Basic Electronic Records Management and Preservation

Basic Electronic Records Management and Preservation
NAGARA/COSA Annual Meeting Nashville, TN July 13, 2011

Mark Myers Electronic Records Archivist Public Records Division,
Kentucky Department for Libraries and Archives Phone: (502) Ext. 244 7/13/2011

What is Electronic Records Retention?
“The act of retaining computer-based records in digital storage media for specified, predetermined periods of time commensurate with their value, with subsequent disposal or permanent preservation as a matter of official organizational policy.” Stephens and Wallace Electronic Records Retention 7/13/2011

Records Management-Archival Principals
Records Should be Clearly Identified Records Go Through “Stages” in their “Life Cycle” Records Should be Scheduled for Disposition Inactive Records Should be Placed in Low-Cost “Records Center” Storage Records Should be Destroyed in the Normal Course of Business Archival Records are Managed at the Aggregate or Group Level Records are Appraised for their Evidential and Informational Value Arrangement is Based Upon Provenance and Original Order Preservation Involves Both Physical Property and Intellectual Content Access to Historical Records is Key to the Archival Mission 7/13/2011

Records Management Challenges
If you’re like most governments . . . Tradition of under investing in records management The whole employee base is affected Records are all over the place Systems weren’t designed for records management Tend to operate in functional silos Nobody is in charge to the whole program The problem’s getting bigger every day 7/13/2011

Operational Challenges of Electronic Records
Increasing proliferation of electronic records Ease of duplication and dissemination Limited control Instantaneous change / updates Lack of systematic indexing or classification Old legacy systems that need to be updated Processes are automated without considering recordkeeping needs System resources, not records, are managed 7/13/2011

What is a Record?

What is Information? “Communication of knowledge”
Robek, Brown & Stephens, Information and Records Management, 4th ed 7/13/2011

What is Information? Types of information:
Static vs Dynamic Recurring vs Nonrecurring Action vs Nonaction Internal vs External Characteristics of Information: Human Readable vs Machine Readable Active vs Inactive Official vs Nonofficial Documentary vs Nondocumentary Types of information: Static – Nonchangeable Dynamic – Can be manipulated, updated, changed easily Recurring – created or generated at regular intervals Nonrecurring – Created on a one-time basis for a specific purpose Action – Requires immediate action by the recipient Nonaction – Is for informational purposes only Internal – Created within the organization External – Received from outside the organization Characteristics of information: Active – Used frequently Inactive – Not required for immediate use but has to be maintained for some purpose Official – The “record copy” or official version of an organization’s business Nonofficial – Duplicate copies or for reference purposes only Documentary – Recorded on some type of medium for future reference Nondocumentary – Not recorded and usually obtained verbally or through observation 7/13/2011

What is a Document? “Recorded Information or object that can be treated (or filed) as a unit.” Taken from ISO 15489(1) – Information and Documentation-Records Management 7/13/2011

Records as Evidence Federal Uniform Rules of Evidence, Article VIII, Rule 803 (6) Hearsay exceptions Records of regularly conducted activity. A memorandum, report, record, or data compilation, in any form, of acts, events, conditions, opinions, or diagnoses, made at or near the time by, or from information transmitted by, a person with knowledge, if kept in the course of a regularly conducted business activity, and if it was the regular practice of that business activity to make the memorandum, report, record, or data compilation, all as shown by the testimony of the custodian or other qualified witness, unless the source of information or the method or circumstances of preparation indicate lack of trustworthiness. 7/13/2011

Records as Evidence Kentucky Rules of Evidence, Rule 1001 (1)
Writings and recordings. "Writings" and "recordings" consist of letters, words, or numbers, or their equivalent, set down by handwriting, typewriting, printing, photostating, photographing, magnetic impulse, mechanical or electronic recording, or other form of data compilation. 7/13/2011

Public (Government) Record
KRS defines a public record as: “all books, papers, maps, photographs, cards, tapes, disks, diskettes, recordings and other documentary materials, regardless of physical form or characteristics, which are prepared, owned, used, in the possession of or retained by a public agency.” 7/13/2011

Public (Government) Record
TCA (6) defines a public record as: “. . . all documents, papers, letters, maps, books, photographs, microfilms, electronic data processing files and output, films, sound recordings, or other material, regardless of physical form or characteristics made or received pursuant to law or ordinance or in connection with the transaction of official business by any governmental agency” Now we know that a record is documentation of a transaction. Here is the type of record that means the most to you. Essentially a “Public Record” is a record that documents the transaction of a public, or government agency. Note that this definition says that all documentary are records regardless of physical form or characteristics. This means that a record is record regardless of whether it is paper, map, photo, computer, etc. What makes it a record – Content, Structure, Context – is the same for all forms. [Next] 7/13/2011

National Archives and Records Administration
“Records. Includes all books, papers, maps, photographs, machine-readable materials, or other documentary materials, regardless of physical form or characteristics, made or received by an agency of the United States Government under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government or because of the informational value of data in them. (Source: 36 CFR )” 7/13/2011

Business Record A record created, received, and maintained as evidence and information by an organization, in pursuance of legal obligations or in the transaction of business. Taken from ISO 15489(1) – Information and Documentation-Records Management 7/13/2011

What is an Electronic Record?
Uniform Electronic Transaction Act (UETA) defines electronic record as: “a record created, generated, sent, communicated, received, or stored by electronic means.” “Computer Record!” (UETA) Model Law passed in 47 states (as of July 2011) Follows the federal E-SIGN Act Validates the use of electronic records, and electronic signatures Excludes certain types of transactions – notably Real Property So, we have talked about what constitutes a record, and a public record. So “What is an Electronic Record?” [Enter] An electronic record is a record – as we have already defined it – basically on a computer. The KRS this definition comes from is interesting: [Enter] - Could leave this out if need to KRS is the Uniform Electronic Transaction Act This act is a uniform model law that has been adopted by about 30 or so states, at present. It follows the Federal E-Sign Act which does the same thing for interstate transactions. This law says that if both parties to the transaction agree, it can be conducted electronically and that just because it is electronic it isn’t any less valid. It doesn’t dictate that the transaction has to be electronic, it just says that if it is – it has the same legal standing. It also authorizes the use of electronic signatures, and says that they are just as legal as a written signature. A problem with this law is that while it legalizes electronic signatures it doesn’t define what an electronic signature is. To date this law not been effectively challenged in court. [Next] 7/13/2011

