digital preservation

OhioERC-Sponsored Presentation for Electronic Records Day

by

The Ohio Electronic Records Committee is partnering with Miami University, Greene County (OH) and Preservica to host a free Electronic Records Day webinar. Please share this with your organizations and others involved in records practices as well as administration, IT.

The event is Monday, October 10th from 12:00-1:00 EST and features Lori Ashley (Preservica) and Robin Heise (Greene County). Click here to register

“Here Today, Gone Tomorrow“

Government information ecosystems are complex and dynamic while recordkeeping obligations are long-standing and robust. Public sector institutions at all levels increasingly rely on electronically stored information created in dozens of applications and managed in hundreds of file formats to deliver services and provide access to government records. But digital information is more fragile than its analog counterparts and subject to ever changing technology environments. This reality can put the authenticity and usability of long-term (10+ year retention) and permanent electronic records at risk.

This presentation sponsored by the Ohio Electronic Records Committee will compare and contrast document management systems and digital preservation systems. The major workflows used to future-proof permanent and long-term electronic records and their essential metadata will be described. A Records and Archives Management case study from Greene County will be shared to bring to light essential differences between document management and preservation systems. We hope to see you join us!

REGISTER HERE for “HERE TODAY, GONE TOMORROW”

Document Management Systems vs. Digital Preservation Systems

by

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

by

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