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Digital records

"Records are the means by which the evidence of past and current policy, procedures, actions and decisions are preserved for future access and analysis. "

- Managing Electronic Records - A Shared Responsibility

Because information was for many years carried on paper or film-based recording media, information management techniques have traditionally centred on the management of paper records. With changing technologies, many records and documents now exist only in electronic form.

To ensure information in digital records remains accessible and is not inadvertently destroyed or corrupted, management strategies need to be developed and appropriate systems and procedures implemented. The authenticity and retrievability of records must also be guaranteed in these systems to maintain their value as evidence.

Whereas the management of corporate information was once in the realm of the records manager, who often evaluated records after their useful life was over, with digital records, this responsibility is dispersed, and includes the records creators.

Articles | Books | Events | Organisations and Websites | Online tutorial | Policies, Strategies & Guidelines | Projects and Case Studies | Bibliographies | Glossaries | Journals & Newsletters | Discussion Lists | Surveys | Tools | Evaluations

Articles

Appraisal of Digital Resources in the Public Sector: A General Introduction from a DELOS Report
Guercio,Maria (Date Created: 18 Nov 2008)
This briefing paper from Digital Preservation Europe provides an introduction to the appraisal and selection of digital resources in the public sector as part of the preservation process. It is based on research for a report for the DELOS project.
http://www.digitalpreservationeurope.eu/publications/briefs/Appraisal-
of-Digital-ResourcesEN.pdf
Digital Preservation Europe Briefing Paper
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Historical Archives in the Regions: An overview of the English Regional Archive Strategies
The National Council on Archives (Date Created: 2001) (United Kingdom)
This report draws together the nine English Regional Archive Strategies. A key area of work highlighted in the report is to find solutions for some of the larger challenges currently facing the domain, such as sustainable arrangements for the management and preservation of digital records, and improving access to conservation services across the regions.
http://www.ncaonline.org.uk/materials/archivesinregionsoverview.pdf
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Historical Archiving E-mail
Boudrez, Filip; Van den Eynde, Sofie (Date Created: Aug 2002)
A report from the Flemish DAVID Project examining in detail the legal and technical issues related to the preservation of email records, including sections on email archiving policies and practice. The report is available in PDF format.
http://www.expertisecentrumdavid.be/davidproject/teksten/Rapporten/Rep
ort4.pdf
Australian Government RecordKeeping Metadata Standard Version 2.0
National Archives of Australia (NAA) (Date Created: Jul 2008) (Australia)
This is a completely revised edition of the "Recordkeeping Metadata Standard for Commonwealth Agencies". It describes information about records that the National Archives of Australia recommends be captured in EDRM and business systems used by Australian Government agencies.
ISBN: 9781920807573
http://www.naa.gov.au/records-management/create-capture-describe/descr
ibe/RKMS/index.aspx
Available for download in PDF
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Historical Authenticity of Electronic Records : a Report Prepared for UNESCO and the International Council on Archives
Millar, Laura (Date Created: Jan 2004)
This report, prepared for UNESCO and the International Council on Archives (ICA), extends the analysis and recommendations of the 2002 ICA report to UNESCO on authenticity of electronic records, especially with regard to developing countries. The central question addressed by this report is: what measures are necessary for records and archives professionals, especially in developing countries, to ensure the authenticity of electronic records and so ensure the preservation of, and continued access to this information.
http://www.ica.org/en/node/30209
ICA Study 13-2
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Historical Carrying Authentic, Understandable and Usable Digital Records Through Time
Bikson, T.; RAND-Europe; Rothenberg, J. (Date Created: 6 Aug 1999)
This report to the Dutch National Archives and Ministry of the Interior presents the results of a study to define a strategy and framework for the long-term management and preservation of digital governmental records. A "testbed" in which specific digital preservation techniques can be prototyped and evaluated is proposed.
http://www.digitaleduurzaamheid.nl/bibliotheek/docs/final-report_4.pdf
Historical CFP : Call For Preservation! : Results and discussion of a survey on the preservation of Electronic Theses and Dissertations
Libner, Kelsey (Date Created: 2003) (United States of America)
The first part of this paper discusses the results of a survey of 16 institutions regarding practices for the long term preservation of ETDs (electronic theses and dissertations). Data migration, preservation policies, electronic file backup and workflows are some of the areas surveyed. The second part of the paper discusses the file formats, particularly PDF and PDF/A. Areas requiring further investigation are also discussed.
http://edoc.hu-berlin.de/etd2003/libner-kelsey/HTML/index.html
Challenge of Appraising Science Records
Faundeen, John (Date Created: 13 Jun 2008)
This briefing paper from Digital Preservation Europe considers how the records management function of appraisal can help determine the long-term value of science records.
http://www.digitalpreservationeurope.eu/publications/briefs/faundeen.p
df
Digital Preservation Europe Briefing Paper
Historical Challenge of Web Site Records Preservation
Phillips, John T. (Date Created: Jan 2003)
This article explains the need for web site records management and retention, examines the challenges of web site records preservation management and discusses solutions to these problems. The article also describes studies and documents that attempt to quantify and describe the problems of web site preservation.
http://www.arma.org/bookstore/productdetail.cfm?ProductID=1222
Information Management Journal, (ISSN 1535-2897), Vol. 37, no. 1, January/February 2003 and by subscription online at www.ebscohost.com
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Historical Cost to Preserve Authentic Electronic Records in Perpetuity : Comparing Costs Across Cost Models and Cost Frameworks
Sanett, Shelby In: RLG DigiNews (Date Created: 15 Aug 2003)
This article outlines a methodology to evaluate various cost models and frameworks so that the most appropriate preservation strategy can be selected and implemented. The various cost categories are distilled into 5 tables and are evaluated in terms of acquisition and preservation related activities and access related activities.
http://worldcat.org/arcviewer/1/OCC/2007/08/08/0000070511/viewer/file3
379.html#feature2
Critical Factors for Digital Records Preservation
Thomaz, Katia P. (Date Created: 2006) (Brazil)
This paper describes and analyses research which examines the digital environment of Brazilian public organisations. Based on this research, the author lists over 150 critical factors for the long term preservation of digital records in this environment. The author also develops a digital preservation model which illustrates the relationships between objects and actions.
http://www.jiito.org/articles/JIITOv1p021-041Thomaz12.pdf
Journal of Information, Information technology and Organizations, ISSN 1557-1327, Vol. 1 (2006)
Curating Digital Records of Performance
Abbott, Daisy; Jones, Sarah; Ross, Seamus (Date Created: Sep 2008) (United Kingdom)
This paper delivered at the 2008 Annual Conference of CIDOC (Athens, September 15 – 18, 2008) presents an overview of the work of AHDS Performing Arts in the UK, and introduces the issues relevant to research and practice of digital curation of performance materials.
http://www.cidoc2008.gr/cidoc/Documents/papers/drfile.2008-06-18.22185
02279
Digital Curation / Digital Archiving: a view from the National Archives of Australia
Cunningham, Adrian (Date Created: Apr 2007) (Australia)
This paper reviews the past ten years of digital curation endeavour at the National Archives of Australia. It also discusses the terminological differences between digital curation and archiving, digital libraries and archives and the requirement for active archival intervention.
http://www.ils.unc.edu/digccurr2007/papers/cunningham_paper_7.pdf
Paper presented at the DigCCurr 2007 Conference Chapel Hill North Carolina 18-20 April 2007.
Historical Digital Future : a Look Ahead
Hunter, Greg S. (Date Created: Feb 2002)
This article examines three critical aspects of digital preservation: medium, technology and intellectual preservation. The various approaches to preserving information integrity over time are discussed. The author also examines three strategies for a short or long-term implementation plan.
http://www.arma.org/bookstore/productdetail.cfm?ProductID=1234
in Information Management Journal, January/February 2002, pp 70-72 Available from ARMA bookstore
Historical Digital Preservation Activities in the UK: Building the Infrastructure
Jones, Maggie (Date Created: Aug 2003) (United Kingdom)
This article provides an overview of the developments and activities in digital preservation in the United Kingdom – from the Joint Information Systems Committee (JISC) and British Library-hosted workshop at the University of Warwick in 1995 up until the present day. Included are summaries of the Cedars and CAMiLEON projects, the JISC Continuing Access and Digital Preservation Strategy (2002-2005), the work of the British Library and the National Archives as well as the Digital Preservation Coalition.
http://archive.ifla.org/IV/ifla69/papers/129e-Jones.pdf
This paper was given at the World Library and Information Congress: 69th IFLA General Conference and Council, 1-9 August, 2003 in Berlin
Digital Preservation In Radiology : Ensuring Long Term Accessibility of Digital Medical Images
Kulovits, Hannes; Rauber, Andreas (Date Created: 31 Mar 2009)
This Digital Preservation Europe briefing paper outlines the preservation requirements of digital imaging in European medical practices and suggests that additional efforts may be required to establish trusted repositories through risk assessment and compliance auditing.
http://www.digitalpreservationeurope.eu/publications/briefs/digital_pr
eservation_in_radiology.pdf
Digital Preservation Europe Briefing Paper
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Historical Digital Preservation Strategy
Davis, Simon (Date Created: Nov 2002) (Australia)
This presentation looks at the National Archives of Australia (NAA) Digital Preservation Policy, devised from its Agency to Researcher Digital Preservation Project. As well as touching on digital preservation problems such as obolesence and restriction on the use of proprietary technology, the article explores data formats used by the NAA as a means of providing digital preservation solutions. These include data formats developed by the NAA, such as dataset, emailmessage, webpackage and XML and Java-based tools, as well as dataformats already in existence, such as XHTML, Portable Network Graphics (PNG) and Open Office.
http://pandora.nla.gov.au/pan/49635/20050510-0000/www.naa.gov.au/recor
dkeeping/rkpubs/fora/02nov/digital_preservation.pdf
Digital Preservation: Illuminating the Past, Guiding the Future
National Archives of Australia (Date Created: Jun 2006) (Australia)
This brochure (15 p.) describes the challenges of digital preservation and the approach of the National Archives of Australia to preserving Commonwealth Government electronic records. It briefly introduces the Xena software.
ISBN: 1920807454
http://www.naa.gov.au/Images/XENA_brochure%5B1%5D_tcm2-918.pdf
Available online as PDF.
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Historical DPC Forum with Industry: Future R & D for Digital Asset Preservation
Digital Preservation Coalition (DPC) (Date Created: Jun 2002) (United Kingdom)
This web page provides links to a summary meeting report and presentations by speakers from both the public and private sectors, as presented at the Digital Preservation Coalition forum with industry, held at Prospect House, London on 5th June, 2002. Topics covered long-term trends and research and development issues for preservation and access to digital material in both government and industry.
http://www.dpconline.org/events/future-rad.html
Historical DPC Forum: Archiving: Adapting to the Digital Age
Jones, Maggie (Date Created: 24 Sep 2003) (United Kingdom)
A report and summary of the Digital Preservation Coalition's (DPC) forum held at the National Archives, Kew (UK) on 24th September, 2003. The report covers sessions on electronic records management and collecting and preserving digital materials. Links to some presentation slides (in PDF format) are available.
http://www.dpconline.org/events/archives-adapting-to-the-digital-age.h
tml
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Historical E-Government and Digital Preservation
Dumortier, Jos (Date Created: May 2003)
This paper was presented at the Workshop on E-Government: Legal, Technical and Pedagogical Aspects at Albarracín (Spain), 8-10th May 2003. The paper discusses digital signatures within the context of digital archiving. Digital signatures are used to authenticate the originator and the integrity of information. The article discusses the long term validation of digital signatures and the implications of this for emulation and migration preservation strategies.
http://www.unizar.es/derecho/fyd/lefis/documentos/Albareccin_JosDumort
ier.pdf
Historical E-Mail-XML Demonstrator: Technical Description
Testbed Digitale Bewaring (Date Created: Oct 2002) (Netherlands)
This report describes the prototype software developed by the Dutch Testbed Digitale Bewaring project in its investigations of the issues of long-term preservation of email messages. The solution is based on customisation of Microsoft Outlook to allow communication with a central server responsible for metadata collection, conversion and archiving of both messages and metadata in XML. The report is in PDF format.
http://www.digitaleduurzaamheid.nl/bibliotheek/docs/email-demo-en.pdf
Electronic Records Management and Digital Preservation: Protecting the Knowledge Assets of the State Government Enterprise. Part II Economic Legal and Organizational Issues
NASCIO:Representing Chief Information Officers of the States (Date Created: Jul 2007) (United States of America)
This research brief (16 p. ) is the second in the NASCIO series highlighting key challenges and recommendations on electronic records management and digital preservation for U.S. state CIOs. This brief outlines the associated economic, legal and organisational issues.
http://www.nascio.org/publications/documents/NASCIO-RecordsManagementP
art2.pdf
Available for download in PDF.
Electronic Records Management and Digital Preservation: Protecting the Knowledge Assets of the State Government Enterprise: Part I: Background, Principles and Action for State CIOs
NASCIO:Representing Chief Information Officers of the States (Date Created: May 2007) (United States of America)
The first part (12 p.) in NASCIO series of research briefs highlighting key issues in electronic records management and making recommendations to U.S. state CIOs. This brief provides background and basic advice encouraging the creation of an electronic records management and digital preservation domain under the Enterprise Architecture program.
http://www.nascio.org/publications/documents/NASCIO-RecordsManagement.
pdf
Available for download in PDF
Electronic Records Management and Digital Preservation: Protecting the Knowledge Assets of the State Government Enterprise: Part III Management Leads and Technology Follows - but Collaboration is King
NASCIO:Representing Chief Information Officers of the States (Date Created: Oct 2007) (United States of America)
This research brief (20 p.) is the third in a series highlighting key issues for the U.S. state CIO in electronic records management and digital preservation. This brief explores the shared responsibility for management of digital assets in state government.