States and Territories that have enacted UETA
(Source: National Conference of State Legislatures, July, 12, 2011) 7/13/2011

Characteristics of Records?
Content - What information (data) does the record contain? Structure appearance and arrangement of the content Context - Who created the record, when, why and for what purpose? How it relates to other records. “Data” “Metadata” 7/13/2011

Characteristics of a Record
Regardless of Format Paper Microform Electronic Records Digital Imaging Audio/Video Physical Objects (Artifacts) Eye Readable Machine Readable 7/13/2011

Characteristics of Electronic Records
Born Digital Have always been created electronically, Records previously produced in hard copy that are now produced electronically Hard copy records that are being reformatted into an electronic form Imaging Electronic Records come in 3 varieties: Born Digital – Like an Internet database Records Previously in Hardcopy – A paper form that is now has an electronic version Hardcopy to Digital – Scanning. Ask: You all understand what I mean by hardcopy – paper or microfilm? [Next] 7/13/2011

Records Life Cycle Birth - Creation or receipt Working life
Active records – accessed more than 1/month Inactive records – less than 1/month Death - Ultimate disposition (destruction or transfer to an archive) 7/13/2011

Questions?

Designing an Effective Records Management Program
“Information which is not communicated is valueless, and information that cannot be found is similarly worthless.” Robek, Brown & Stephens, Information and Records Management, 4th ed

What is a Records Management Program?
Records Inventory Records Retention Schedule Active Records Management Electronic Records Management Inactive records management Records Disposition Record Destruction Archival Record Management Vital Records Protection Disaster Recovery Planning 7/13/2011

Creating a Records Management Program
Step 1: Ensure Accountability and Management Obtain management support!!! Appoint a records officer Form a Records Management Team All major stakeholders: IT, Legal, Fiscal All departmental units Management & Staff 7/13/2011

Step 2: Assess your Starting Position Records Inventory All records – paper, electronic Examine existing policies & procedures Current capabilities Identify high-risk areas Regulations, business operations, litigation 7/13/2011

Step 3: Records Retention Schedule Foundation of the program Sets minimum retention periods Covers all media Clear destruction procedures Always being updated Need to set clear, defined retention periods. Balance legal & operational needs Have update procedures As regulations change 7/13/2011

Records Retention Schedule
Establish Retention Periods Operational/Administrative Value Fiscal Value Legal Value Historic Value Balance Legal and Operational use IT and cheap storage 7/13/2011

Other Considerations Is this a vital record?
Volume - Annual accumulation Access/Reference Rate Input and output records Date span Formats Is this information summarized anywhere else? Reference rate – is this information staff is unlikely to utilize after a given period of time? Other methodological frameworks Cost/Risk – Benefit analysis Retention options 7/13/2011

Step 4: Implementation Process not an event Get a win early Start with paper records Protect High-Risk areas Ensure compliance Policies & Procedures Training & Education 7/13/2011

Why Develop a Records Management Program?
Measure the cost savings from: Better Access & Control Retrieve info quickly and efficiently Use the right information technology for the right reasons. Retain the records needed as evidence Managed Retention Gets rid of obsolete records. Lower storage costs IT & Paper storage Store records safely and securely. 7/13/2011

Objectives of a Records Management Program
Active Records Management Classification and filing system Optimal location Official file stations Optimal storage medium Proper access & security controls Active Records: Records Accessed at least once a month 7/13/2011

Objectives of a Records Management Program
Inactive Records Management Low cost – high volume storage Can be off-site Can be handled by 3rd party Slower Access/Retrieval Designed for long-term records Inactive Records: Records accessed less than once a month 7/13/2011

Policies & Procedures Define Policy Scope Control Access & Use
Access Procedures Appropriate Content Indexing & Naming Security & Passwords Retention & Destruction Regulatory & Compliance considerations Implementation How to destroy Approval process 7/13/2011

Issues in Managing Electronic Records

What is Electronic Records Retention?
“The act of retaining computer-based records in digital storage media for specified, predetermined periods of time commensurate with their value, with subsequent disposal or permanent preservation as a matter of official organizational policy.” Stephens and Wallace Electronic Records Retention 7/13/2011

Types of Electronic Records
Complex structured data Relational database (Oracle) Object oriented database (e.g. MS Access) Semi-structured text records Electronic mail database Unstructured files Word processing files Text databases (Notes, litigation support) Software dependent systems GIS Imaging systems 7/13/2011

Characteristics of an Electronic Record
Four essential characteristics: Authenticity-A record must be what it purports to be. Reliability-A record must be a full and accurate representation of the transactions, activities, or facts to which it attests. Integrity-A record must be complete and unaltered. Usability-A record must be able to be located, retrieved, presented, and interpreted. 7/13/2011

Authenticity + Reliability = TRUST
7/13/2011

Authenticity & Reliability
“Virtually all determination of authenticity or integrity in the digital environment ultimately depends on trust. We verify the source of claims about digital objects or, more generally, claims about sets of digital objects and other claims and, on the basis of that source, assign a level of belief or trust to the claims.” Clifford Lynch, “Authenticity and Integrity in the Digital Environment: An Exploratory Analysis of the Central Role of Trust.” CLIR 7/13/2011

Authenticity &Reliability
“An authentic record is one that can be proven to be what it purports to be, to have been created or sent by the person purported to have created or sent it, and to have been created or sent at the time purported. “To ensure the authenticity of records, organizations should implement and document policies and procedures which control the creation, receipt, transmission, maintenance and disposition of records to ensure that records creators are authorized and identified and that records are protected against unauthorized addition, deletion, alteration, use and concealment.” ISO 15489(1) – Information and Documentation-Records Management 7/13/2011

European Union: PLANETS
Preservation and Long-term Access through Networked Services, is a four-year project co-funded by the European Union under the Sixth Framework Programme to address core digital preservation challenges. The primary goal for Planets is to build practical services and tools to help ensure long-term access to our digital cultural and scientific assets. Planets started on 1st June This website makes available project documentations and deliverables as Planets progresses so that these can be shared with the libraries, archives and digital preservation community. Christoph Becker, et. al. “Preserving Interactive Mutimedia Art,” 7/13/2011

