digital preservation

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

Ohio History Connection partners with Preservica to safeguard permanent digital records

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Sharing this press release about OHC’s new partnership with Preservica to preserve digital records

For more than 50 years, the Ohio History Connection has worked with state and local government agencies to preserve the history of Ohio and its citizens. The state archives and the official memory of Ohio’s government are recorded through public records, documents and images. The mission of the Ohio History Connection is to spark discovery of Ohio’s stories by embracing the present, sharing the past, and transforming the future. In addition to operating the State Archives, the organization manages museums and historic sites, along with exhibits, and events.

“We applaud the Ohio History Connection in advancing its mission to safeguard long-term state electronic records, as well as providing citizen access to the rich history of Ohio,” said Mike Quinn, CEO at Preservica. “We are proud to partner with the Ohio History Connection and to see Preservica entrusted with a growing number of state archives across the U.S. We also work closely with the Council of State Archives (CoSA) and are thrilled that Preservica’s platform has the ability to serve the needs of the state archives community.”

In addition, the Council of State Archivists (CoSA) and Preservica share a commitment to digital preservation and broad access to government records. Preservica has been a proud corporate sponsor of CoSA since 2015, providing support for the State Electronic Records Initiative (SERI), CoSA’s flagship education and training program. This year, the Council of State Archivists (CoSA) and Preservica are collaborating to conduct survey research that will examine practices and gaps associated with interagency transfer of permanent electronic state government records.


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