http://www.nascio.org/publications/documents/NASCIO-RecordsManagementP
art3.pdf
Available for download in PDF.
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Electronic Records, Problem Solved? : the Victorian Electronic Records Strategy and the Future of Electronic Record Keeping in Victoria
Gibbs, Ross; Heazlelwood, Justine (Date Created: 8 Jul 2000) (Australia)
This paper discusses the outcomes of the VERS project for the capture and long-term preservation of government records. A standard model for archiving electronic records is outlined, together with essential criteria for formatting documents for long-term access.
http://www.vala.org.au/vala2000/2000pdf/Gib_Hea.PDF
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Historical Encoded Archival Description : An Introduction and Overview
Pitti, Daniel V. In: D-Lib magazine (Date Created: Nov 1999)
This article provides an overview and introduction to the emerging communication standard, Encoded Archival Description (EAD)
http://www.dlib.org/dlib/november99/11pitti.html
Historical ePrints UK : Developing a National E-Prints Archive
Martin, Ruth In: Ariadne (Date Created: 2003) (United Kingdom)
ePrints UK is a two year project which aims to provide the higher and further education sector access to and preservation of the e-print papers available from compliant open archive repositories. This paper provides a brief overview of the ePrints UK project, including technical issues such as database development and SOAP (Simple Object Access Protocol) interfaces and non technical issues such as intellectual property rights and insufficient repositories from which to harvest records.
http://www.ariadne.ac.uk/issue35/martin
Historical ERA: An Archives of the Future for the Future
Carlin, John W. (Date Created: Mar 2004) (United States of America)
Written by the Archivist of the United States, this article provides an overview of the challenges facing the National Archives and Records Administration (NARA) in dealing with the preservation of federal government electronic records. The article describes the NARA’s attempts in dealing with such challenges, by outlining developments of the Electronic Records Archive (ERA). Included in the article are descriptions of stakeholders, the main functions and bids for design of the ERA, as well as other projects and initiatives the NARA is undertaking in relation to electronic recordkeeping.
http://www.archives.gov/publications/prologue/2004/spring/archivist.ht
ml
Available in Prologue, a quarterly publication of the National Archives and Records Administration (NARA), Spring 2004, Vol. 36, No. 1
Fading Memory of the State
Talbot, David (Date Created: Jul 2005)
This article describes the difficulties and issues that the National Archives and Records Administration (NARA) are encountering in trying to preserve electronic data. It outlines the development of NARA's Electronic Records Archives (ERA) scheduled for incremental release between 2007-2011. Also discussed are other initiatives such as DSpace.
http://www.technologyreview.com/articles/05/07/issue/feature_memory.as
p?trk=nl
Available by subscription to Tecnology Review
Fedora and the Preservation of University Records Project
Dockins, Robert; Glick, Kevin; Wilczek, Eliot In: RLG DigiNews (Date Created: 15 Oct 2006) (United States of America)
This article provides an overview of the recently completed Fedora and the Preservation of University Records Project being undertaken by the Digital Collections and Archives of Tufts University and Manuscripts and Archives of Yale University. The project aimed at combining electronic records preservation research and theory and digital library research and practice. The article discusses recordkeeping systems and preservation activities, and the two of the products of the project the Ingest Guide and Maintain Guide.
http://worldcat.org/arcviewer/1/OCC/2007/08/08/0000070519/viewer/file2
514.html#article0
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Historical Information Management: Challenges in Managing and Preserving Electronic Records
United States General Accounting Office (Date Created: Jun 2002) (United States of America)
This is a report of the US General Accounting Office (GAO-02-586) focusing on the activities of the National Archives and Records Administration (NARA) with regard to the management and preservation of electronic records. This includes an evaluation of NARA's Electronic Records Archive (ERA) project. The appendices include a useful introduction to digital preservation strategies.
http://www.gao.gov/products/GAO-02-586
PDF of full report also available from
Historical Information Preservation : Changing Roles
Arp, Charles E.; Dickman, Joseph C. (Date Created: 2002)
This article discusses the long-term management of electronic records and the changing role of records managers, who must now ensure that preservation and accessiblity are planned when the record is created not when data is ready to be archived. The most important characteristics of records for long term preservation- reliability, authenticity and accessibility- are discussed. The long term management of electronic records is also discussed within the context of risk analysis.
http://www.arma.org/bookstore/productdetail.cfm?ProductID=1268
in, Information Management Journal (1535-2897), November/December, 2002 free online to members and small charge to non-members from ARMA bookstore.
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Historical Integrity and Authenticity of Digital Cultural Heritage Objects
DigiCult Consortium (Date Created: Aug 2002)
The first of three thematic issue papers from the Preservation and Enhancement of Cultural Heritage Unit of the Information Society Directorate General of the European Commission addresses issues of preservation of the integrity and authenticity of digital objects. Amongst the articles are a discussion of what constitutes authenticity, a paper outlining the level at which authenticity should be addressed, a listing of standards and projects, and an argument for cooperation. The journal is illustrated with case studies from traditional archives as well as sound and vision archives.
http://www.digicult.info/downloads/thematic_issue_1_final.pdf
Historical International Association for Social Science Information Service and Technology (IASSIST) / Canadian Association of Public Data Users (CAPDU) 1999: Conference Program
York University, Toronto (Date Created: May 1999) (Canada)
Includes links to abstracts from the IASSIST-CAPDU conference entitled, 'Building Bridges, Breaking Barriers: the future of data in the global network'.
http://web.archive.org/web/20050310075326/http://www.yorku.ca/iassist/
program.htm
InterPARES 3 Project: Implementing Digital Records Preservation in a Contemporary Art Gallery and Ethnographic Museum
Laszlo, Krisztina; McMillan, Timothy; Yuhasz, Jennifer (Date Created: Sep 2008) (Canada)
This paper delivered at the 2008 Annual Conference of CIDOC (Athens, September 15-18, 2008) provides information on the InterPARES 3 project and highlights case studies of two cultural institutions at the University of British Columbia and research to ensure preservation of their digital records.
http://www.cidoc2008.gr/cidoc/Documents/papers/drfile.2008-06-18.51716
14710
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Historical Keeping Online Information Accessible for E-Governance and E-Democracy
Cunningham, Adrian; Phillips, Margaret E. (Date Created: Feb 2004) (Australia)
This article focuses on the need for government agencies and other institutions to ensure that electronic publications and organisational records are collected, managed and preserved as a means of ensuring long-term access for the benefit of e-governance and e-democracy. The article provides definitions of online publications and online records; explores the role of libraries and archives in e-government, including initiatives undertaken at the National Library of Australia and National Archives of Australia; addresses factors that contribute to the vulnerability of online information; and concludes with a list of factors that inhibit the long-term availability of online information for e-governance and e-democracy.
http://www.nla.gov.au/openpublish/index.php/nlasp/article/view/1246
This paper was prepared for the Australian Electronic Governance Conference. Centre for Public Policy, University of Melbourne, Victoria, April 14-15, 2004.
Historical Levels of Service for Digital Repositories
LeFurgy, William G In: D-Lib magazine (Date Created: May 2002)
In this article, William LeFurgy of the US National Archives and Records Administration (NARA) outlines conditions governing persistence of digital objects, such as system architecture and material specification, and suggests a model for future levels of service for digital repositories, considering three levels of tools and processes and three levels of persistence of materials.
http://www.dlib.org/dlib/may02/lefurgy/05lefurgy.html
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Long-Term Preservation of Authentic Electronic Records: Findings of the InterPARES Project
International Research on Permanent Authentic Records in Electronic Systems (InterPARES)
This page provides links to the findings of the first stage of the InterPARES project (International Research on Permanent Authentic Records in Electronic Systems) which ran from 1999 to 2001. As well as a description of the project, there are reports from the Task Forces investigating authenticity, selection, long-term preservation and policies, strategies and standards. Additional resources include a glossary, diagrams of the selection and preservation functions and a template for record analysis. The reports are in PDF format.
http://www.interpares.org/book/index.cfm
Long-Term Preservation of Digital Information in China: Some Problems and Solutions
Jiazhen, Liu ; Peng, Du (Date Created: Jan 2009) (China)
This article describes research work on the long-term preservation of Chinese digital information funded by National Natural Science Foundation of China (NSFC) since 2001. Investigations into data format migration, life cycle management of digital records and the risks in storage management of archival data are described.
http://www.emeraldinsight.com/10.1108/00330330910954389
Program: electronic library & information systems, vol. 43 no.2, pp:175-186
Long-term Preservation of the Digital Heritage: A Case Study of Universities Institutional Repositories = La conservazione a lungo termine del patrimonio digitale: il caso degli archivi istituzionali delle università
Duranti, Luciana (Date Created: Jun 2010) (Canada)
This article (in English with abstract in Italian) discusses authenticity of digital records, rights managment, and long-term preservation strategies in university repositories using a case study of the Interpares3 project based on "cIRcle" an institutional repository at the University of British Columbia (UBC) which uses the DSpace repository software.
http://leo.cilea.it/index.php/jlis/article/viewArticle/12
JLIS.it., ISSN: 2038-1026, Vol.1, no.1 (giugno 2010), p. 157–168. DOI: 10.4403.it/jlis-12
LongRec: Long Term Records Management
LongRec Project (Date Created: Jan 2007) (Norway)
This is a three year research project (Jan 2007 - Dec 2009) partly funded by the Norwegian Research Council, and constitutes the Norwegian team contribution to the InterPARES 3 project. The goal of the project is the "persistent, reliable and trustworthy long-term archival of digital information records with emphasis on availability and use of the information". The multi-industry partners include DNV, BBS, Fast Search and Transfer, CSAM, National Library of Norway, StatoilHydro, NR (Norwegian Computer Center), National Archives of Norway, Norwegian University of Science and Technology, Brønnøysundregistrene, Katholieke universitet, Leuven and Interpares3. Case studies, publications, presentations and best practice documents available from the website.
http://www.longrec.com/
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Managing and Archiving Records in the Digital Age : the Same Discipline or a Difficult Partnership of Two Different Professions?
25 - 26 Oct 2004 , Bern
ERPANET (Electronic Resource Preservation and Access Network)
(Date Created: 2004)
This provides a desciption, list of participants and expected outcomes of an invitational workshop held in Bern in October 2004. There are also links to public lectures including 'New Organisational Structures Responding to New Challenges: The Digital Curation Centre in the UK' by Seamus Ross and 'Electronic Records Archives Program' by Ken Thibodeau.
http://www.erpanet.org/events/2004/bern/
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Historical Managing Electronic Records Issues: A discussion Paper
State Records of South Australia (Last Updated: 27 Nov 1998) (Australia)
The first part of the paper looks at the context in which electronic records exist, and the second part of the paper addresses four major issues: Records management system design and creation; Management and maintenance of electronic records; Preservation of electronic records; and Access.
http://www.archivenet.gov.au/Resources/SA_discussion_0498/Records01_SA
.htm
Historical Migrating Records From Proprietary Software to RTF, HTML and XML
Reuben, Elizabeth (Date Created: Jun 2003) (Australia)
This article describes a digital preservation project at the Australian Department of Family and Community Services. The Department's Guides to Social Security Law had to be extracted from the its proprietary software format, Epublish, then the data had to be migrated to other formats that would increase accessibility and enable preservation of the guides. Topics covered include data conversion, testing, metadata schemes and archival formats.
http://www.infotoday.com/cilmag/jun03/reuben.shtml
in Computers in Libraries, (ISSN 1041-7915) Vol. 23, no. 6, June 2003, p30-33
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Historical National Archives : the Challenge of Electronic Records Management
Stevens, L. Nye (Date Created: 20 Oct 1999) (United States of America)
Testimony delivered to a subcommittee of the US House of Representatives in October 1999 concerning the challenges of electronic records management faced by the National Archives and Records Administration (NARA) and federal agencies.
http://www.gao.gov/archive/2000/gg00024t.pdf
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Historical National Archives Green Paper : An Approach to the Preservation of Digital Records
Davis, Simon; Heslop, Helen; Wilson, Andrew (Date Created: Dec 2002) (Australia)
This paper discusses the National Archives approach to digital preservation, specifically in relation to the Agency to Researcher Digital Preservation Project. Areas covered include the fundamental nature of digital records, problems of digital preservation, approaches to preservation such as migration and emulation and XML as an archival data format.
http://www.naa.gov.au/Images/An-approach-Green-Paper_tcm2-888.pdf
Available as PDF from this URL
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Historical National Archives: Preserving Electronic Records in an Era of Rapidly Changing Technology
United States General Accounting Office (Date Created: Jul 1999) (United States of America)
This is a report of the US General Accounting Office (GAO/GGD-99-94) outlining the challenges of electronic records management (ERM) in US federal agencies and the response of the National Archives and Records Administration (NARA).
http://www.gao.gov/archive/1999/gg99094.pdf
Historical New Model Scholarship : How will it survive?
Smith, Abby (Date Created: Mar 2003)
This CLIR report (55 p.) discusses the issues in preserving digital scholarly resources. 'New model scholarship' is defined as those resources that are born digital, such as web sites, that will be of use to future researchers. The report looks at organisational approaches to preserving digital content and includes, as appendices, a review of organisational models for digital archiving and a survey of current research, practices and understanding of digital preservation in the United States.
ISBN: 1887334998
http://www.clir.org/pubs/abstract/pub114abst.html
Available online as full text or PDF, or for purchase in print
Overview of InterPARES 3 (2007-2012)
Duranti, Luciano (Date Created: Sep 2007)