Determining Authenticity
Since we don’t have a stable digital object, we can Document the process used to create it Minnesota’s Trustworthy Information Systems Compare it with other known copies LOCKSS Maintain an audit trail of transformations Specify the properties/attributes necessary for authenticity 7/13/2011

Integrity: Protecting the records
Must be secure Allow for proper access the system Authentication and authorizations Audit Trails Protect information Improper access Protect from data loss Access and Security Must make sure that the electronic records are stored in central location that has the proper security – just like your paper records. You need to have common file names and filing structures so everyone in the agency can locate records. If you have multiple desktop computers or laptop computers it is important that you have policies in place governing where records will be stored. Need to have central location, network server, that is secure and backed-up on a regular basis. Just like a central file for paper. Because electronic records are easily altered with the touch of a few keys it is important that you give thought to how secure the system. This security is both protecting the records from improper access, but protecting them from being altered, whether intentionally or unintentionally. [Next] 7/13/2011

Integrity - Data Handling Policies
Put limits on data collection “Do you really need all of that information?” Limit data display and disclosure Don’t print SSN on unnecessary documents Don’t use SSN to link files, as an account number, etc. Restrict data access to staff Conduct regular staff training Social Networking (MySpace/Facebook) presenting new challenges to “privacy” 7/13/2011

Integrity - Data Security
Inventory Data (Records Schedules) Know where your data is Segregate sensitive data from open data Avoid the “Bagel Defense” Hard exterior / soft interior Think outside the box Laptops, Blackberries/PDAs, mobile computing Need policies and guidelines 7/13/2011

Integrity – Data Protection
Invest in Protection Firewalls and Network Security Make sure software is up to date Regular updates & patches Test before installing on entire network Password protect all PC’s Train employees in proper use of passwords Require log-ins and registration Install Anti-virus software Keep it updated!! 7/13/2011

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Integrity – Data Security
Back-up On a routine basis Daily, Weekly, Monthly Different systems may have different back-up schedules. Emergency restoration only – not for records storage/management Store back-up tapes offsite Business/Sensitive data - Use encryption Back ups It is vital that you back-up this central repository on a regular basis. The schedule will vary depending on your needs – daily, weekly, etc. Remember that back-ups exist so you can restore your system in the event it is lost. You will lose what ever you had between back-ups Most back-up programs store information sequentially (all in one long line) it is very difficult to recover a single record off of a back-up file. The media you use should not be rewritable – once you record it cannot be altered. This keeps it from being accidentally erased. You can use the same tapes over – on a rotational basis. At least one copy should be stored off site. If you back weekly you may keep the most current week on-site, but store the previous week off-site [Next] 7/13/2011

Usability – Accessing the Record
For the Entire Life of the Record Must design electronic systems with access in mind! Internal – External Formats - Media Restricting Access Incorporate retention requirements Easy Access Behind space saving, one of the biggest attractions of electronic records Allows multiple people to look, edit, work on documents at once Multiple access points for indexing Electronic records more versatile Internal access via network/Intranet Web Access – Public and remote offices 2-Way Street Provide Access to the right people while restricting access to others Access must be designed into an electronic records system. Must figure out how to extract the records from the system – what format will provide the records (disk, CD, PDF). How will you protect sensitive or confidential information yet still release the information that is required. Agency must make all public records available regardless of format. Paper (copies), Computer (paper copy/online access), Imaging (paper/online access), microfilm (reader/printer) or other! Records must be accessible for the entire life of the record. Make sure you can remove records when time comes [Next] 7/13/2011

Usability – Accessing the Record
Advantages Storage Capacity Rapid Retrieval Indexing Immediate Recording Multiple Access points Internal External Disadvantages High Cost Equipment Backfile Conversion Maintenance Migration Vendor Responsibility Not an Archival Medium ADVANTAGES AND DISADVANTAGES. Can store a great deal of info is small space. Can access the data very quickly. Can put the info on-line. There is cost here but you could charge a fee for access. Can record very easily and fast. Information available quicker. Can index at the same time as scanning. Indexing can also be laborious if there is a large quantity of records. Isn’t a storage medium for archival or long term retention records. Due mainly to hardware/software issues we talked about earlier. Costs are high including the hardware, software, doing backfile conversion (explain), upgrades (every 3 to 5 years or sooner) and maintenance. Check reliability of vendor - will they do what they said they’d do! Check references. Remember they want to sell! [Next] 7/13/2011

Other Electronic Records Issues: Managing Desktop Records
Unstructured Records Office applications “Personal” versus “Official” records Loosely organized Often not backed-up Need a “Desktop Records Management Policy” 7/13/2011

Other Electronic Records Issues: Managing Desktop Records
Desktop Records Management Policy should cover: Purpose/User Responsibilities Filing instructions Organization Location Retention/Disposition Instructions 7/13/2011

Electronic Records Management Tools
International Standard (ISO) Information and documentation – Records management – Part 1: General Technical Report ISO/TR Information and documentation - Records management – Part 2: Guidelines 7/13/2011

ISO 15489 Records Management
Broad principles and requirements of records management ISO/TR Methodologies that comply with the standard Reference Tables Bibliography IS was introduced to the RIM community at the ARMA conference in Montreal in October Forty-six years after ARMA was founded, thirty –four years after the introduction of the first records management magazine, thirty-one years after the first definitive text on records management was published. It represents the maturity of a very important information discipline, one that is international in its application. Major credit for the development of this standard belongs to the Records Management Association of Australasia (RMAA) and the Standards Association of Australia for their issuance of the Australian national standard, AS4390, a standard for records management in Australia, in Although its value was quickly recognized by ARMA, the decision was made not to follow it for use in the United States but rather to submit the standard for international consideration. The resulting product was ISO15489. 7/13/2011

Electronic Recordkeeping Standards DoD STD Criteria for electronic recordkeeping systems for all Defense Department agencies Adopted by NARA as a standard for all federal agencies Lists all compliant systems and the test criteria Version 3 released April 2007 7/13/2011

US DOD 5015.2 STD version 3 (1) General Information.
(2) Mandatory – filing, , storing, scheduling, retrieving,transfer, access & destruction. (3) Management of Classified Records – Optional (4) Managing Records for the Privacy Act and the Freedom of Information Act (5) Non-mandatory – graphical user interface, documentation, hardware environment. The standard is divided into four parts and also contains excellent sections on definitions, acronyms, and statutory references. Part 1 covers general information relative to the purpose and limitations of the standard. Part 2 contains the requirements (mandatory) that must be met in such areas as filing plans, , storing, scheduling, retrieving, transfer, access, and destruction. Part 3 identifies non-mandatory and useful program content (graphics, user interface, fax, barcode, forms, and labels). Part 4 is devoted to the handling of classified records. 7/13/2011

