1. Beyond Paper: Records Preservation in the Digital World Nien-Ling Wacker, CEO LaserFiche Document Imaging www.laserfiche.com

2. Challenges in the Information Age Information Avalanche Increased Workload Limited Budgets Increased Demands for Instant Information Doing More with Less

3. Pros and Cons of Paper in Records Preservation Convenient Tool Always eye-readable Takes up Space Difficult to Control Access Subject to Loss & Damage Costly to Distribute

4. Pros and Cons of Microfilm in Records Preservation Takes Less Space Last a Long Time Erodes if not properly stored and maintained Difficult to Control Access

5. Hard to See Through the Paper Wall

6. A Perfect Time to go Digital Technology is Here Hardware is Affordable –Disk Space is Cheaper than Toilet Paper –Scanners, CDs, Jukeboxes are Commodities Packaged Software is Available and Proven

7. Moving Beyond Paper Digital Imaging –Documents Preserved –Records Searchable –Available to Entire Organization –Reduce Handling of Originals

8. Records Manager’s Concerns How can I Ensure that Digital Records will be Available in the Future? Will the Storage Media Last its Time?

9. Fundamentals Digital Archival - Records Must Be Eye Readable Open/Non-Proprietary Format Stored with a Viewer Stored on a Standard Media

10. Standard Format TIFF Group IV and ASCII Text

11. Available Storage Options RAIDs WORM Magneto-Optical CDs DVDs

12. Preferred Storage Media Hard Drive/RAIDs CDs

13. Expanded Role of Records Managers Architect of the Records Mgmt. System Keeper of the Records Implement Retention Schedules Records Migration

14. To Migrate or Not Life Expectancy of Media Compared with Retention Period for Document Consideration of Technology Change vs. Retention Period Make Sure Documents Are Eye Readable at Any Period

15. Digital Archiving Stored in TIFF IV and ASCII Text Achieve CDs with Viewer Electronic Documents Store Native Format for Convenience Archived to TIFF IV for Preservation

16. Doc. Retention Handling Documents with Same Retention Schedule Stored on Same Volume Portable Volume Archival to CDs with Viewer Ensure No Information on Backup Tape When Purging Electronic Records Scheduled Expunge or Migration

17. Document Security Integrity of Documents-Protected with Comprehensive Security Control: –Functions – Scanning, Printing –Folder and Document Access –Redact Words –Audit Trail

18. User-Friendliness Choose a System that your Staff will Love to Use Reduce Training Costs Increase Usage and Put More Records into the System

19. Intelligent Search Find Documents Based on What Information you Have –Folders –Index Cards –Intuitive Full-Text Search

20. Mandates from IT Work with existing infrastructure Adapt to future advances and ensure future availability Properly designed to minimize network traffic Proven system that’s stable and maintains data integrity Easy to maintain and use existing resources Be Able to Integrate with Other Software Applications and grow easily Internet strategy

22. Mandates from IT Work with existing infrastructure Open, non proprietary to adapt to future advances and ensure future availability Scalable to grow easily Properly designed to minimize network traffic Proven system that’s stable and maintains data integrity Easy to maintain and use existing resources Internet strategy

23. Open and Scalable Architecture Client-Server Architecture to Reduce Network Traffic Open and Scalable to allow Expansion and Records Preservation Integrate with Other Applications

24. Expand Via the Web

25. Break Down the Paper Wall

26. Benefits of Web Access Close the gap between filing cabinets and the Internet Documents can be dynamically posted as soon as scanned without any HTML coding Anyone with a web browser can access public documents through Internet Authorized staff can access internal documents without client software installed

27. Records on the Web A Growing Trend City of Bakersfield, Calif. www.ci.bakersfield.ca.us/weblink Collier County, Fla. www.clerk.collier.fl.us/weblink City of Martinsville, Va. www.ci.martinsville.va.us/weblink Caduceus, Inc. www.medreconline.com

28. Keys to Successful Records Preservation in the Digital World Digital Archiving Records Retention Comprehensive Security Intelligent Search User-friendly Open & Scalable Integrate with Existing Systems Web Access Proven track record

29. QUESTIONS