This article provides an overview of the third phase of the InterPARES research project (International Research on Permanent Authentic Records in Electronic Systems) which has been funded for 2007-2012. It is a multidiscplinary international project involving 21 countries, public and private sectors, academics and record keepers and creators. The goal on InterPARES 3 is to "to enable Canada’s many small and medium sized public and private archival organizations and programs, which are responsible for the digital records resulting from government, business, research, art and entertainment, social and/or community activities, to preserve over the long term authentic records that satisfy the requirements of their stakeholders and society’s needs for an adequate record of its past."
http://socialstudies.cartagena.es/images/PDF/no1/duranti_overview.pdf
Available in Archives and Social Studies: A Journal of Interdisciplinary Research Vol 1 no.1 Sept 2007
Historical PDF-A : a New Digital Preservation Format
LeFurgy, William G. (Date Created: May 2003) (United States of America)
Since 2002, a committee of government, business, and academic representatives has been exploring an approach to long-term preservation of text-based digital documents and working to establish an archival standard for Adobe’s Portable Document Format (PDF). Known as PDF-A, the potential standard intends to specify a limited, stable subset of PDF that must remain valid for a number of years. PDF-A is designed to meet three basic requirements: the needs of document producers, document users and archivists, while excluding features that hinder archival viability. The committee is sponsored by the Association for Information and Image Management (AIIM) and The Association for Suppliers of Printing, Publishing and Converting Technologies (NPES).
http://www.archivists.org/saagroups/gov/newsletters/May2003.asp#digita
l
in Government Record News : the newsletter of the Government Records Section of the Society of American Archivists, May/June 2003
Permanent Digital Legal Information : Disappearing URLs and Preservation of Digital Objects Cited in Court Decisions
Skenderija, Sasha (Date Created: 16 Jul 2008) (United States of America)
This paper examines the implications of increasing citation of digital resources by courts and the problem of the impermanence of these digital resources . It considers the challenges for law libraries and librarians to ensuring future availability.
http://archive.ifla.org/IV/ifla74/papers/157-Skenderija-en.pdf
World Library and Information Congress: 74th IFLA General Conference and Council, Quebec, 10-14 Aug 2008
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Historical Planning for Obsolescence
Findlay, Cassie (Date Created: Aug 2002) (Australia)
This short article features quotes from the Curator of Information and Communications Technology at the Powerhouse Museum and briefly describes the online guidelines produced by State Records New South Wales which offer a range of strategies to help combat obsolescence.
http://www.records.nsw.gov.au/documents/vital-signs/issue-02/Vital%20S
igns%20Issue%202%20-%20Planning%20for%20Obsolescence.pdf
in Vital Signs, Issue 2, August 2002
Historical Preservation and Access for Electronic College and University Records: Conference Proceedings.
Arizona State University (Last Updated: 2006) (United States of America)
The Archives link links to papers presented at the ECURE conferences 1999 to 2005 which are available as powerpoint slides and abstracts.
http://www.asu.edu/ecure/
Preservation of Public Sector Datasets
Archives New Zealand (Date Created: 30 Jun 2009) (New Zealand)
This report (35 p.) outlines the issues involved with preserving public sector datasets over time. The findings result from interviews with a number of New Zealand public sector organisations about their dataset holdings. It discusses current international archival approaches to the preservation of datasets and includes recommendations for Archives New Zealand.
http://continuum.archives.govt.nz/preservation-public-sector-datasets.
html
Ver. 3.1
Historical Preserving Dynamic Digital Records
Gladney, Henry (Date Created: 31 May 2005)
This article discusses the Trusted Digital Object (TDO) methodology for preserving dynamically generated data. This methodology is focussed on digital objects rather than archives.
http://home.pacbell.net/hgladney/Dynamic_4_DCC.pdf
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Historical Preserving Electronic Records From Database-Driven Information Systems
Boudrez, Filip In: DigiCULT.Info Newsletter (Date Created: Oct 2003) (Belgium)
The DAVID Project (Digital Archiving in Flemish Institutions and Administrations) has developed “an electronic record-keeping system for dynamic and interactive information systems”. This article examines its implementation at the City Archives of Antwerp (the archival partner in the DAVID Project) and looks at the main structure, principles and concepts of the record-keeping system for both dynamically created records and office documents such as spreadsheets and emails; XML preservation of records and metadata.
http://www.digicult.info/downloads/digicultinfo_issue5_october_2003.pd
f
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Historical Preserving the Authenticity of Contingent Digital Objects : The InterPARES Project
Eppard, Philip; Gilliland-Swetland, Anne In: D-Lib magazine (Date Created: Jul 2000)
This paper describes the InterPARES project, a collaborative endeavour to develop a typology of requirements for maintaining the authenticity of records over time, and analysing appraisal and preservation processes to determine to what extent they meet these requirements.
http://www.dlib.org/dlib/july00/eppard/07eppard.html
Historical Preserving the Digital Heritage : Building a Digital Archive for UK Government Records
Brown, Adrian (Date Created: Dec 2003) (United Kingdom)
This paper gives an overview of the digital preservation strategies of the UK National Archives. Resources discussed include PRONOM, a database of software information and file formats ; the Archive's in-house digital archive system and strategies for archiving government web sites.
http://www.nationalarchives.gov.uk/documents/brown.pdf
Paper part of the Online Information 2003 proceedings
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Historical Preserving the Outputs of Research
Cathro, Warwick (Date Created: Nov 2004)
This paper was presented at the Archiving Web Resources conference in Canberra, Australia, November 9-11 2004. The paper discusses the issues and challenges of preserving both the primary outputs, such as datasets, and secondary outputs, such as journal articles, of research. The paper also focuses on the various responses to these issues by institutional repositories and national level programs. The author also argues for more collaboration between stakeholders as well as a role for national libraries in developing an infrastructure for the preservation of these outputs.
http://192.102.239.53/openpublish/index.php/nlasp/article/view/1235/15
20
Public Sector Readiness for Digital Preservation in New Zealand: The Rate of Adoption of an Innovation in Records Management Practices
Dorner, Daniel G. (Date Created: Apr 2009) (New Zealand)
This article in Government Information Quarterly analyses the results of a survey conducted in 2006 of New Zealand public sector agencies on behalf of the National Library of New Zealand and Archives New Zealand to determine the state of readiness for digital preservation, using Rogers' Diffusion of Innovations model to identify possible reasons for low levels of knowledge about digital preservation and to make recommendations to government lead agencies on how to improve the situation.
http://www.sciencedirect.com/science?_ob=ArticleURL&_udi=B6W4G-4VCH3DX
-1&_user=10&_coverDate=04%2F30%2F2009&_alid=905438952&_rdoc=1&_fmt=hig
h&_orig=search&_cdi=6542&_sort=d&_docanchor=&view=c&_ct=1&_acct=C00005
0221&_version=1&_urlVersion=0&_userid=10&md5=ac52807a8d4d79636ac5a480e
d941f6d
Government Information Quarterly, Vol 26, Iss. 2, Apr. 2009 pp341-348.
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Historical Reality and Chimeras in the Preservation of Electronic Records
Bearman, David In: D-Lib magazine (Date Created: 15 Apr 1999)
This magazine column is a response to the report to CLIR by Jeff Rothenberg "Avoiding Technological Quicksand". Bearman gives a critique of the solution described by Rothenberg and suggests that migration is still the preferred solution for the preservation of electronic records.
http://www.dlib.org/dlib/april99/bearman/04bearman.html
Historical Research Questions for the Digital Era Library
Marcum, Deanna B. (Date Created: 2003)
The author of this article maintains that the library's role in the use of digital information, particularly in regard to access to high quality digital research materials, needs to be reassessed. This article identifies three areas where research is required to meet future needs. One of the three areas is an analysis of what elements are required for a comprehensive preservation strategy. The author details why a preservation strategy is important for libraries and also reports on previous and current suggestions for research in digital preservation related areas.
in Library Trends, Vol. 51, Issue 4, Spring 2003, pp636-651
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Historical Researching Long Term Digital Preservation Approaches in the Dutch Digital Preservation Testbed (Testbed Digitale Bewaring)
Potter, Maureen In: RLG DigiNews (Date Created: 15 Jun 2002) (Netherlands)
Maureen Potter describes the work and progress to date of the Digital Preservation Testbed (Testbed Digitale Bewaring) belonging to the Dutch government's Digitale Duurzaamheid (Digital Longevity) programme aimed at retaining long term accessibility to government information. The article describes the Testbed's focus on four document types (text documents, email, spreadsheets and databases) using three preservation approaches (migration, emulation, XML), outlines the experimental methodology and provides some preliminary findings for text documents and emails.
http://worldcat.org/arcviewer/1/OCC/2007/08/08/0000070511/viewer/file1
521.html#feature2
Risk and the Preservation Management of Digital Collections
Clifton, Gerard (Date Created: Sep 2005) (Australia)
This article discusses the risks to digital materials and ways to reduce and manage these risks. The risk areas discussed include media degradation; data, files and formats issues; collection level factors, such as lack of metadata; organisational factors and external factors.
http://archive.ifla.org/VI/4/news/ipnn36.pdf
International Preservation News No. 36, September 2005. pp. 21-23.
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Historical Saving Digital Heritage : a UNESCO Campaign
Webb, Colin In: RLG DigiNews (Date Created: Jun 2003)
This article discusses UNESCO's Draft Charter on the Preservation of the Digital Heritage and its associated Guidelines. It describes the consultation processes in formulating the Charter and the Guidelines are discussed within the context of readership and how the information is structured. Sample principles from the Guidelines are included to illustrate the basic concepts and more detailed approaches to how the material is organised in the Guidelines.
http://worldcat.org/arcviewer/1/OCC/2007/08/08/0000070511/viewer/file6
74.html#feature3
Historical Scarcity or Abundance? : Preserving the Past in a Digital Era
Rosenzweig, Roy (Date Created: Jun 2003)
This article is written from an historian's perspective. It gives details of several approaches to digital preservation and their implications for current and future historical research.
http://www.historycooperative.org/journals/ahr/108.3/rosenzweig.html
in American Historical Review, Vol. 108, Issue 3, June 2003, pp735-762
Historical Scientific Data and Information : Report of the CSPR Assessment Panel
Committee on Scientific Planning and Review (CSPR) (Date Created: Dec 2004)
The ICSU (International Council for Science) is a non-government organisation representing over 100 international scientific bodies. This report (43 p.) by the CSPR (Committee on Scientific Planning and Review) assesses the strategic issues in scientific data and information and reviews the ICSU's current activities. This report is wide-ranging, covering all aspects of the data and information lifecycle including the need for long-term management and preservation.
ISBN: 0930357604
http://www.icsu.org/Gestion/img/ICSU_DOC_DOWNLOAD/551_DD_FILE_PAA_Data
_and_Information.pdf
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Historical Strategies for Capturing and Managing Emails as Records and as Organisational Assets
Cunningham, Adrian (Date Created: 18 Apr 2002) (Australia)
A presentation by Adrian Cunningham of the National Archives of Australia on emails as organisational records, given at "Email as Government Record Workshop: Its Mismanagement and Control" held at the National Library of Australia on April 18, 2002. NB: Presentation is best viewed with Internet Explorer as the browser.
http://pandora.nla.gov.au/pan/49634/20050620-0000/www.naa.gov.au/recor
dkeeping/noticeboard/emails_as_records_files/frame.htm
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Historical VERS: Building a Digital Record Heritage
Quenault, Howard (Date Created: Feb 2004) (Australia)
The Victorian Electronic Records Strategy (VERS) is “a framework of standards, guidance and practical implementation projects centred around the goal of reliably and authentically archiving electronic records created or managed by the Victorian government”. The article provides an overview into the background and vision of the program, the VERS Centre of Excellence, developing the digital archive and future directions of the program.
http://www.vala.org.au/vala2004/2004pdfs/13Quena.PDF
VI European Conference on Archives: Archives between past and future
Associazione Nazionale Archivistica Italiana (Date Created: Jun 2001)
Abstracts of VI European Conference on Archives: Archives between past and future
http://www.anai.org/conferenza%20europea/
Web Information Continuity Research Report: Strategic Approaches, New Zealand Case Studies and International Overview
Clarke, Stephen; Crooks, Anna; Patterson, Alice; de Roo, Katie (Date Created: 21 Aug 2009) (New Zealand)
This report (37 p.) discusses web information as digital records and web recordkeeping and archiving strategies. It presents New Zealand case studies and a brief overview of international web continuity programmes, web management policies and Australasian web management guidance. It includes an annotated bibliography.
http://archives.govt.nz/sites/default/files/Microsoft_Word_-_Web_Infor
mation_Continuity_Research_Report.pdf
Historical Webwatch : Surfing Historical UK University Websites
Kelly, Brian In: Ariadne (Date Created: Apr 2003) (United Kingdom)
This article is a description of a survey of archived university web sites in the Internet Archive accessed using the WayBack Machine. An automated view and comparison of the earliest and latest sites is available by a "Web Tour". The article also notes problems in automatically capturing the sites over time, frequent occurrences of images not displaying, accessibility issues caused by sites being designed for a specific browser and third party content not being functional on the archived version of the website.
http://www.ariadne.ac.uk/issue35/web-watch/
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Historical XML and Digital Preservation
Testbed Digitale Bewaring (Date Created: Sep 2002) (Netherlands)
This paper describes XML and how it is useful for preserving digital information. A summary of current knowledge and research into XML is also provided.
http://www.digitaleduurzaamheid.nl/bibliotheek/docs/white-paper_xml-en
.pdf
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Historical XML for Digital Preservation : XML Implementation Options for E-Mails
Potter, Maureen (Date Created: 11 Oct 2002) (Netherlands)
This article reports on progress at the Digital Preservation Testbed (Testbed Digital Bewaring) of the Netherlands in using XML as a preservation approach. It notes the advantages and disadvantages of XML for archival preservation and discusses three implementation options for conversion or provision of emails in XML. The article is in PDF format.
http://www.digitaleduurzaamheid.nl/bibliotheek/docs/email-xml-imp.pdf