Document Management Systems Document Repository Allows users to create, edit, delete Search & Retrieval Audit Trails Access Controls Electronic Recordkeeping Systems Declare a document a record Applies Retention Schedule Prevents alteration or deletion Maintains contextual information Access Controls Tracks Electronic & Paper Records 7/13/2011

Disposing of Data

Why Destroy Records? Destroying Records When Authorized
Keeps Files from getting cluttered Frees up space in the office Destroying Records Systematically Gives you the legal authority to dispose of records Shows that you have an active records management program in place Destroying Records in a Timely manner Reduces Legal Liability 7/13/2011

Guidelines for Document Destruction
Destruction periods are determined from the records retention schedule. Records eligible for destruction should be carefully reviewed. One copy must be designated as the “record copy” to meet retention requirements. One person should sign-off on destruction 7/13/2011

Guidelines for Document Destruction - continued
Destruction policy should be documented and completed systematically. Keep documentation of destruction Have regular destruction dates End of calendar/fiscal year End of audit Conclusion of projects Employees must be trained on the procedures/policies! 7/13/2011

“Hitting Delete Doesn’t Always Mean Delete”
Disposing of Electronic Records

Disposing of Electronic Records
Must have policies to control copies Printed and electronic Official or “Record” copy Account for desktops and mobile devices Remember back-up tapes Importance of a central file repository Simply hitting “Delete” doesn’t remove records Electronic Records are fragile and durable at the same time. On one hand they are easily corrupted and rendered unreadable. On the other, they can pop up when you least expect them to. You must have policies in place that spell out a procedure for deleting your electronic records when they are eligible. When you hit “delete” You’re simply telling the computer you no longer want that record. If it needs the space it overwrite it. If it doesn’t need the space, the record will stay there. If you send a message over the Internet it could be stored in various computers along the way. This is why it is important to store your records in a centralized file. [Next] 7/13/2011

Methods for Deleting Electronic Records
Common utility programs Relatively cheap and easy to use Reformat - “Erase” Remove drives Physically destroy Only sure way of deleting information Remember back-up tapes! Deleting Solutions Off the shelf programs – Relatively cheap and easy to use Reformat – The is essentially erasing a disk You can take out the hard drives of computer you are going to surplus. Physical destruction – The only sure way to destroy all information Best way to destroy sensitive or restricted information. Need to remember to delete all copies of the record – this includes back-up tapes. [Next] 7/13/2011

SUSPENSION OF DESTRUCTION
DESTRUCTION OF RECORDS MUST BE SUSPENDED IN CASE OF LITIGATION, PENDING LITIGATION, OR AUDIT 7/13/2011

Questions?

Special Topics in Electronic Records
This workshop is designed to be a basic introduction to the issues surrounding electronic records management. Complex issue with no clear answers KDLA offers guidance best on approved standards and best practices Am attempting to speak to a wide range of experiences and expertise. Identifying Electronic Records “What is a record” and “Electronic Records” Difference between “information” and “record” Characteristics of electronic records Advantages and Disadvantages of electronic versus paper records Maintaining and Preserving Electronic Records Main difference between paper and electronic comes in how you handle electronic records. This section will look at the specific issues surrounding keeping your electronic records - Documentation, Access/Security, Backups, Long-term Preservation, and Disaster Recovery Electronic Records Formats We’ll look at some of the more common types of ER that you all deal with on regular basis - , Digital Imaging - and the specific issues surrounding those types of records. 7/13/2011

Digital Imaging

Authority to Digitize KRS 171.660 allows agencies to:
“reproduce and preserve any records or papers by photographic, microphotographic, nonerasable optical image, or other process” which: accurately reproduces the original records, forms a durable medium, and which is performed in accordance with rules and regulations promulgated by KDLA 7/13/2011

Digital Imaging Advantages Storage Capacity Rapid Retrieval Indexing
Immediate Recording Multiple Access points Internal External Disadvantages High Cost Equipment Backfile Conversion Maintenance Migration Vendor Responsibility Not an Archival Medium ADVANTAGES AND DISADVANTAGES. Can store a great deal of info is small space. Can access the data very quickly. Can put the info on-line. There is cost here but you could charge a fee for access. Can record very easily and fast. Information available quicker. Can index at the same time as scanning. Indexing can also be laborious if there is a large quantity of records. Isn’t a storage medium for archival or long term retention records. Due mainly to hardware/software issues we talked about earlier. Costs are high including the hardware, software, doing backfile conversion (explain), upgrades (every 3 to 5 years or sooner) and maintenance. Check reliability of vendor - will they do what they said they’d do! Check references. Remember they want to sell! [Next] 7/13/2011

Digital Imaging System Planning
Conduct a needs assessment: Workflow: Frequency of use Multiple points of access Cost/Benefit Analysis Hardware/Software Training Maintenance & Upgrades Retention period considerations less then ten years greater than ten years Do you need an Optical Imaging System? Do a needs assessment by consulting with someone you trust. KDLA can help – contact your regional administrator Use If the records are heavily used then it may be a good idea. Access If several people need to use the records in the office or in the community (lawyers, title searchers, realtors) then imaging could be option Retention Periods For you all this isn’t a good option because the records your imaging are permanent. The longer the retention, the more costs down the road. [Next] 7/13/2011

Open Systems Architecture Hardware should be interchangeable not reliant on a single brand or vendor Use standard-based system components System should be Scaleable Allows for upgrade and growth with minimal disruption Software should be portable Should work on multiple types of hardware Software should allow for import/export to other software When selecting a system you need to consider the following: Open System Architecture – How easily can the system be expanded and upgraded. Can it grow as your needs grow. Non-proprietary Formats – A proprietary format is one controlled by a single company and is not accessible by other systems. TIFF is a format readable by a wide variety of systems. If the company were to go out of business, or you decide to go with another company, then the images can be moved. This is the storage medium – if you display the images on the Internet you may use a more flexible format like J-Peg or PDF. Again you shouldn’t use CDs as a storage media. [Next] 7/13/2011

