronic management systems and software.