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Books

Digital Archiving in the 21st century: Archives Domain Discussion Paper
Council of Australasian Archives and Records Authorities ; National Archives of Australia (Date Created: Sep 2006) (Australia; New Zealand)
This discussion paper was prepared for the Collections Council of Australia Digital Collections Summit 2006. Written by the the National Archives of Australia for and on behalf of the Council of Australasian Archives and Records Authotities. It describes what has been done, the challenges, hurdles and potential strategies for preservation of digital records in Australia, the capability of the Archives Domain and urgent need for coordinated action and advocacy.
ISBN: 1920807470
http://www.caara.org.au/wp-content/uploads/2010/03/DigitalArchiving21C
.pdf
Available online as PDF
Historical Documenting the Future: Policy and Strategies for Electronic Recordkeeping in the NSW Public Sector
Roberts, David; State Records, New South Wales (Date Created: Jul 1995) (Australia)
This document was released for comment to New South Wales public sector agencies and to other stakeholders as part of the Electronic Recordkeeping Project in the Archives Authority of New South Wales in July 1995. This paper is about documenting the future of New South Wales through the electronic records generated by government. The paper proposes a whole of government approach, based on national and international best practice, to keeping records in the electronic environment.
ISBN: 0 7310 5038 X
http://pandora.nla.gov.au/pan/22370/20020925-0000/www.records.nsw.gov.
au/publicsector/erk/dtf/tofcont.htm
Electronic Records : A Workbook for Archivists : ICA Study 16
International Council on Archives (Date Created: Apr 2005)
This workbook, produced for archivists and record keepers, is a practical guide for those wishing to capture, preserve and make available electronic records. It covers basic concepts and definitions, as well as strategies for implementing electronic recordkeeping programmes and contains chapters on long term preservation and access, discussing preservation requirements, methods and skills.
http://www.ica.org/en/node/749
Available in multiple languages
Historical Ghost in the Machine : Traditional Archival Practice in the Design of Digital Repositories For Long Term Preservation
Lazorchak, William M. (Date Created: May 2004) (United States of America)
This masters thesis (139 p.) provides a solid introduction into requirements for digital preservation from the perspective of archival science. Existing frameworks (e.g. OAIS) and systems (e.g. DSpace) in digital preservation are reviewed in the light of these requirements, in what is a comprehensive though rather US-centred survey.
http://ils.unc.edu/MSpapers/2991.pdf
Historical Guidelines for Commonwealth Information Published in Electronic Formats
Commonwealth of Australia (Last Updated: Jan 2000) (Australia)
The aim of this document (126 p.) is to provide guidelines which enable Australian Government agencies to fulfill their legal obligations, which include preserving Commonwealth documentary records for future access as routine work practice. This document was superseded in part by the Australian Government Web Publishing Guide, which helps agencies to manage their websites, and to identify their legal and policy obligations.
ISBN: 0-642-39895-X
http://pandora.nla.gov.au/pan/24804/20031107-0000/www.noie.gov.au/publ
ications/NOIE/info_access_network/master_jan2000_guidelines_pdf.pdf
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Historical Guidelines On Best Practices For Using Electronic Information
European Commission (DLM Forum) (Date Created: 1997)
These multidisciplinary guidelines (61 p.), developed at the 1996 DLM Forum, help to define short and medium-term strategies for managing and preserving electronic information.
ISBN: 92-828-2285-0
http://dlmforum.typepad.com/gdlines.pdf
International Research on Permanent Authentic Records in Electronic Systems (InterPARES) 2 : Experiential, Interactive and Dynamic Records
Associazione Nazionale Archivistica Italiana (Date Created: Aug 2008)
This book details the findings of the InterPARES2 project. Chapters include Case and general studies in the artistic, scientific and government sectors; Records creation and maintenance; Authenticity, reliability and accuracy of digital records in the governmental sectors; Methods of appraisal and preservation; Modeling digital records creation, maintenance and preservation; Investigating the roles and requirements, manifestations and management of metadata in the creation of reliable and preservation of authentic digital entities; Structuring the relationship between records creators and preservers; terminological instruments; Bibliography and Glossary.
http://www.interpares.org/ip2/book.cfm
Chapters available in PDF from this website or for dowload as complete book (23 mb) or order print copy from http://www.interpares.org/ip2_book_announcement.cfm
La gestion de l'information et des archives électroniques en Europe : réalisations et nouvelles directions Actes de la Ve conférence du DLM-Forum (Toulouse, 10, 11 et 12 décembre 2008) : Information and Electronic Records Management in Europe: Achievements and new Directions:
Archives de France (Date Created: 30 Apr 2009) (France)
Proceedings of the 5th DLM-Forum Conference are available in two volumes. Sessions included: E-governments and standards; Managing and accessing e-information; From records management to archives - developing strategies for transferring records; Long term preservation; Certification; Strategies for records management and archiving services; Roundtable on "Are archives ready for the digital world ?"; and workshops on: MoReq2; Protection of personal data and the archival requirements; File formats for long term preservation; and, Long term preservation strategies.
ISBN: 9782860003391
http://www.archivesdefrance.culture.gouv.fr/gerer/publications/actes/
Historical New Model Scholarship : How will it survive?
Smith, Abby (Date Created: Mar 2003)
This CLIR report (55 p.) discusses the issues in preserving digital scholarly resources. 'New model scholarship' is defined as those resources that are born digital, such as web sites, that will be of use to future researchers. The report looks at organisational approaches to preserving digital content and includes, as appendices, a review of organisational models for digital archiving and a survey of current research, practices and understanding of digital preservation in the United States.
ISBN: 1887334998
http://www.clir.org/pubs/abstract/pub114abst.html
Available online as full text or PDF, or for purchase in print
New Skills for a Digital Era: A Colloquium: Proceedings
Davis, Susan E.; Pearce-Moses, Richard (Date Created: 2008) (United States of America)
This colloquium was sponsored by NARA, Society of American Archivists and the Arizona State Library, Archives and Public Records Office and held 31 May-2 June 2006, Washington DC. The proceedings (143p., 2.4MB) consider the knowledge and skills required by archivists in the digital era for acquisition, preservation, storage, reference and management.
http://www.archivists.org/publications/proceedings/NewSkillsForADigita
lEra.pdf
Available as PDF
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Historical Preserving and Sharing Statistical Material
Royal Statistical Society; UK Data Archive (Date Created: 2002) (United Kingdom)
This booklet is aimed at promoting the preservation and sharing of electronic data. it also discusses what should be preserved and includes the RSS Code of Best Practice on the Preservation and Sharing of Statistical Material.
ISBN: 0-906805-02-3
http://www.rss.org.uk/PDF/Archiving.pdf
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Historical Preserving Digital Information : Challenges and Solutions : Workbook
Howell, Alan (Last Updated: 01 Apr 2007)
Since 2001, Alan Howell, former Manager, Preservation and Storage at the State Library of Victoria has been presenting digital preservation workshops for CAVAL (Cooperation Action for Victorian Academic Libraries). The 1 day workshop for which the workbook was designed focuses on digital preservation in archives, libraries and museums. It provides an introduction to challenges and practical solutions, preservation planning and resources on digital preservation. It mainly deals with digital preservation from a management perspective, although technical aspects are briefly covered. The workbook was also intended as a reference book for planning and implementing digital preservation programs.
http://pandora.nla.gov.au/pan/49633/20050620-0000/www.alanhowell.com.a
u/papers/pdi_wkb.pdf
Archived by PANDORA, Australia's web archive

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Events

2005 NHPRC Electronic Records Fellowships Symposium
18 Nov 2005 , Pleasants Family Room, Wilson Library, University of North Carolina, Chapel Hill campus. (Date Created: Nov 2005) (United States of America)
Papers include In Search of Strategic Direction: Digital Preservation Advocacy in Higher Education (Robert Spindler keynote address), Solutions to Preserving E-mail Independent of Software and University Records and Data Warehousing. Biographies of fellows (2004) and audio and video of their presentations available.
http://www.ils.unc.edu/nhprcfellows/2005confer.htm
2006 NHPRC Electronic Records Research Fellowships Symposium
06 Oct 2006 (United States of America)
Keynote address by Seamus Ross "Uncertainty, Risk, Trust, and Digital Persistency" and presentations by 2005 Fellows and new cohort. Biographies and powerpoint presentations available.
http://www.ils.unc.edu/nhprcfellows/2006confer.htm
2007 NHPCR Electronic Record Research Fellowship Symposium
16 Nov 2007 , Pleasants Family Room in Wilson Library at UNC Chapel Hill (United States of America)
Keynote address by Reagan Moore and Richard Marciano from the San Diego Supercomputer Center "The Evolution of Data Curation: Towards Policy-driven Collection Management." Abstracts available from the agenda link.
http://www.ils.unc.edu/nhprcfellows/2007confer.htm
2008 Annual Conference of the Australian Society of Archivists : Archives: Discovery and Exploration 2008
08 - 09 Aug 2008 , Perth, Western Australia (Australia)
'The Conference theme 'Archives: Discovery and Exploration' expresses the Conference Committee's aim to blend Australasian and international experiences of Archives, and to discover and explore synergies between archives theory and practice.' Some papers available from the ASA website online store, free to members, and purchase for non-members.
http://www.archivists.org.au/onlinestore/conference-papers-digital-2/2
008-confernce-papers
2010 27th Annual Australian Society of Archivists National Conference. Future Proof: Resilient Archives 2020 and Beyond
12 - 17 Oct 2010 , Melbourne
Australian Society of Archivists
(Australia)
This conference has broad themes technological, environmental and generational change in archives. Of particular interest are sessions on digital archives, digitisation, and digital recordkeeping,
http://www.archivists.org.au/about/annual-conference/2010-conference
ACA 2008 Annual Conference: Stemming the Tide: Archives and the Digital World
12 - 14 Jun 2008 , Fredricton, New Brunswick
Association of Canadian Archivists
(Canada)
The 2008 Association of Canadian Archivists annual conference focused on digital archiving, digital electronic records and digitization of archival content.
http://archivists.ca/content/past-conferences
Papers &/or presentations of speakers willing to share their work with ACA membership are posted to the ACA Members Only web site.
Advancing the State of Knowledge in Electronic Records : 2006 Electronic Records Research Symposium
06 Oct 2006 , Pleasants Family Room of the Louis Round Wilson Library, University of North Carolina at Chapel Hill
National Historical Publications and Records Commission (NHPRC)
(United States of America)
The 2006 Electronic Records Research Symposium. The keynote address, Uncertainty, Risk, Trust, and Digital Persistency, was presented by Dr Seamus Ross Presentations available from 2006 presentations.
http://www.ils.unc.edu/nhprcfellows/
DC 2006: Joint Annual Meeting of NAGARA (National Association of Government Archives and Records Administrators), COSA (Council of State Archivists) and SAA (Society of American Archivists)
30 Jul - 05 Aug 2006 , Hilton Washington, Washington D.C. (United States of America)
Abstracts available from the Schedule at a glance.
http://www.archivists.org/conference/dc2006/dc2006aboutProgram.asp
DLM Forum 2005 Conference Proceedings : Electronic Records Supporting e-Government and Digital Archives
05 - 07 Oct 2005 , Budapest, Hungary (Date Created: Dec 2005)
Includes papers and presentations at various sessions including e-government and e-governance, standards and interchange, preservation and digital archives, education and cost benefits and impacts and demands on records management. Papers presented at the preservation and digital archives session include Keeping electronic records accessible - How the Federal Archives of Germany is preserving the digital heritage of the East German Republic; a case study ; A Digital Repository for the Rotterdam Municipal Archives: learning by experience ; Towards a National Digital Repository ; The PRONOM service: a technical registry to support long-term preservation ; The eDAVID digital preservation strategy: motivation and implementation ; The ArchiSafe Project - legally secure and scalable long-term record keeping.
http://ec.europa.eu/transparency/archival_policy/dlm_forum/proceed2005
_en.htm
Papers are in pdf format. Individual papers from the preservation and digital archives session are also catalogued individually in PADI.
E-Government and Digital Archives Workshop
11 Sep 2008 , Munich (Germany)
This workshop will be held as part of the German Computer Science Conference Informatik 2008.Topics may include models and standards for long term archiving, workflows, file formats, metadata, cooperation between communities and experiences with digital archives.
http://www.hauptstaatsarchiv.hessen.de/egovda
Historical ECURE 2001: Preservation and Access for Electronic College and University Records
12 - 13 Oct 2001 , Mesa, Arizona (United States of America) Has papers: ECURE Archives
Includes links to presentations.
http://www.asu.edu/ecure/2001/
ECURE 2006 : Preservation and Access for Digital College and University Resources
27 Feb - 01 Mar 2006 , Arizona State University (Tempe Campus, Phoenix) (United States of America)
http://www.asu.edu/ecure/
Forum DLM 2008 : Information and Records Management in Europe : Achievements and New Directions : La gestion de l'information et des archives électroniques en Europe : réalisations et nouvelles directions
10 - 12 Dec 2008 , Toulouse (France)
This conference jointly organised by the Archives de France (part of the French Culture and Communication Ministry) and the Association des Archivistes Français, was focused on European achievements and new directions in the field of digital records and archives management. It included sessions on long term preservation strategies, file formats, certification, e-governments and standards etc. Links to presentations and proceedings from page for Vth triennial confrence.
http://www.dlmforum.eu/index.php?option=com_jotloader&view=categories&
cid=8_583f98fcd12c1ea580097ba50b84244c&Itemid=75&lang=en
Proceedings (ISBN 978-2-86000-339-1) available online 30 April 2009 from http://www.archivesdefrance.culture.gouv.fr/gerer/publications/actes/
Future Perfect: Digital Continuity Conference 2010
03 - 05 May 2010 , Wellington, New Zealand
Archives New Zealand
(New Zealand)
This conference dedicated to the theme of digital continuity, preservation and long-term public sector information issues will include conference papers, workshops and masterclasses with international presenters from Australasia, North America and Europe.
http://www.archives.govt.nz/advice/digital-continuity-programme/future
-perfect-digital-continuity-conference-2010
I-CHORA 5 : Fifth International Conference on the History of Records and Archives : Records, archives and technology: interdependence over time
01 - 03 Jul 2010 , London
The National Archives (UK)
(United Kingdom)
This conference has the themes: 1. Early technologies and the origins of recordkeeping; 2. Technology, records and the growth of bureaucracy; 3. Creating and using records in the workplace; 4. Responding to technological change
http://www.nationalarchives.gov.uk/ichora5
InterPARES 3 Project, May 2010 International Symposium
29 May 2010 , University of Britsh Columbia, Vancouver BC
InterPARES 3 Project
(Canada)
This one day symposium organised by the The International Research on Permanent Authentic Records in Electronic Systems (InterPARES) 3 Project to present and discuss its findings and products to date. Topics include The impact of organizational culture on the development of preservation programs; various cities' strategies for digital preservation; digital preservation in structured and unstructured environments (law enforcement and financial organizations versus academic and art organizations); pervasive issues in digital preservation (e-mail, vital records, XML, metadata); issues of terminology, and social media.
http://www.interpares.org/ip3/ip3_symposium2010.cfm
Kuala Lumpur 2008 : 16th ICA Congress in Kuala Lumpur :Archives, Governance and Development: Mapping Future Society
21 - 27 Jul 2008 , National Archives of Malaysia, Kuala Lumpur, Malaysia
International Council of Archives
(Malaysia)
http://www.kualalumpur2008.ica.org/
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Managing and Archiving Records in the Digital Age : the Same Discipline or a Difficult Partnership of Two Different Professions?
25 - 26 Oct 2004 , Bern
ERPANET (Electronic Resource Preservation and Access Network)
(Date Created: 2004)
This provides a desciption, list of participants and expected outcomes of an invitational workshop held in Bern in October 2004. There are also links to public lectures including 'New Organisational Structures Responding to New Challenges: The Digital Curation Centre in the UK' by Seamus Ross and 'Electronic Records Archives Program' by Ken Thibodeau.
http://www.erpanet.org/events/2004/bern/
Managing Business Archives : a Global Perspective
17 Nov 2006 , Conference centre of the Royal Bank of Scotland Edinburgh (United Kingdom)
Themes include digital records - a universal issue, the inertia of large problems: digital records preservation in business, Digital Preservation Europe: a preservation initiative built on ERPANET.
http://www.businessarchivescouncil.org.uk/activitiesobjectives/confere
nce/conf2006
Shared Concerns and Responsibility for University Records and Archives : 2006 Seminar of the International Council on Archives Section on University and Research Institution Archives
13 - 20 Sep 2006 , Reykjavík, Iceland
University of Iceland
(Iceland)
The annual seminar of the Section on University and Research Institution Archives. The seminar covered issues affecting the appraisal, preservation and use of institutional records. Papers available from the proceedings link.
http://www.hi.is/page/ica_suv_seminar_2006
Transistor: Workshop on Preservation and Archiving of Audiovisual and Digital Records
20 - 23 May 2009 , Prague
CIANT_International Centre for Art and New Technologies
(Czech Republic)
This workshop is supported by the MEDIA Training Programme of the European Commission and presented by CIANT_International Centre for Art and New Technologies in collaboration with FAMU. It is the first of 2 workshops to be presented under the Transistor program for 2009 and will have 8 international speakers.
http://transistor.ciant.cz/2009/
US-InterPARES (International Research on the Preservation of Authentic Records in Electronic Systems) 2 Project Symposium: Do You Have the Real Thing? Developing Strategies and Policies for Ensuring Authenticity in Electronic Recordkeeping Systems
15 May 2004 , Department of Information Studies, Graduate School of Education and Information Studies Building, University of California, Los Angeles (United States of America)
PowerPoint presentations are available from the website.
http://www.gseis.ucla.edu/us-interpares/symposium.htm