Image Requirements Use non-proprietary, standard image formats Tagged Image File Format (TIFF, .tif) Portable Document Format (PDF, .pdf) Scanning Resolution Resolution requirements appropriate for accurate capture of the original 300 dpi (dots per inch) – Black & White Text 600 dpi – Color, drawings, maps, documents with background detail 7/13/2011

Image Requirements (continued) Compression – method used to “shrink” image so they occupy less space and can be handled quicker Lossy – removes parts of the image the human can’t see. Problems occur if resizing the image multiple times. Lossless – retains all of the data allowing the image to be resized. 7/13/2011

Image Requirements (continued) Why compress? Compression 200 dpi 300 dpi 400 dpi Uncompressed 500 KB 1.05 MB 2 MB Compressed using CCIT Group 4 50K 105 KB 220 KB 7/13/2011

Set up appropriate storage environment Should be secure Allow for monitored or controlled access Store images on a central server or hard-drive Could use non-rewritable optical disks (WORM) Do not use removable media CD, DVD Allow for growth and expansion All systems should be backed up on regular schedule with some copies stored off-site. 7/13/2011

When choosing a Vendor Reliable with good track record Local agencies can use the state price-contract list Make sure vendors meet your needs – don’t meet theirs Determine Vendor responsibilities Maintenance & Technical Support System Upgrades & Expansion Training You (state/county) maintain control of images 7/13/2011

Issues in E-Mail Management
Thank you for letting me speak to you today. This is part of a series of training workshops that we are developing for electronic records issues. Have given a couple of presentations on Electronic Records Management (City & County Clerks) First on . Next

Some consider to be the most legally risky form of business communication users assume, incorrectly, that their messages are private encourages “chatty” modes of expression as opposed to more formal, business like communication can be very difficult to get rid of can result in it being a legal liability Many officials think their is private. It is not. In the capacity of county clerk, you business related is a public record. It is the informal nature of that makes people feel like it isn’t important. This informality can lead people to say things they wouldn’t in an official letter. This “conversation” is now recorded and can present a legal liability tends to pop up when it is least expected Microsoft, the tobacco industry, stock merger that died because of [Next] 7/13/2011

Anatomy of an Email Message
Armstrong v. Executive Office of the President, 1 F.3d 1274 (D.C.Cir., 1993) Public Citizen v. Carlin, 184 F.3d 900 (D.C.Cir., 1999) 7/13/2011

Guidelines for Managing Email in KY Government
Is it Agency Business? is Received If “No” Non-Business Related Messages M0050 Examples: Personal messages “Spam” Unsolicited messages If “Yes” Delete When no Longer Needed Determine Category of Record 1. Informational & Reference M0018 Listserv messages Notes to co-workers General Announcements 3. Permanent Record Official Correspondence M0001 Meeting Minutes M0008 Annual Reports M0022 File and Delete According to Retention Period from Schedule Delete as soon as possible 2. Temporary Record General Correspondence M0002 – (Retain 2 yrs) Activity Reports M0029 – (Retain 2 yrs.) File in Agency Permanent Retention File Or Print to Hard Copy and File Taken from the Guidelines for Managing in KY Government Located on the KDLA website at: 7/13/2011

Non-business related email
Personal Messages Needs to be a balance between use and abuse Could create risk Viruses Legal liability Embarrassment Spam Problems Volume Offensive Unsolicited A type of spam Unwanted that is work related Advertising from vendors Non-work related from co-workers Jokes News articles General (Not work related) Announcements 7/13/2011

Retaining email messages
Everyone has client and capabilities Everyone knows how to create messages Everyone can forward messages To anyone or everyone But do they know how SAVE a message properly? 85 7/13/2011

Retaining Email messages
Move messages out of “In-Box” Store messages in a secure location If in on LAN – store on shared drive If on a PC – make sure files are backed up and secure If using an ISP or web-based store messages on local server or hard drive If retaining in paper – Delete the electronic copy!!! 7/13/2011

Sample Filing Structure for E-mail
NON-RECORD MESSAGES – Delete at will Personal Messages “Spam”/ Unsolicited INFORMATIONAL AND REFERENCE MATERIAL – (M0018) Delete when no longer useful. Drafts – Publications, Reports, Memos Listserv Messages _______________________________________________________________________________________________ TEMPORARY MESSAGES – Delete per Retention Schedule General Correspondence (M0002 – delete after 2 years) Project 1 Project 2 Person A (Supervisor) Person B (Co-worker) Activity Reports (M0029 – delete after 3 years) Year # Jan, Feb, etc. PERMANENT MESSAGES – (As defined by retention schedules* Check with agency records officer for appropriate filing procedures.) Official Correspondence (M0001 – usually from agency or division head) Project A Project B Annual or Summary Reports (M0022) Policies and Procedures (M0003) Meeting Minutes (M0008) 7/13/2011

Retaining management is a training problem, not a technological problem. 7/13/2011

E-mail Policy Guidelines for acceptable use:
Personal vs Business (Use vs Abuse) Follow retention periods for the records Delete messages when retention periods expire Determine how messages will be retained Print & File – Must make sure all information is printed Electronically – In central file repository like other electronic records. Delete messages that are not business related Make sure all employees know and understand the policy In order to properly manage your you need to have policies and procedures in place that spell out: How it will be used – The level of personal use allowed. In some areas this may not be a problem, but if it is abused it can open you up to legal problems. Follow all of the retention periods – It needs to be retain for the entire retention period. Determine how the will be retained: Printing out is acceptable as long as you are sure you are capturing all of the information – The header information. Long-term or permanent can be printed and short-term can be managed electronically. [Next] 7/13/2011

E-mail Policy (Continued)
Make sure all employees know how to use Training in how to use the system Folders Where to store their Filters/Rules Training in how use Don’t send sensitive/confidential Restrict personal/casual Control of copies etiquette 7/13/2011

Tips for better email management

Send less email! CC: and BCC: Check addressees Often overused
BCC: has regulatory issues as well Check addressees Don’t send messages intended for to 92 7/13/2011

Trim the BACN CC: and BCC: again A note about bacn Redirect it to
folders personal accounts Just get rid of it 93 7/13/2011

4. Set up rules and filters
Set up rules to direct messages into folders Bacn Important messages Set up filters to forward or block messages Use Auto-Archive feature (MS Outlook) 94 7/13/2011

Send good messages Keep messages to one topic
Use appropriate subject line And change it when the subject does These make it easier to follow conversations and find messages later Don’t mix business and pleasure. 95 7/13/2011

Attachments Send them only to recipients who really need them
Consider file size and formats Don’t send them at all Send hyperlinks instead Very effective when the organization shifts to links vs. attachments Don’t use the app as a file cabinet 96 7/13/2011

Update Email Policy Email messages may be records Manage based on
is not a record or records series! Manage based on content, not based on transmission mechanism Check the cord! (blackberries, hand-held devices, mobile computing) 97 7/13/2011

Use the right tool for the job
is not always the right tool Mass updates and announcements Collaboration Public communications Select the right tool Blogs, wikis, instant messaging Phone and face-to-face! 98 7/13/2011

Email Guidelines Guidelines for Managing Email in KY Government
ARMA (arma.org) Rules Guideline for Managing Instant Messaging Rules E-Discovery guides 7/13/2011

Questions?

Managing Web-based Records

Why worry about Web Records?
Use of websites is expanding. Websites are being used increasingly to display and create official records. Interactive and dynamic content will make long-term retention more of a problem. The management of these records should be governed by retention schedules 7/13/2011

Records found on websites
General Information Publications, Press Releases, Images, “Documents” Original or duplicate copy? Transactional records - “E-Business” Databases Communication – with constituents? Is the website itself a record? Is Mark going to cover this? 7/13/2011

Web 1.0 Web 2.0 1994-2004ish 2004ish-now Little or no interactivity
Users had to return to site to look for new content Little use of media (audio, video, image files) Applications run from your PC Web publishers produce and control content 2004ish-now Interactivity is the norm Users can have content “pushed” out to them Lots of use of audio, video, images files Applications run on the Web (Gmail, etc.), data & apps in “the cloud” Audience produces and controls content (sharing, sharing, sharing) 7/13/2011

Managing Web-Based Records
Analyze web site Identify records on site Risk Assessment of site Check schedules for retention period Determine best format for retention and capture 7/13/2011

Assessing Risk Factors to consider: Public visibility of the site
Purpose of the web site To convey information To collect information To conduct business (e-government) Complexity of the web site Frequency and regularity of content change 7/13/2011

What makes a high-risk Web site?
There is high public interest in the Web site There is high litigation potential or financial risk The Web site is used for mission-critical applications Records are not captured elsewhere in agency recordkeeping systems 7/13/2011

Other Risk Factors Exposure to online attacks
Protecting data Protecting users – Your site becomes a weapon Timeliness or Inaccuracy of data Loss of control of information Comments – “Letting the public speak” Inflammatory, Obscene, or just make no sense Responding to comments 7/13/2011

The biggest problem(s) . . .
Personal vs Public When are you not a public official? Think about who your “friends” are Who’s linked to you? Who are you linked to? Engaging in the debate Be careful what you say Keep it professional Can you “play” at work 7/13/2011

Web 2.0 tools/sites RSS – Really Simple Syndication Blogs
Microblogs - Twitter Podcasts (video and audio) Image sharing sites - Flickr Video sharing sites - YouTube Wikis Social Networking sites – Facebook, My Space Advanced: Social bookmarking, widgets, "mashups," Second Life 7/13/2011

Before using Web 2.0 tools Who is the media meant to reach?
Internal vs External What is the agency attempting to communicate? Is this the right tool? Who is responsible for managing the agency’s account? Will this person/people represent the agency appropriately? Have they been properly trained in the use of social media? What are the agency’s responsibilities regarding collection and records retention including preservation of social media content? Are these records on the records retention schedule? Review the TOS (terms of service) 7/13/2011

Develop Social Networking Policy
Define scope How are you going to use the media Acceptable use Personal vs Professional Employees need to know the boundaries Clear Identity This is a government site Company vs Individual Terms of Service (TOS) – Who controls the records Records belong to the government Read the contract!! Content/Nature of Posts Who is allowed to post content Clear procedures for putting content online 7/13/2011

Social Networking Policy
Comments Need to make public aware that their post/comments may become part of public record Employees need to know same thing Route public to “official” lines of communication Point everything back to agency website Respond to comments/posts via phone or official Be very careful of people requesting information If you don’t have personnel to monitor posts/comments turn them off (if possible). 7/13/2011

Social Networking Policy
Other issues to consider: Don’t post confidential information Have clear policy for removing posts/comments Put someone in charge Follow the retention schedules If you have question, contact KDLA 7/13/2011

Electronic Records Preservation
Are there questions at this point? We have looked at the general issues in developing a records mgmt program. Now we are going to look at issues specific to electronic records. **(This section on can be the “short version” of this presentation if given as part of a larger training session. This is the main part of the presentation.)** [Next]

Preservation Challenges
Unlike paper records, digital records do not survive by accident 7/13/2011

Terminology Short-term records (0-5 years)
Highly active – on-line storage “Normal” management issues Possible application version upgrade Mid-term records (5-10 years) Less active – Near-line/Off-line storage Multiple version control issues System upgrades Possible hardware/software migration Long-term records (10+ years) Least active – Off-line storage Migration/conversion likely 7/13/2011

Media Life Expectancy (Physical)
Examples Paper = 100+ years Microfilm = 500 years Computer diskette = years DLT = years CD-ROM = years Magneto-optical = years Depends on: Environment Handling Media quality Note that the following life expectancies are based on physical properties LE is dependent on storage environment, handling & quality of media De facto LE may be significantly less due to technical obsolescence Traditional formats Paper = 100+ years, particularly if cloth-based & non-acidic Microfilm = 500 years if silver halide or polyester-based Most of these LE figures are from the National Media Lab (1995) Magnetic Videotape = 20 to 30 years Computer diskette = 2 to 10 years DLT = 10 to 30 years QIC = 5 to 30 years 8mm = 2 to 30 years Optical Since CDs have not been around very long, difficult to predict their LE Experts have estimated their LE through accelerated aging tests These tests are controversial as experts disagree About how the tests are conducted & environ. factors involved And wide range of dates due also to fact that media can go bad w/o warning CD-ROM = 5 to 50 years WORM = 10 to 100 years Magneto-optical = 5 to 100 years 7/13/2011