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Organisations and Websites

Collecting, Archiving and Exhibiting Digital Design Data
Fallon, Kristine (Last Updated: Oct 2007) (United States of America)
Initiated by the Department of Architecture at the Art Institute of Chicago and undertaken by Kristine Fallon and Associates, with funding from the Schiff Foundation and Graham Foundation for Advanced Studies in the Fine Arts the purpose of the study was to examine the collection, archiving, and uses of digital design data produced by architects and industrial designers. The results of the study are extensive and are divided into 25 files. Section two is of most relevance as it deals with archiving digital design data: practices and technology, including preparing, collecting, and processing the data and its cataloguing, storage, and preservation. The study's final recommendations cover the life cycle of a digital work of art, including: types and classification of data appropriate for collection; indexing and metadata; data formats (archival, native, and derivative); format registration; storage; long-term maintenance; periodic migration; format updates and disaster recovery provisions for digital originals; and techniques for and opportunities to provide digital archive access to a broader community. The project was finalised in Spring 2007 and it was decided to make the software which was developed DAArch software version 1.0 open source.
http://www.artic.edu/aic/depts/architecture/ddd.html
Commonwealth Records Management Web Pages
National Archives of Australia (Last Updated: 2007) (Australia)
The Records Management web pages provide information on the National Archives of Australia's policy and procedures for appraising, sentencing, transferring and disposing of Commonwealth government records. They also give advice on records management procedures, preservation issues and outsourcing work for all record formats including digital.
http://www.naa.gov.au/records-management/index.aspx
CoOL Conservation OnLine : Resources for Conservation Professionals
Foundation of the American Institute for Conservation (Date Created: Feb 1993) (United States of America)
CoOL, was formerly a project of the Preservation Department of Stanford University Libraries (1993-2009). It is a full text library of conservation information, covering a wide spectrum of topics of interest to those involved with the conservation of library, archives and museum materials. It includes sections on electronic media and records. In 2009 after Stanford University Libraries could no longer offer support, it is now operated by the Foundation of the American Institute for Conservation.
http://cool.conservation-us.org/
DLM Forum 2005 Conference Proceedings : Electronic Records Supporting e-Government and Digital Archives
05 - 07 Oct 2005 , Budapest, Hungary (Date Created: Dec 2005)
Includes papers and presentations at various sessions including e-government and e-governance, standards and interchange, preservation and digital archives, education and cost benefits and impacts and demands on records management. Papers presented at the preservation and digital archives session include Keeping electronic records accessible - How the Federal Archives of Germany is preserving the digital heritage of the East German Republic; a case study ; A Digital Repository for the Rotterdam Municipal Archives: learning by experience ; Towards a National Digital Repository ; The PRONOM service: a technical registry to support long-term preservation ; The eDAVID digital preservation strategy: motivation and implementation ; The ArchiSafe Project - legally secure and scalable long-term record keeping.
http://ec.europa.eu/transparency/archival_policy/dlm_forum/proceed2005
_en.htm
Papers are in pdf format. Individual papers from the preservation and digital archives session are also catalogued individually in PADI.
Electronic Records Management
The National Archives (UK) (Regularly Updated) (United Kingdom)
This website describes and provides links to documents describing The National Archives', formerly the UK Public Record Office's, activities in the area of electronic records management.
http://www.nationalarchives.gov.uk/electronicrecords/
Electronic Records Online
National Archives (UK) (Regularly Updated) (United Kingdom)
This website gives public access to presentation copies of original records from the National Archives digital archive. The records are accessible via a browse facility and present a range of government material in a number fo different formats.
http://www.nationalarchives.gov.uk/ero/
International Records Management Trust (IRMT)
IRMT (Regularly Updated) (United Kingdom)
A London-based organisation, the International Records Management Trust was established in 1989 to assist developing countries in managing their official records. Searchable on this website are links to IRMTsponsored projects and papers, including resources examining electronic records management issues.
http://www.irmt.org/
National Historical Publications and Records Commission (NHPRC)
National Historical Publications and Records Commission (NHPRC) (Regularly Updated) (United States of America)
The NHPRC has funded much research on long-term preservation of and access to electronic records. Their website provides a list of current projects and links to project reports. Of particular interest is the section on Electronic Records Projects.
http://www.archives.gov/nhprc/
NDAD: UK National Digital Archive of Datasets
The National Archives (UK) (Regularly Updated) (United Kingdom)
NDAD is part of The National Archives (TNA). It contains archived digital data from UK government departments and agencies. The system has been available since March 1998 and provides open access to the catalogues of all its holdings, and free access to open datasets following a simple registration process. It is operated by ULCC (University of London Computer Centre) for TNA.
http://www.ndad.nationalarchives.gov.uk/
Historical Presidential Electronic Records Pilot System (PERPOS)
Information Technology and Telecommunications Laboratory, Georgia Tech. Research Institute (Last Updated: Nov 2005) (United States of America)
The PERPOS project aimed to find ways of gaining archival control of electronic records which are deposited with the National Archives and Records Administration (NARA). The initial project was to conduct research that would aid archivists in gaining intellectual and physical control of the user-created files contained on the George H. W. Bush PC hard drives. The second phase PERPOS II is modifying the tools that were developed for use with other projects.
http://perpos.gtri.gatech.edu/
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Testbed Digitale Bewaring / Digital Preservation Testbed
Digitale Duurzaamheid (Last Updated: 11 Apr 2002) (Netherlands) Has papers: XML and Digital Preservation ; From Digital Volatility to Digital Permanence : Preserving Spreadsheets ; From Digital Volatility to Digital Permanence : Preserving Text Documents ; From Digital Volatility to Digital Permanence : Costmodel ; From Digital Volatility to Digital Permanence : Preserving Databases ; E-Mail-XML Demonstrator: Technical Description
Part of a wider Digitale Duurzaamheid (Digital Longevity) programme, the Digital Preservation Testbed was established by the Dutch Government to research approaches for the long-term preservation of archival records. It is experimenting with a range of document formats in researching migration, emulation and the use of XML as approaches to long-term preservation and aims to examine the effectiveness, limitations, costs and potential for application of each approach. The Testbed pages in either Dutch or English may be accessed by following the Testbed Digitale Bewaring link from the main page.
http://www.digitaleduurzaamheid.nl/home.cfm
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Victorian Electronic Records Strategy (VERS) : Version 2
Public Record Office Victoria (Regularly Updated) (Australia)
This web site has links to the standard "Management of Electronic Records", its supporting specifications and the explanatory advices, which were revised in July 2003. The five supporting specifications include system requirements for preserving electronic records, metadata, standard electronic record format, long term preservation formats and export of electronic records to PROV (Public Record Office Victoria). Specification 4 was updated to include PDF/A,JPEG, JPEG-2000, MPEG-4 in Aug 2006 and Specification 5 was updated for the PROV's new digital Archive.
http://www.prov.vic.gov.au/vers/standard/version2.asp

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Online tutorial

Training in Electronic Records Management (TERM)
International Records Managment Trust (Date Created: Jun 2009)
The Training in Electronic Records Management (TERM) programme was developed by the International Records Management Trust as part of the "Fostering trust and transparency in governance: Investigating and addressing the requirements for building integrity in public sector information systems in the ICT environment" (2006 to 2008) project. It consists of a series of five training modules on electronic records management plus related resource materials (Glossary, Route Maps, Best Practice Indicators). Modules include: 1. Understanding the context of electronic records management; 2. Planning and managing an electronic records management programme; 3. Managing the creation, use and disposition of electronic records; 4. Preserving Electronic Records; and 5. Personnel Records as the information base for human resources and payroll management.
http://www.irmt.org/researchReports.html
The training materials plus case studies and reports from the project are available from this url.
Training in Electronic Records Management: Module 4: Preservation of Electronic Records
Brown, Adrian; Katuu, Shadrack; Sebina, Peter; Seles, Anthea In: Training in Electronic Records Management (TERM) (Date Created: Jun 2009)
This module of the Training in Electronic Records Management (TERM) programme developed by the International Records Management Trust, provides an introduction to key concepts and ideas including the challenges of preserving electronic records. Topics include: Understanding key concepts in digital preservation; Basic digital preservation practices; Preserving electronic records in a trusted digital repository; and, Current research and future directions.
http://www.irmt.org/documents/educ_training/term%20modules/IRMT%20TERM
%20Module%204.pdf
Available as PDF and print copy

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Policies, Strategies & Guidelines