Media Life Expectancy (Actual)
To read a CD-ROM you need: Software Operating System Driver Application Hardware Computer Disk Drive CD Remember earlier when I mentioned durable media. This means media that will last a long time. Paper, under proper conditions, will last thousands of years. In the world of electronic records – there currently is no durable media. [Show a CD] - This is a normal CD-ROM In order to read the information on this CD you will need a minimum of: [Enter] - Hardware Computer Disk drive Media itself (the CD) [Enter] – Software Operating System to run the computer (Windows) Driver – Application to run the disk drive Application the record was created/stored in (Microsoft Word, Imaging program, etc.) If any one of the 3 changes, then the disc could become unreadable. Most vendors will tell you that the CD will last years That’s good. But the software will need to be changed at least once in 3-5 years And if a new media becomes more popular, than manufacturers may stop making the drives or drivers. [Next] 7/13/2011

Technological Obsolescence
Domesday Book – 1086 CE BBC Micro Computer 7/13/2011

Long-term Preservation Concerns
Ability to generate in future Content, context, structure Functionality Security Digital objects Instructions for future interaction Not physical artifacts Identify characteristics to support user needs Preserve ability to generate those in future Content, context, structure Functionality Security 7/13/2011

Considerations for Preservation
Perfect translation Accessible Low cost Maintain functionality Extensible Not labor intensive Uniform Perfect translation The preservation technique should allow perfect (or near perfect) copying Preserve the information You will still need to quality control the copy The goal is to make translation & examination non labor-intensive Accessible Should not be required to have specialized or obsolete equipment to access info Records should be “readable” (intelligible), not just saved in an unreadable format Low cost Information should be disseminated at minimal cost Whether it be inexpensive equipment to translate the records Or inexpensive copies of media for citizens to use Maintain functionality Records need to be accessed, searched & processed by machines As originally intended This is not achieved by printing out hard copies Some records (e.g., hypertext, GIS) need to retain original functionality to be intelligible For long-term preservation, preservation solution must be: Extensible Designed so that users (or later designers) can extend its capabilities Designed so the system can evolve (& not be a dead-end) So can add new records or new record types to a system So can take advantage of new functionality available in the future Not labor intensive Some e-records (like ) are too voluminous to handle individually You may need an automated system of some sort Uniform Must handle current & future records regardless of type in same way But yet be open to change Cannot have multiple, competing systems for preservation 7/13/2011

Before You Get Started Follow appropriate retention schedule(s)
Weed records Dispose of obsolete records Determine whether to store electronically Do you need to retain the functionality? Do you have the resources? Select the appropriate preservation strategy Follow the appropriate retention schedule Archives’ retention schedules are organized by function Not whether they are paper or electronic With electronic records, it is particularly important that You weed out any unnecessary records You dispose of records once their retention period is up Electronic records don’t physically take up as much storage as paper But they are more expensive to maintain long-term Even though initial storage costs are cheap And they are expensive in terms of searching We’ll discuss this in more detail in following slides Determine whether to store record electronically Do you need to retain the functionality of the record? Examples of functional elements to consider retaining: Hyperlinks Allow you to move from one document to another Databases Allow you to view data in different ways Spreadsheets Allow you to understand mathematical processes Do you have the resources? For example, Technical staff Computer hardware & software Temp & humidity controlled storage Transfer of records into new formats (migration) We’ll discuss this in more detail in the next slide Select the appropriate preservation strategy To suit your government’s needs and resources 7/13/2011

Long-Term Preservation Strategies
Conversion to hardcopy Standard formats Migration Emulation THIS IS JUST AN INTRODUCTORY SLIDE Migration Storing records in standard formats Maintaining obsolete but functioning technologies Conversion to hardcopy Emulating obsolete technology 7/13/2011

Long-Term Preservation Strategies: Convert to Hardcopy
Solution when All necessary metadata is captured No need to maintain functionality of system Frequency of use goes down as time goes on Examples Print electronic data to paper Digital to Microfilm Rosetta disk Best for “unstructured,” text-based data: Word files Imaged paper Digital Photos Solution only if all metadata is captured Such as: Name of the creator File names Technical environment used (e.g., software, platform, compression techniques, linkages to other files) Dates of when files were created or modified And no need to maintain functionality of system Some records lose their meaning if printed Or lose unique digital attributes and capabilities Also lose interactive or dynamic functionality record may have Examples: Output electronic data to paper or microfilm Could include printing out 0s & 1s of bitstream onto paper Rosetta disk A laser engraves images of documents onto a nickel disk Thus making it human-readable (when magnified w/microscope) And machine-readable Keep in mind that you need a machine to create disk Up to 350,000 pages can be put on each disk 7/13/2011

Long-Term Preservation Strategies: Standard (Sustainable) Formats
Formats expected not to change, or change slowly Widely supported & used Easily Transferable Compatible with other applications Forward/Backward Compatibility Version Control Non-proprietary / open source Types of Standards - Enterprise Architecture - National/ International Standards (ANSI, ISO) - Industry - “De facto” Standard formats include relational databases, ASCII, PDF, SGML, XML Have to first convert to the standard Not likely a permanent solution as standards change Standards are usually informal, ad hoc, & sometimes short-lived But they usually last longer than many other programs Since there are set rules as to how it is made Some suggest constantly translating record to newer standard But you might lose something in the translation Because this puts you back into migration Standard formats are often limited in scope SGML is good for representing text, but not graphics 7/13/2011

Standard Formats - Example
7/13/2011

Sustainability Factors for Digital Formats – Library of Congress
1. Disclosure. Degree to which complete specifications and tools for validating technical integrity exist and are accessible to those creating and sustaining digital content. A spectrum of disclosure levels can be observed for digital formats. What is most significant is not approval by a recognized standards body, but the existence of complete documentation. 2. Adoption. Degree to which the format is already used by the primary creators, disseminators, or users of information resources. 3. Transparency. Degree to which the digital representation is open to direct analysis with basic tools, such as human readability using a text-only editor. 4. Self-documentation. Self-documenting digital objects contain basic descriptive, technical, and other administrative metadata. 5. External Dependencies. Degree to which a particular format depends on particular hardware, operating system, or software for rendering or use and the predicted complexity of dealing with those dependencies in future technical environments. 6. Impact of Patents. Degree to which the ability of archival institutions to sustain content in a format will be inhibited by patents. 7. Technical Protection Mechanisms. Implementation of mechanisms such as encryption that prevent the preservation of content by a trusted repository. 7/13/2011