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Archiving Web Resources : a policy for keeping records of web-based activity in the Commonwealth Government
National Archives of Australia (Last Updated: Jan 2001) (Australia)
A document setting out the National Archives of Australia's policy on the status and management of Commonwealth Government online resources, including websites, as Commonwealth records. It includes Best Practice recommendations plus listings of additional sources to assist Commonwealth agencies in establishing mechanisms for creating, managing and retaining web-based records. Ver 2 revised Jan 2001 re-endorsed 2007.
ISBN: 06423442213
http://www.naa.gov.au/records-management/publications/Archiving-web-po
licy.aspx
PDF of ver. 2 available from this URL
Collecting, Archiving and Exhibiting Digital Design Data
Fallon, Kristine (Last Updated: Oct 2007) (United States of America)
Initiated by the Department of Architecture at the Art Institute of Chicago and undertaken by Kristine Fallon and Associates, with funding from the Schiff Foundation and Graham Foundation for Advanced Studies in the Fine Arts the purpose of the study was to examine the collection, archiving, and uses of digital design data produced by architects and industrial designers. The results of the study are extensive and are divided into 25 files. Section two is of most relevance as it deals with archiving digital design data: practices and technology, including preparing, collecting, and processing the data and its cataloguing, storage, and preservation. The study's final recommendations cover the life cycle of a digital work of art, including: types and classification of data appropriate for collection; indexing and metadata; data formats (archival, native, and derivative); format registration; storage; long-term maintenance; periodic migration; format updates and disaster recovery provisions for digital originals; and techniques for and opportunities to provide digital archive access to a broader community. The project was finalised in Spring 2007 and it was decided to make the software which was developed DAArch software version 1.0 open source.
http://www.artic.edu/aic/depts/architecture/ddd.html
Historical Commonwealth Recordkeeping Webpages
National Archives of Australia (Last Updated: 2000) (Australia)
The Commonwealth Recordkeeping webpages superseded The Australian Archives Handbook. The pages provided information on the National Archives of Australia's policy and procedures for appraising, sentencing, transferring and disposing of Commonwealth government records. They also gave advice on records management procedures, preservation issues, and outsourcing work. The pages were replaced by pages on Records Management.
http://web.archive.org/web/20060920124545/http://naa.gov.au/recordkeep
ing/overview/new_approach.html
Site archived by the Internet Archive.
Commonwealth Records Management Web Pages
National Archives of Australia (Last Updated: 2007) (Australia)
The Records Management web pages provide information on the National Archives of Australia's policy and procedures for appraising, sentencing, transferring and disposing of Commonwealth government records. They also give advice on records management procedures, preservation issues and outsourcing work for all record formats including digital.
http://www.naa.gov.au/records-management/index.aspx
Historical Corporate Memory in the Electronic Age: Statement of a Common Position on Electronic Recordkeeping, May 1996
National Archives of Australia (Date Created: 15 May 1996) (Australia)
This statement developed by the Australian Council of Archives and included as an appendix on the National Archives of Australia 'Managing Electronic Records' website was designed to assist organisations to establish policy, standards and practical strategies for electronic recordkeeping. The statement describes principles and strategies for pursuing this vision under the following headings: creating electronic records and capturing them into electronic recordkeeping systems; designing, building and using electronic systems that keep records; maintaining and managing electronic records over time; and making electronic records accessible.
http://pandora.nla.gov.au/pan/52389/20050913-0000/www.naa.gov.au/recor
dkeeping/er/manage_er/append_1.html
Archived by PANDORA
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Corporate Policy on Electronic Records
Public Record Office (Date Created: Sep 2000) (United Kingdom)
This is the Public Record Office's official policy for the management of electronic records. As well as detailing standards for handling and access to digital materials, the policy includes a section which examines the preservation of electronic documents in the long-term.
http://www.nationalarchives.gov.uk/documents/rm_corp_pol.pdf
Creator Guidelines : Making and Maintaining Digital Materials : Guidelines for Individuals
InterPARES 2 Project (Date Created: 2006) (Canada)
These guidelines (10 p.) developed by the InterPARES 2 project provide practical advice to individuals on the creation and management of digital materials to ensure accessibility over time.
http://www.interpares.org/display_file.cfm?doc=ip2(pub)creator_guideli
nes_booklet.pdf
Data Model for Managing and Preserving Geospatial Electronic Records : Version 1
Center for International Earth Science Information Network (Date Created: Jun 2005)
This data model is part of the Managing and Preserving Geospatial Records project which was conducted by CIESIN (Center for International Earth Science Information Network). The data model includes a descriptive document regarding the tables and fields for storing metadata to aid in the management and preservation of geospatial objects; an E-R (Entity-Relationship) diagram; a data dictionary and crosswalks to current standards and requirements.
http://www.ciesin.columbia.edu/ger/DataModelV1_20050620.pdf
Designing and Implementing Recordkeeping Systems (DIRKS)
National Archives of Australia (Last Updated: 2005) (Australia)
This manual provides Australian government agencies with practical guidance on the design and implementation of best practice recordkeeping systems. It expands the eight step methodology as recommended in Australian Standard AS ISO 15489. The primary audience for this manual is government agency records management project teams and consultants. Vers. 2 endorsed 2007.
ISBN: 0642344493
http://www.naa.gov.au/records-management/publications/DIRKS-manual.asp
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Desktop Management: Guidelines for Managing Electronic Documents and Directories
State Records NSW (Last Updated: 02 May 2002) (Australia)
This publication, accessible through the State Records NSW website, forms part of the Government Recordkeeping Manual. The purpose of this document is to foster better electronic recordkeeping practices in the New South Wales public sector by providing guidance on the management of electronic documents. These guidelines are intended to be used by agencies to establish their own internal guidelines for the management of electronic documents. They provide practical guidance on a range of issues including the assignment of roles and responsibilities and integrating document management with recordkeeping systems.
http://www.records.nsw.gov.au/recordkeeping/government-recordkeeping-m
anual/guidance/recordkeeping-in-brief/recordkeeping-in-brief-30
Recordkeeping In Brief, ISSN 1440-3978, RIB 30
Historical Diffuse: Guide to Archiving
IST Diffuse; TIEKE (Last Updated: May 2002)
A data archiving guide developed within the Diffuse project (3 year project funded from 1 Feb 2000) of the EU IST program. Discussed are the major requirements to be considered, links to key standards, specfications, best practice examples and white papers appropriate for public record archiving.
http://web.archive.org/web/20031205165553/http:/www.diffuse.org/archiv
e_guide.html
Archived by the Internet Archive
Digital Archiving in the 21st century: Archives Domain Discussion Paper
Council of Australasian Archives and Records Authorities ; National Archives of Australia (Date Created: Sep 2006) (Australia; New Zealand)
This discussion paper was prepared for the Collections Council of Australia Digital Collections Summit 2006. Written by the the National Archives of Australia for and on behalf of the Council of Australasian Archives and Records Authotities. It describes what has been done, the challenges, hurdles and potential strategies for preservation of digital records in Australia, the capability of the Archives Domain and urgent need for coordinated action and advocacy.
ISBN: 1920807470
http://www.caara.org.au/wp-content/uploads/2010/03/DigitalArchiving21C
.pdf
Available online as PDF
Digital Continuity Action Plan
Archives New Zealand (Date Created: Aug 2009) (New Zealand)
This action plan is an all of New Zealand public sector program to assist and support agencies overcome issues with storing, accessing, using and reusing the digital information they produce. Implementation is led by Archives New Zealand.
http://continuum.archives.govt.nz/digital-continuity-action-plan.html
Available in print, PDF and html.
Digital Preservation: Illuminating the Past, Guiding the Future
National Archives of Australia (Date Created: Jun 2006) (Australia)
This brochure (15 p.) describes the challenges of digital preservation and the approach of the National Archives of Australia to preserving Commonwealth Government electronic records. It briefly introduces the Xena software.
ISBN: 1920807454
http://www.naa.gov.au/Images/XENA_brochure%5B1%5D_tcm2-918.pdf
Available online as PDF.
Digital Record Export Standard. ADRI Submission Information Package (ASIP). Ver. 1.0, 31 July 2007
Australian Digital Records Initiative (Date Created: 31 Jul 2007) (Australia; New Zealand)
This standard prescribes the physical representation of electronic records that are to be transferred to an archive. It specifies mandatory and optional metadata transferred with each record or file and the way the record (metadata and content) is physically represented as an XML document.
http://www.adri.gov.au/products/ADRI-2007-01-v1-0.pdf
Available from
Digital Records preservation in the NSW Public Sector: A Discussion Paper
State Records Authority of New South Wales (Date Created: Dec 2007) (Australia)
This discussion paper describes the challenges associated with preserving authentic and accessible digital records; identifies the Government of New South Wales' requirements in relation to the preservation of digital records;explains and evaluates tools and techniques and recommends development of a policy statement.
ISBN: 978097584587
http://www.records.nsw.gov.au/recordkeeping/topics/digital-recordkeepi
ng/digital-records-preservation-discussion-paper/digital-records-prese
rvation-discussion-paper
Also available in PDF http://www.records.nsw.gov.au/recordkeeping/docs%5Cdiscussion%20paper%20on%20digital%20records%20preservation%20nov%202007.pdf
Historical From Digital Volatility to Digital Permanence : Preserving Databases
Testbed Digitale Bewaring (Date Created: Dec 2003) (Netherlands)
The Testbed Digitale Bewaring has released its final recommendations on the long term preservation strategy for databases. This publication discusses charateristics of databases, requirements for retaining authenticity plus a comparison of preservation strategies including migration encoding and emulation. It concludes that the conversion of databases to XML is the most suitable preservation strategy. This contains sections targeted towards specific groups such as managers, IT specialists and end users for implementation of preservation strategies. A decision model, cost model and functional requirements are also included.
ISBN: 9080775819
http://www.digitaleduurzaamheid.nl/bibliotheek/docs/volatility-permane
nce-databases-en.pdf
Historical From Digital Volatility to Digital Permanence : Preserving Text Documents
Testbed Digitale Bewaring (Date Created: Dec 2003) (Netherlands)
The Testbed Digitale Bewaring has released its final recommendations on the long term preservation of electronic text documents. The publication covers the characteristics of electronic texts and their authenticity requirements and compares migration, conversion to XML and emulation as preservation strategies. The report proposes conversion of texts to PDF and XML as the most suitable preservation strategy for text documents and details an approach to implementing this strategy, including a PDF conversion guide. It also provides action plans targeted towards specific groups such as managers, IT specialists and end users.
ISBN: 9080775819
http://www.digitaleduurzaamheid.nl/bibliotheek/docs/volatility-permane
nce-textdocs-en.pdf
Historical Documenting the Future: Policy and Strategies for Electronic Recordkeeping in the NSW Public Sector
Roberts, David; State Records, New South Wales (Date Created: Jul 1995) (Australia)
This document was released for comment to New South Wales public sector agencies and to other stakeholders as part of the Electronic Recordkeeping Project in the Archives Authority of New South Wales in July 1995. This paper is about documenting the future of New South Wales through the electronic records generated by government. The paper proposes a whole of government approach, based on national and international best practice, to keeping records in the electronic environment.
ISBN: 0 7310 5038 X
http://pandora.nla.gov.au/pan/22370/20020925-0000/www.records.nsw.gov.
au/publicsector/erk/dtf/tofcont.htm
Electronic Records Management and Digital Preservation: Protecting the Knowledge Assets of the State Government Enterprise. Part II Economic Legal and Organizational Issues
NASCIO:Representing Chief Information Officers of the States (Date Created: Jul 2007) (United States of America)
This research brief (16 p. ) is the second in the NASCIO series highlighting key challenges and recommendations on electronic records management and digital preservation for U.S. state CIOs. This brief outlines the associated economic, legal and organisational issues.
http://www.nascio.org/publications/documents/NASCIO-RecordsManagementP
art2.pdf
Available for download in PDF.
Electronic Records Management and Digital Preservation: Protecting the Knowledge Assets of the State Government Enterprise: Part I: Background, Principles and Action for State CIOs
NASCIO:Representing Chief Information Officers of the States (Date Created: May 2007) (United States of America)
The first part (12 p.) in NASCIO series of research briefs highlighting key issues in electronic records management and making recommendations to U.S. state CIOs. This brief provides background and basic advice encouraging the creation of an electronic records management and digital preservation domain under the Enterprise Architecture program.
http://www.nascio.org/publications/documents/NASCIO-RecordsManagement.
pdf
Available for download in PDF
Electronic Records Management and Digital Preservation: Protecting the Knowledge Assets of the State Government Enterprise: Part III Management Leads and Technology Follows - but Collaboration is King
NASCIO:Representing Chief Information Officers of the States (Date Created: Oct 2007) (United States of America)
This research brief (20 p.) is the third in a series highlighting key issues for the U.S. state CIO in electronic records management and digital preservation. This brief explores the shared responsibility for management of digital assets in state government.
http://www.nascio.org/publications/documents/NASCIO-RecordsManagementP
art3.pdf
Available for download in PDF.
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Historical Framework for the Preservation of and Permanent Public Access to USDA Digital Publications
Uhlir, Paul, Project Consultant, National Academy of Sciences, National Research Council (Date Created: Nov 1997) (United States of America)
"This plan developed by the National Agricultural Library in conjunction with the Office of the Chief Information Officer, all other Departmental agencies, and representatives of key stakeholder and customer groups, addresses the preservation of all publications in digital form that are not restricted in their public distribution, that are created by or under the auspices of the Department of Agriculture, and that meet the retention criteria established under this plan. The plan also provides guidelines and procedures for addressing the technical requirements and user access and retrieval needs for the Department's digital publications that are made available through the NAL."
http://web.archive.org/web/20021213215556/www.nal.usda.gov/preserve/US
DADigiPubPresProg/framework.shtml
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Historical Future Proof : Ensuring the Accessibility of Equipment Technology Dependent Records
State Records New South Wales (Last Updated: 2004) (Australia)
This is State Records New South Wales Guideline no. 14. The purpose of the guideline was to offer advice to public offices who are seeking to ensure that their technology dependent records remain accessible over time. The guidelines contain 10 strategies covering metadata, data conversion/migration, monitoring and auditing accessibility and storing and preserving media.
ISBN: 073139755X
http://pandora.nla.gov.au/pan/49676/20050510-0000/future/www.records.n
sw.gov.au/publicsector/rk/guidelines/techdependent/TechDependentDownlo
ad.htm
Archived by PANDORA
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Geophysical Data in Archaeology: a Guide to Good Practice
Schmidt, Armin In: AHDS Guides to Good Practice (Date Created: 2002) (United Kingdom)
"The Guide to Good Practice offers an introduction to archaeological geophysics and the variety  of data that is produced including the raw measurement data, processed data and interpretative drawings. The guide emphasises the importance of ensuring that effective documentation is available for effective re-processing and re-interpretation of geophysical data. It also provides an invaluable introduction to storage and archiving of geophysical datasets and to sources of geophysical data in the UK. This Guide to Good Practice will be of use to the wide variety of individuals and organisations involved with geophysical survey projects.
http://ads.ahds.ac.uk/project/goodguides/geophys/
Guide to Developing Recordkeeping Strategies For Websites : Record Keeping Guide G20.
Archives New Zealand (Last Updated: Jun 2006) (New Zealand)
"This guide provides best practice advice for public offices and local authorities to develop strategies to manage their websites as public or local authority records. It articulates key principles for managing websites as records and, based on an analysis of website technology, assesses a range of recordkeeping strategies that organisations can use."
ISBN: 0478182120
http://continuum.archives.govt.nz/files/file/guides/g20/g20-introducti
on.html
Available in HTML and as PDF (2.9 MB)
Historical Guidelines for Commonwealth Information Published in Electronic Formats
Commonwealth of Australia (Last Updated: Jan 2000) (Australia)
The aim of this document (126 p.) is to provide guidelines which enable Australian Government agencies to fulfill their legal obligations, which include preserving Commonwealth documentary records for future access as routine work practice. This document was superseded in part by the Australian Government Web Publishing Guide, which helps agencies to manage their websites, and to identify their legal and policy obligations.
ISBN: 0-642-39895-X
http://pandora.nla.gov.au/pan/24804/20031107-0000/www.noie.gov.au/publ
ications/NOIE/info_access_network/master_jan2000_guidelines_pdf.pdf
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Historical Guidelines for Electronic Records Management on State and Federal Agency Websites
McClure, Charles R.; Sprehe, J. Timothy (Date Created: 1998)
These guidelines were developed as part of a research project to develop records management and preservation strategies for electronic information contained in (US) state and federal agency websites. The proposed guidelines represent a first step in developing both principles and practical approaches for developing and improving records management.
http://web.archive.org/web/20030625134537/http://www.istweb.syr.edu/~m
cclure/guidelines.html
Archived by the Internet Archive
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Historical Guidelines for Management, Appraisal and Preservation of Electronic Records
National Archives (UK) (Last Updated: 1999) (United Kingdom)
This guidance document was produced under the auspices of the Electronic Records from Office Systems (EROS) Programme of the Public Record Office. Part 1 sets out the principles of electronic records management and outlines broad strategies for translating the principles into practice. Part 2 focuses on procedures for best practice in electronic records management.
http://www.nationalarchives.gov.uk/electronicrecords/advice/guidelines
.htm
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Historical Guidelines On Best Practices For Using Electronic Information
European Commission (DLM Forum) (Date Created: 1997)
These multidisciplinary guidelines (61 p.), developed at the 1996 DLM Forum, help to define short and medium-term strategies for managing and preserving electronic information.
ISBN: 92-828-2285-0
http://dlmforum.typepad.com/gdlines.pdf
Historical How to Deposit Digital Data
Arts and Humanities Data Service (AHDS) (Last Updated: 2001) (United Kingdom)
This web page provides links to guidelines for deposit of digital material with service providers for the UK Arts and Humanities Data Service (AHDS), including advice on appropriate documentation and methods. Funding for AHDS ceased in April 2008.
http://www.webarchive.org.uk/wayback/archive/20080430164237/http://ahd
s.ac.uk/depositing/how-to-deposit.htm
Site archived by the UK Web Archive.
Ingest Guide for University Electronic Records
Tufts University and Yale University (Date Created: 25 Sep 2006) (United States of America)
This guide is a product of the Preservation of University Records grant project (NHPRC 2004-083) which was a collaboration between Tufts and Yale Universities . It describes the actions for a trustworthy ingest process and presents a detailed description of the complex ingest workflow step by step. It is based on the work of the Consultative Committee for Space Data Systems (CCSDS) and builds upon its OAIS framework.
http://dca.lib.tufts.edu/features/nhprc/reports/ingest/index.html
Also avilable for download in PDF from this website.
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Historical Kansas Electronic Records Management Guidelines
Kansas State Historical Society (Last Updated: 17 Aug 1999) (United States of America)
These guidelines were developed for electronic recordkeeping by the Kansas State Historical Society. They include guidance about digital records management issues and strategies for identifying, managing and preserving electronic records of long-term value.
http://www.kshs.org/government/records/electronic/electronicrecordsgui
delines.htm
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Historical Keeping Electronic Records: Policy for Electronic Recordkeeping in the Commonwealth Government
National Archives of Australia (Date Created: 15 Jul 1995) (Australia)
This draft policy is designed to provide guidance to users and managers of computer systems in the Commonwealth public sector. It deals with the problems associated with managing electronic records, and recordkeeping and accountability in the electronic environment and provides an historical perspective on the National Archives approach to electronic recordkeeping.
http://pandora.nla.gov.au/pan/22377/20011102-0000/www.naa.gov.au/recor
dkeeping/er/keeping_er/summary.html
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Historical Keeping Government Publications Online: a guide for Commonwealth agencies
National Archives of Australia; National Library of Australia; National Office for the Information Economy (Date Created: Jul 2002) (Australia)
Explains how collaboration between agencies, the National Library of Australia and the National Archives of Australia will help to ensure that online Commonwealth Government publications remain accessible. Provides advice on steps that agencies are required or recommended to take, definitions of publications and records, and the roles of the three bodies seeking to work with agencies. The document is provided as a PDF.
http://www.nla.gov.au/guidelines/govpubs.pdf
Managing Digital Records : Guideline 22
State Records Authority of New South Wales (Date Created: Feb 2009) (Australia)
These guidelines for the NSW public sector provide advice on controlling and effective maintenance of digital records to achieve immediate and long term business efficiencies.
ISBN: 780980514896
http://www.records.nsw.gov.au/recordkeeping/government-recordkeeping-m
anual/guidance/guidelines/guideline-22-managing-digital-records/guidel
ine-22-managing-digital-records
PDF available for printing
Historical Managing E-mail as Records
Managing Electronic Records Seminar: the University of Texas at Austin Graduate School of Library and Information Science Technology Summer Camp (Last Updated: 29 Jan 1998) (United States of America)
This study "investigated the ways that private and public industries and institutions implement email records management practices from both a technological and a policy perspective". The report discusses issues related to preserving email records, identifies four of the approaches that were being used to manage email records, and makes recommendations for improving future practice.
http://www.gslis.utexas.edu/~scisco/lis389c.5/email/index.html
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Historical Managing Electronic Messages as Records
National Archives of Australia (Date Created: 1997) (Australia)
This policy outlines how electronic messages derived from Commonwealth Government business transactions should be managed. The policy promotes the need to retain these messages in recordkeeping systems for as long as they are required by the Commonwealth and the community.
http://pandora.nla.gov.au/pan/22371/20011105-0000/www.naa.gov.au/recor
dkeeping/er/elec_messages/contents.html
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Historical Managing Electronic Records - A Shared Responsibility
National Archives of Australia (Last Updated: 12 Feb 1999) (Australia)
This paper defines what constitutes an electronic Commonwealth record in Australia and provides a guide to the roles of individual agencies and the Archives in preserving them.
http://pandora.nla.gov.au/pan/22378/20011102-0000/www.naa.gov.au/recor
dkeeping/er/manage_er/summary.html
Managing Your Photographs: The Basics
Digital Preservation Europe (Date Created: Apr 2009)
This guide has been developed for photographers (professional and amateur) and small photo studios wanting to control photographs and corresponding information. It provides guidance on management, storage, access & security, records management, and digital preservation.
http://www.digitalpreservationeurope.eu/publications/reports/D2_4_Tail
ored_version_of_the_records_management_module.pdf
D2.4 Tailored version of the records Management and Long term Access Module for the Photography Sector
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Model Requirements for the Management of Electronic Records (MoReq)
Fresko, Marc (Date Created: Mar 2001)
MoReq is a comprehensive specification for electronic records management systems, developed on behalf of the IDA (Interchange of Data between Administrators) initiative of the European Commission. The specification emphasises functionality, and has been designed as a practical aid for electronic records managers. Although not a focus, reference is also made to long-term preservation needs, and to issues such as authenticity, interoperability, preservation metadata and techological obsolescence. A new version MoReq2 has been made available in 2008.
http://www.cornwell.co.uk/edrm/moreq.asp
MoReq2 : Model Requirements Specification for the Management of Electronic Records
Serco Consulting (Date Created: Apr 2008)
MoReq2 builds on the earlier MoReq published in 2001. It defines generic requirements for an electronic records management system, or ERMS and is intended for use in the European Union but could be applied more widely.
http://www.moreq2.eu/
The specification can be downloaded from the website in a number of languages.
NARA Guidance on Managing Web Records
National Archives and Records Administration (NARA) (Date Created: Jan 2005) (United States of America)
These guidelines are intended to assist U.S. agencies manage web records.
http://www.archives.gov/records-mgmt/policy/managing-web-records-index
.html
Available in HTML and also in PDF.
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Historical The NERC Data Policy Handbook. Version 2.2 December 2002
NERC Data Strategy Group (Last Updated: 2002) (United Kingdom)
The (UK) National Environment Research Council (NERC) wishes to ensure that data is properly managed and preserved for future use. This document provides guidance on the implementation of NERC's Data Policies. Latest policy (February 2010) available on their website.
http://badc.nerc.ac.uk/data/NERC_Handbookv2.2.pdf
Historical NSW Recordkeeping Metadata Standard
State Records Authority of New South Wales (Date Created: Jun 2001) (Australia)
State Records NSW Metadata Standard for use by New South Wales public offices. The associated technical specifications are also included. NB: Part 1 of the standard was superceded in 2008 by [Standard No. 10]Standard on Digital Recordkeeping.
ISBN: 0731353781
http://pandora.nla.gov.au/pan/41519/20060420-0000/www.records.nsw.gov.
au/publicsector/erk/metadata/metadata-std/NRKMStitle.html
Standard No. 5
PARSE.Insight Deliverable D2.1 Draft Road Map
PARSE:Insight (Date Created: 18 May 2009)
This is the second version of the draft road map developed by PARSE.insight, which characterises an e-infrastructure for science data in Europe and proposes components for building it. Components include financial, organisational/'social, policy and technical solution to the threats of preservation.
http://www.parse-insight.eu/downloads/PARSE-Insight_D2-1_DraftRoadmap_
v1-1_final.pdf
Historical PARSE.Insight Deliverable D2.1: Draft Road Map
PARSE:Insight (Date Created: 27 Mar 2009)
This draft document provides an overview and details of technical and non-technical components required to supplement existing and planned infrastructures for digital preservation and long-term accessibility for raw science data in Europe. Superseded by final version released May 2009
http://www.parse-insight.eu/downloads/Parseinsight_draft_roadmap_20090
327.pdf
Policy on Electronic Recordkeeping
State Records NSW (Last Updated: 13 Apr 1999) (Australia)
This publication, accessible through the State Records NSW website, forms part of the Government Recordkeeping Manual. Its purpose is to establish a Government-wide policy on the keeping of records in the electronic environment.
http://www.records.nsw.gov.au/recordkeeping/government-recordkeeping-m
anual/rules/policies/policy-on-electronic-recordkeeping
Preserver Guidelines Preserving Digital Records : Guidelines for Organizations
InterPARES 2 Project (Date Created: 2006) (Canada)
These guidelines (12 p.) developed by the InterPARES 2 Project provide practical advice to organisations responsible for long-term preservation of digital records on the management of, and establishing and maintaining the authenticity of digital records.
http://www.interpares.org/display_file.cfm?doc=ip2(pub)preserver_guide
lines_booklet.pdf
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Historical Preserving and Sharing Statistical Material
Royal Statistical Society; UK Data Archive (Date Created: 2002) (United Kingdom)
This booklet is aimed at promoting the preservation and sharing of electronic data. it also discusses what should be preserved and includes the RSS Code of Best Practice on the Preservation and Sharing of Statistical Material.
ISBN: 0-906805-02-3
http://www.rss.org.uk/PDF/Archiving.pdf
Preserving Legislative Digital Records
Greenberg, P. (Date Created: May 2010) (United States of America)
This document (16 p., 1.4 MB) has been prepared by NCSL as a contribution to the Minnesota Historical Society led Model Technological and Social Architecture for the Preservation of State Government Digital Information Project . Its aim is to "ensure that that digital legislative records will be trustworthy, complete, durable and accessible over time. The publication provides options, advice and simple, low-cost tools and practices on how state and local governments can address digital preservation issues, with an understanding that there is no single model for all states to follow and no single solution."
ISBN: 9781580245852
http://www.ncsl.org/?tabid=20110
Avaialble in print and PDF free to members and $US15 to others.
Preserving State Government Digital Information: Retrospective Digitization White Paper and Resources
Minnesota Historical Society (Date Created: 31 Mar 2009) (United States of America)
This white paper and detailed resource list, have been prepared as part of an NDIIPP funded project. They provide an introduction to retrospective digitization of government records and include sections on: Legal requirements; Cost justification; In-house vs. outsourcing processes; Standard file formats: Resolution requirements: File naming guidelines; Metadata and indexing; Storage options; Preservation strategies; Disposition of originals; and,Developing a long-term program. Resource list available as Appendix A and as separate download.
http://www.mnhs.org/preserve/records/legislativerecords/digitization.h
tm
Documents available for download in PDF.
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Historical Recordkeeping Metadata Standard for Commonwealth Agencies (Version 1.0)
National Archives of Australia (Date Created: May 1999) (Australia)
"This standard describes the metadata that the National Archives of Australia recommends should be captured in the recordkeeping systems used by Commonwealth government agencies. Compliance with the Recordkeeping Metadata Standard for Commonwealth Agencies will help agencies to identify, authenticate, describe and manage their electronic records in a systematic and consistent way to meet business, accountability and archival requirements." This document was superceded in July 2008 with the publication of Version 2.0 "Australian Government Recordkeeping Metadata Standard".
ISBN: 0 642 34407 8
http://www.naa.gov.au/records-management/publications/rkms.aspx
PDF available for download from this website
Recordkeeping Strategies for Websites and Web Pages : State Records Guideline No. 15
Archives Office of Tasmania (Date Created: 14 Dec 2005) (Australia)
"This guideline articulates key principles for managing records of websites, webpages (public or internal) and supporting records and provides a range of recordkeeping strategies that agencies can use to manage these as State records." in Tasmania.
http://www.archives.tas.gov.au/legislative/staterecords/guidelines_lis
t/guideline_15
RIB 51 - Destroying Digital Records - When Pressing Delete Is Not Enough
State Records Authority of NSW (Date Created: 2008) (Australia)
This Brief provides advice on the destruction of digital records, including the destruction of sensitive or confidential digital State records for the New South Wales public sector. It discusses methods of sanitisation and risks related to not destroying digital records appropriately.
http://www.records.nsw.gov.au/recordkeeping/government-recordkeeping-m
anual/guidance/recordkeeping-in-brief/recordkeeping-in-brief-51-destro
ying-digital/?searchterm=rib%2051
Recordkeeping In Brief, ISSN 1440-3978, RIB 51
Historical Scientific Data and Information : Report of the CSPR Assessment Panel
Committee on Scientific Planning and Review (CSPR) (Date Created: Dec 2004)
The ICSU (International Council for Science) is a non-government organisation representing over 100 international scientific bodies. This report (43 p.) by the CSPR (Committee on Scientific Planning and Review) assesses the strategic issues in scientific data and information and reviews the ICSU's current activities. This report is wide-ranging, covering all aspects of the data and information lifecycle including the need for long-term management and preservation.
ISBN: 0930357604
http://www.icsu.org/Gestion/img/ICSU_DOC_DOWNLOAD/551_DD_FILE_PAA_Data
_and_Information.pdf
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Historical Standard for the Management of Electronic Records in the Victorian Government (PROS 99/007) VERSION 1
Public Records Office, Victoria In: Victorian Electronic Records Strategy Final Report (Date Created: Apr 2000) (Australia)
A Standard prepared as part of the recommendations of the VERS (Victorian Electronic Records Strategy) looking at long-term access of electronic information. The Standard has three specifications: System requirements for archiving electronic records, a Metadata scheme and a Standard electronic record format. It was revised in July 2003 with the publication of Version 2.
http://www.prov.vic.gov.au/vers/standard/version1.asp
Standard on Digital Recordkeeping
State Records Authority of New South Wales (Date Created: Sep 2008) (Australia)
"This standards sets out the minimum compliance requirements for NSW public offices for defining their digital records, digital recordkeeping system functionality and the creation and management of recordkeeping metadata for digital records." Standard no. 10.
ISBN: 9780980514858
http://www.records.nsw.gov.au/recordkeeping/government-recordkeeping-m
anual/rules/standards/standard-on-digital-recordkeeping
Also available for printing in PDF http://www.records.nsw.gov.au/recordkeeping/docs%5Cstandard%20on%20digital%20recordkeeping%20final.pdf
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Historical Standards for an Electronic Records Policy
Committee on Institutional Cooperation University Archivists Group (CIC UAG) (Date Created: Dec 2001) (United States of America)
A policy outlining "a set of institutional requirements for the responsible management of electronic records and information systems" within the twelve member academic consortium, the Committee on Institutional Cooperation (CIC).
http://www-personal.umich.edu/~deromedi/CIC/cic4.htm
Also available in PDF format at: http://www.cic.net/Libraries/Library/Electronic_Records_Policy.sflb
Statement on the Application of Digital Rights Management Technology to Public records
Australasian Digital Recordkeeping Initiative (ADRI) (Date Created: 06 Aug 2008) (Australia; New Zealand)
This position statement was developed by the Australasian Digital Recordkeeping Initiative (ADRI) and endorsed by the Council of Australasian Archives and Records Authorities (CAARA), to ensure records access and disposal provisions of the various archives and records legislation in different jurisdictions are not undermined by the application of Digital Rights Management (DRM) technology to public records.
http://www.adri.gov.au/products/ADRI-2008-001-v1.0.doc
Version 1.0
Training in Electronic Records Management (TERM)
International Records Managment Trust (Date Created: Jun 2009)
The Training in Electronic Records Management (TERM) programme was developed by the International Records Management Trust as part of the "Fostering trust and transparency in governance: Investigating and addressing the requirements for building integrity in public sector information systems in the ICT environment" (2006 to 2008) project. It consists of a series of five training modules on electronic records management plus related resource materials (Glossary, Route Maps, Best Practice Indicators). Modules include: 1. Understanding the context of electronic records management; 2. Planning and managing an electronic records management programme; 3. Managing the creation, use and disposition of electronic records; 4. Preserving Electronic Records; and 5. Personnel Records as the information base for human resources and payroll management.
http://www.irmt.org/researchReports.html
The training materials plus case studies and reports from the project are available from this url.
Training in Electronic Records Management: Module 4: Preservation of Electronic Records
Brown, Adrian; Katuu, Shadrack; Sebina, Peter; Seles, Anthea In: Training in Electronic Records Management (TERM) (Date Created: Jun 2009)
This module of the Training in Electronic Records Management (TERM) programme developed by the International Records Management Trust, provides an introduction to key concepts and ideas including the challenges of preserving electronic records. Topics include: Understanding key concepts in digital preservation; Basic digital preservation practices; Preserving electronic records in a trusted digital repository; and, Current research and future directions.
http://www.irmt.org/documents/educ_training/term%20modules/IRMT%20TERM
%20Module%204.pdf
Available as PDF and print copy
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Historical VERS: Building a Digital Record Heritage
Quenault, Howard (Date Created: Feb 2004) (Australia)
The Victorian Electronic Records Strategy (VERS) is “a framework of standards, guidance and practical implementation projects centred around the goal of reliably and authentically archiving electronic records created or managed by the Victorian government”. The article provides an overview into the background and vision of the program, the VERS Centre of Excellence, developing the digital archive and future directions of the program.
http://www.vala.org.au/vala2004/2004pdfs/13Quena.PDF
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Victorian Electronic Records Strategy (VERS) : Version 2
Public Record Office Victoria (Regularly Updated) (Australia)
This web site has links to the standard "Management of Electronic Records", its supporting specifications and the explanatory advices, which were revised in July 2003. The five supporting specifications include system requirements for preserving electronic records, metadata, standard electronic record format, long term preservation formats and export of electronic records to PROV (Public Record Office Victoria). Specification 4 was updated to include PDF/A,JPEG, JPEG-2000, MPEG-4 in Aug 2006 and Specification 5 was updated for the PROV's new digital Archive.
http://www.prov.vic.gov.au/vers/standard/version2.asp
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Website Archiving Policy : National Library of Australia
National Library of Australia (Date Created: 23 Jan 2004) (Australia)
This document describes the strategies used to ensure that the content accessible through the National Library of Australia's websites is archived in accordance with government policy and guidelines. The strategies cover content made accessible through the Library's public website, intranet, websites hosted by the Library and websites mirrored by the Library. The document also includes the web record archiving workflow.
http://www.nla.gov.au/policy/webarchive/archstrat.html