Long-Term Preservation Strategies: Migration
Periodic transfer of data to newer system Before old system becomes obsolete Not refreshing (transfer of data to new media) Can do item-by-item migration Or programmed mass migration Problems: Often expensive Often time-consuming & labor-intensive Some information loss may occur Must institute time-consuming quality control Most common solution used today, old approach Involves the periodic transfer of data from 1 system to a newer system Before the original system becomes obsolete and inoperable Thus, must be a continuous operation in order to be successful Some define migration as both: Format migration This is different than copying or refreshing where the format stays the same In migration, the format is changed but the data should not change Media migration or refreshing Move records from older media to newer media e.g., 5.25 inch diskette to CD-ROM For the purposes of this workshop, we are calling this refreshing And do not consider it part of migration We will discuss this in more detail later on Can do item-by-item migration Simplest type of migration as it involves no or minimal programming Some basic programming may come with new software That allows backward compatibility or transfer of files But it is tedious and slow as it involves manual transfer of files, one at a time Or can do mass migration that involves computer programming More complex type of migration as programming skills are needed But the process is quick and necessary for large quantities of files 7/13/2011

Long-Term Preservation Strategies: Emulation
Allows one technology to imitate another By using new hardware and software Data is stored in original file format Complicated and potentially expensive Experimental: Needs further investigation Use new hardware and software to allow an information technology to imitate another Recreates the original look, feel & functionality of the record Data file is unaltered; original environment is recreated Avoids problem of equipment or software obsolescence Data is stored in original file format Encapsulated with the original software (as a bitstream) And the operating system & other necessary software (as a bitstream) And metadata (the instructions as to how all the above parts work together) Part of this must be in human readable format in order to open files User would need a reader to access data Solution is complicated, expensive and being investigated Difficult to develop emulator Once it is developed, can be used with other records Copyright issues (hardware & software) may be problematic Must have knowledge of how to use software Over time, this knowledge may be lost Bugs or other problems may appear in the software 7/13/2011

Emulation Examples Online game emulators Upward compatibility
Allow people to play obsolete video games MAME supports a number of old platforms Upward compatibility Allows reading of older files in newer software (Word 97 files read in Word XP) Usually lasts only a few software generations Macintosh Windows emulation Allows use of Windows programs on a Macintosh Must be rewritten for each new version Online game emulators Allow people to play obsolete video games MAME (Multiple Arcade Machine Emulator) supports a number of old platforms Upward compatibility Allows reading of older files in newer software (Word 97 files read in Word XP) Usually lasts only a few software generations Macintosh Windows emulation Allows use of Windows programs on a Macintosh Must be rewritten for each new version of Mac and Win 7/13/2011

Emulation Example: DOS Using Windows XP
This demonstrates that the same directory information as the other slide Can also be found using a Windows application (Windows Explorer) You’ll notice that the content is similar But the look is very different Windows uses graphics (e.g., folder symbols, drive symbols) And allows you to click on items Instead of typing commands This is also called Graphical User Interface (GUI) 7/13/2011

Evaluate Preservation Strategies
Cost effectiveness Accessibility Necessary functionality Newness of strategy Cost effectiveness For example, the initial cost of emulation software may be great But in the long run, emulation cuts the costs of maintaining every computer And software needed to provide access to your records Accessibility Users should not be required to have specialized/obsolete equipment Records must be intelligible & usable Necessary functionality Strategy should allow electronic record to function as originally intended Including hyperlinks and interactions with other programs You may need to recreate software as well as hardware & platform And other programs that may have originally interacted with record Newness of strategy Avoid using a strategy that hasn’t been fully investigated Or proven to be successful Let others uncover the flaws and perfect it before you adopt 7/13/2011

That is the Vital Question!
Disaster Preparedness & Recovery Are you ready? That is the Vital Question! 7/13/2011

Electronic Records Disaster/Recovery Plan
For any loss of service: Dramatic Disaster Power failure Virus or Attack Mundane Crashes System Failures Make sure you back-ups are up date and on a regular schedule. Complete documentation Of all the hardware/software you are using Inventory of what records were in your system Stored off-site This means a different building – not the basement! [Next] 7/13/2011

Firewalls and Network Security Make sure software is up to date Regular updates & patches Test before installing on entire network Password protect all PC’s Train employees in proper use of passwords Require log-ins and registration Install Anti-virus software Keep it updated!! 7/13/2011

Back-up all electronic systems Store back-ups off-site Mirrored sites Complete duplication of site that takes over when one site goes down. Have documentation of everything Hardware/Software documentation Policies and Procedures Inventory of records in system 7/13/2011

Questions?

Advantages, Disadvantages & Lessons Learned
What We’ve Learned Advantages, Disadvantages & Lessons Learned

KDLA Approach Communication/Collaboration is Key State IT Dept.
State/Local Agencies Other States/Federal Gov NHPRC – PAT Project NHPRC – hMail Server NDIIP – GIS Records??? 7/13/2011

Advantages Increased Visibility “Talking the Talk”
Increased access to resources “Talking the Talk” Better understanding of issues Determining the “Business Need” Records as an Asset Legal Issues Greater compliance (hopefully) 7/13/2011

Disadvantages The “Red Tape” got redder
Inherited each other’s problems Animosity toward central control of IT Legal issues vs everything else Lost in the sea of issues Too focused on State issues (over local governments) 7/13/2011

Best Advice - “Just Do It!”
Figure out what you can do and work on it. Exploit your strengths Micrographics/Digital Imaging Publications Partner with somebody Collaborative projects Join groups or committees Keep it simple Don’t reinvent the wheel Look for practical/realistic solutions Don’t be afraid to get dirty! 7/13/2011

Best Advice Change is here! Role of records management
Legal vs IT vs Business use . . . Arthur Anderson, Enron, etc. Role of archivists Step into the light Distributed custody Volume Formats Access 7/13/2011

Future of Electronic Records
Storage is cheep. . . Moving away from “computer” Mobile computing – “Blackberry” Web 2.0 Blogs Flickr You Tube Facebook Obama and the future . . . 7/13/2011

Questions? Thank You! KDLA web site: http://www.kdla.ky.gov E-mail:
Phone: (502) Ext. 244 7/13/2011

Basic Electronic Records Management and Preservation

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