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Projects and Case Studies

Collecting, Archiving and Exhibiting Digital Design Data
Fallon, Kristine (Last Updated: Oct 2007) (United States of America)
Initiated by the Department of Architecture at the Art Institute of Chicago and undertaken by Kristine Fallon and Associates, with funding from the Schiff Foundation and Graham Foundation for Advanced Studies in the Fine Arts the purpose of the study was to examine the collection, archiving, and uses of digital design data produced by architects and industrial designers. The results of the study are extensive and are divided into 25 files. Section two is of most relevance as it deals with archiving digital design data: practices and technology, including preparing, collecting, and processing the data and its cataloguing, storage, and preservation. The study's final recommendations cover the life cycle of a digital work of art, including: types and classification of data appropriate for collection; indexing and metadata; data formats (archival, native, and derivative); format registration; storage; long-term maintenance; periodic migration; format updates and disaster recovery provisions for digital originals; and techniques for and opportunities to provide digital archive access to a broader community. The project was finalised in Spring 2007 and it was decided to make the software which was developed DAArch software version 1.0 open source.
http://www.artic.edu/aic/depts/architecture/ddd.html
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Historical DAVID: Digitale Archivering in Vlaamse Instellingen en Diensten (Digital Archiving in Flemish Institutions and Administrations)
City Archives of Antwerp (Last Updated: 10 Jan 2003)
The DAVID Project was a 4 year collaboration of the City of Antwerp Archives and ICRI to research digital durability in a governmental environment which ended in December 2003. It sought to develop best practices for archiving electoral and population data, emails and websites and produced a manual on electronic archiving (last updated January 2006).
http://www.expertisecentrumdavid.be/davidproject/
Digital Preservation In Radiology : Ensuring Long Term Accessibility of Digital Medical Images
Kulovits, Hannes; Rauber, Andreas (Date Created: 31 Mar 2009)
This Digital Preservation Europe briefing paper outlines the preservation requirements of digital imaging in European medical practices and suggests that additional efforts may be required to establish trusted repositories through risk assessment and compliance auditing.
http://www.digitalpreservationeurope.eu/publications/briefs/digital_pr
eservation_in_radiology.pdf
Digital Preservation Europe Briefing Paper
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Historical Effective Records Management Project
University of Glasgow (United Kingdom)
The Effective Records Management Project was based at the University of Glasgow and funded as part of the JISC Technology Applications Programme (JTAP). The project's aims were to produce tools and protocols, and it developed a pilot system for the creation and distribution of committee papers within the University of Glasgow (CDocS). A final report was published in early 2002 and is available in PDF on the project's Web pages.
http://www.gla.ac.uk/InfoStrat/ERM/
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Historical Electronic Recordkeeping at Indiana University
Indiana University (Last Updated: 2002) (United States of America)
The Indiana University (IU) Electronic Records Project was funded by the National Historical Publications and Records Commission (NHPRC). The project, which concluded in 2002, aimed to create a Campus-wide document management system and metadata specifications. The project web site includes the final report on the project together with papers, functional requirements specifications, metadata specifications, business process modelling documentation and methodology documentation.
http://www.libraries.iub.edu/index.php?pageId=3313
Fedora and the Preservation of University Records Project
Dockins, Robert; Glick, Kevin; Wilczek, Eliot In: RLG DigiNews (Date Created: 15 Oct 2006) (United States of America)
This article provides an overview of the recently completed Fedora and the Preservation of University Records Project being undertaken by the Digital Collections and Archives of Tufts University and Manuscripts and Archives of Yale University. The project aimed at combining electronic records preservation research and theory and digital library research and practice. The article discusses recordkeeping systems and preservation activities, and the two of the products of the project the Ingest Guide and Maintain Guide.
http://worldcat.org/arcviewer/1/OCC/2007/08/08/0000070519/viewer/file2
514.html#article0
Historical InterPARES 2: Experimental, Interactive and Dynamic Records
Luciana Duranti (Last Updated: 31 Dec 2006) (Canada)
The website of the InterPARES 2 Project, the second phase of the originating InterPARES project, which was funded for 2002-2006. Details are given of the scope of the project, international participants and research output produced. It was succeeded by the third phase InterPARES 3.
http://www.interpares.org/ip2_index.cfm
InterPARES 3 Project: Implementing Digital Records Preservation in a Contemporary Art Gallery and Ethnographic Museum
Laszlo, Krisztina; McMillan, Timothy; Yuhasz, Jennifer (Date Created: Sep 2008) (Canada)
This paper delivered at the 2008 Annual Conference of CIDOC (Athens, September 15-18, 2008) provides information on the InterPARES 3 project and highlights case studies of two cultural institutions at the University of British Columbia and research to ensure preservation of their digital records.
http://www.cidoc2008.gr/cidoc/Documents/papers/drfile.2008-06-18.51716
14710
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InterPARES Project : International Research on Permanent Authentic Records in Electronic Systems
The InterPARES Project (Regularly Updated) (Canada)
The goal of the InterPARES Project is to use the tools of archival science and diplomatics to develop the theoretical and methodological knowledge essential to the permanent preservation of electronically generated records. On the basis of this knowledge it will formulate model strategies, policies and standards capable of ensuring their preservation. InterPARES is directed by Luciana Duranti, University of British Columbia's School of Library, Archival and Information Studies. It has been developed over three phases. Interpares 1 1999-2001; Inerpares 2002-2006 and Interpares3 2007-2012.
http://www.interpares.org/
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Historical JERRI: Ohio's Joint Electronic Records Repository Initiative
Arp, Charles (Last Updated: 10 Jul 2001) (United States of America)
JERRI was a joint project between the Ohio Historical Society, the State Library of Ohio, the Ohio Supercomputer Centre and the Ohio Department of Administrative Services to maintain public access to state electronic records and web-based publications of enduring historical value via an electronic archive. Work is continuing through a partnership with OCLC's digital collection management and preservation project. Final Report issued in June 2001.
http://web.archive.org/web/*/http://www.ohiojunction.net/jerri/
Site archived by the Internet Archive.
Long-term Preservation of the Digital Heritage: A Case Study of Universities Institutional Repositories = La conservazione a lungo termine del patrimonio digitale: il caso degli archivi istituzionali delle università
Duranti, Luciana (Date Created: Jun 2010) (Canada)
This article (in English with abstract in Italian) discusses authenticity of digital records, rights managment, and long-term preservation strategies in university repositories using a case study of the Interpares3 project based on "cIRcle" an institutional repository at the University of British Columbia (UBC) which uses the DSpace repository software.
http://leo.cilea.it/index.php/jlis/article/viewArticle/12
JLIS.it., ISSN: 2038-1026, Vol.1, no.1 (giugno 2010), p. 157–168. DOI: 10.4403.it/jlis-12
Historical Migrating Records From Proprietary Software to RTF, HTML and XML
Reuben, Elizabeth (Date Created: Jun 2003) (Australia)
This article describes a digital preservation project at the Australian Department of Family and Community Services. The Department's Guides to Social Security Law had to be extracted from the its proprietary software format, Epublish, then the data had to be migrated to other formats that would increase accessibility and enable preservation of the guides. Topics covered include data conversion, testing, metadata schemes and archival formats.
http://www.infotoday.com/cilmag/jun03/reuben.shtml
in Computers in Libraries, (ISSN 1041-7915) Vol. 23, no. 6, June 2003, p30-33
PARSE.Insight
PARSE:Insight (Date Created: Mar 2008)
This EU project (2008-2010) aims to give insight into issues of Permanent Access to the Records of Science in Europe. The project will focus on on the e-science infrastructure needed to support persistence and understandability of key information assets over the long term. The web site gives details of the milestones, deliverables and schedules.
http://www.parse-insight.eu/
Historical PAT Project : Persistent Archives Testbed
San Diego Supercomputer Center (SDSC) (Last Updated: 19 Jul 2004) (United States of America)
The PAT (Persistent Archive Testbed) project was funded by the National Historical Publications and Records Commission (NHPRC) of the National Archives and Records Administration (NARA) (2203-2006). The aim of the project was to use data grid technology for access and preservation of digital collections. The PAT researchers aimed to deploy and test a model for archiving electronic records using persistent archive technologies developed at the SDSC (San Diego Supercomputer Center), based on the SDSC Storage Resource Broker (SRB) data grid middleware.
Project web page previously available at http://www.sdsc.edu/PAT/
Persistent Digital Archives and Library Systems (PeDALS)
Arizona State Library, Archives and Public Records (Date Created: Oct 2007) (United States of America)
This 18 month project led by the Arizona State Library, Archives and Public Records will develop a curatorial rational to support an automated, integrated workflow to process collections of digital publications, implement "digital stacks" using an inexpensive storage network and develop a professional network to promote collaboration and shared practice for state and local governments. Partners include Arizona State Library Archives and Public Records, State Library and Archives of Florida, New York State Archives and State Library, South Carolina Dept. of Archives and History, and Wisconsin Historical Society. Funding from NDIIPP and IMLS
http://pedalspreservation.org/
Historical Presidential Electronic Records Pilot System (PERPOS)
Information Technology and Telecommunications Laboratory, Georgia Tech. Research Institute (Last Updated: Nov 2005) (United States of America)
The PERPOS project aimed to find ways of gaining archival control of electronic records which are deposited with the National Archives and Records Administration (NARA). The initial project was to conduct research that would aid archivists in gaining intellectual and physical control of the user-created files contained on the George H. W. Bush PC hard drives. The second phase PERPOS II is modifying the tools that were developed for use with other projects.
http://perpos.gtri.gatech.edu/
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Historical SPIRT Recordkeeping Metadata Project
Records Continuum Research Group, Monash University (Last Updated: 24 Apr 1999) (Australia)
The 18 month collaborative SPIRT Recordkeeping Metadata Project aimed "to comprehensively specify and codify recordkeeping metadata in ways that enable it to be fully understood and deployed both within and beyond the records and archives profession." This project website provides links to resources developed in the course of the project, including the Australian Recordkeeping Metadata Schema (RKMS).
http://www.sims.monash.edu/research/rcrg/research/spirt/index.html
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Historical Victorian Electronic Records Strategy Final Report
Public Records Office, Victoria (Last Updated: 31 Mar 1999) (Australia)
The Victorian Electronic Records Strategy (VERS) Project was undertaken by Public Record Office Victoria (PROV) in conjunction with the Australian Commonwealth Scientific and Industrial Research Organisation (CSIRO) and Ernst & Young from April to December 1998. The project aimed to demonstrate the feasibility of capturing and preserving electronic records in such a way that they may be readily accessed in the long term; and to provide a set of functional descriptions for electronic archiving which can be used by Victorian government agencies to implement electronic archiving systems and strategies. The final report (142 p.) includes functional descriptions and a general description of the demonstrator system.
http://www.prov.vic.gov.au/vers/pdf/final.pdf
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Historical Web Archiving Strategy Project (WASP)
University of Melbourne (Last Updated: 27 Jul 2004) (Australia)
Instigated in 2003, this project was designed to develop a strategy to archive the University of Melbourne's web pages. The strategy included identifying web pages for short and long term retention, risk management, defining the roles and responsibilities of the various stakeholders and uniformity of metadata creation. It led to the development of the Web Archiving @ the University of Melbourne web site.
http://pandora.nla.gov.au/pan/49714/20050927-0000/www.unimelb.edu.au/w
eb-archiving/index.html
Website archived by PANDORA

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Bibliographies

AC+erm Resource List
Accelerating Positive Change In Electronic Records Management (Date Created: 13 Nov 2009)
This updated list of resources (36 p.) has been prepared by the AC+erm Accelerating Positive Change in Electronic Records Management project ,School of Computing Engineering and Information Sciences, Northumbria University which is funded by the Arts and Humanities Research council. It is an annotated and categorised compilation of websites and documents relevant to electronic records management. The listing includes organisations, publishers, blogs, and a bibliography of relevant reports, articles and papers.
http://www.northumbria.ac.uk/static/5007/ceispdf/resourcelist_2009_11.
pdf
Historical Bibliography on Electronic Records 1995-2003
National Archives of Australia (Last Updated: Jul 2000)
This bibliography, which was available through the National Archives of Australia website, lists journal articles, monographs, and conference proceedings on electronic records.
http://pandora.nla.gov.au/pan/52389/20050913-0000/www.naa.gov.au/recor
dkeeping/er/biblio/er_biblio.html
Digitisation Disposal Policy Toolkit: Further Resources
Queensland State Archives (Date Created: May 2010) (Australia)
This document (8 p.) is part of the Queensland State Archives' Digitisation Disposal Policy Toolkit. It lists details of a range of publications from Australia and overseas which Queensland public authorities may find useful in planning and implementing digitisation activity. These are listed under; General; Preserving digital records; File formats; Metadata; Policy; Quality; and Storage media.
http://www.archives.qld.gov.au/government/files/Digitisation%20Disposa
l%20Policy%20Toolkit%20-%20Further%20resources.pdf
Preserving State Government Digital Information: Retrospective Digitization White Paper and Resources
Minnesota Historical Society (Date Created: 31 Mar 2009) (United States of America)
This white paper and detailed resource list, have been prepared as part of an NDIIPP funded project. They provide an introduction to retrospective digitization of government records and include sections on: Legal requirements; Cost justification; In-house vs. outsourcing processes; Standard file formats: Resolution requirements: File naming guidelines; Metadata and indexing; Storage options; Preservation strategies; Disposition of originals; and,Developing a long-term program. Resource list available as Appendix A and as separate download.
http://www.mnhs.org/preserve/records/legislativerecords/digitization.h
tm
Documents available for download in PDF.

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Glossaries

Glossary of Archival and Records Terminology
Pearce-Moses, Richard (Date Created: 2005) (United States of America)
This is the latest edition of the Glossary. It contains over 2,000 entries and includes terms of relevance to digital preservation.
http://www.archivists.org/glossary/index.asp
Training in Electronic Records Management : Glossary of Terms
International Records Management Trust In: Training in Electronic Records Management (TERM) (Date Created: Jun 2009)
This glossary (64 p.) was developed by the International Records Management Trust as part of the Training in Electronic Records Management (TERM) programme. It is a consolidated glossary of relevant records management, electronic management, information technology and computer terms.
http://www.irmt.org/documents/educ_training/term%20modules/IRMT%20TERM
%20Glossary%20of%20Terms.pdf

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Journals & Newsletters

Historical DigiCULT.Info Newsletter
DigiCULT Consortium (Last Updated: Oct 2005)
This newsletter, with its mix of news items, announcements and articles, provided a regular look into selected technology areas affecting the cultural domain, along with summarising the progress of DigiCULT Forum. DigiCult was an an IST Support Measure (IST-2001-34898) to establish a regular technology watch for cultural and scientific heritage over the period of 30 months (03/2002-08/2004).
http://www.digicult.info/pages/newsletter.php
Historical Digital Citizens
Coutts, John (Date Created: 10 Jul 2003) (United Kingdom)
This article from the Guardian discusses e-government and its implications for digital preservation. Digital data integrity is discussed within the context of public records such as births and deaths, and implications for local archives are also briefly discussed.
http://www.guardian.co.uk/technology/2003/jul/10/onlinesupplement.epub
lic
in, Guardian Online

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Discussion Lists

ERECS-L
(Regularly Updated)
A moderated list for archivists and other information professionals which provides a forum for discussion of ideas, techniques, and issues associated with the management and preservation of electronic records. It also provides a vehicle for the electronic distribution of publications, newsletters, and grey literature associated with managing electronic records. archive available from 1997.
https://listserv.albany.edu/cgi-bin/wa?A0=ERECS-L

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Surveys

Historical CFP : Call For Preservation! : Results and discussion of a survey on the preservation of Electronic Theses and Dissertations
Libner, Kelsey (Date Created: 2003) (United States of America)
The first part of this paper discusses the results of a survey of 16 institutions regarding practices for the long term preservation of ETDs (electronic theses and dissertations). Data migration, preservation policies, electronic file backup and workflows are some of the areas surveyed. The second part of the paper discusses the file formats, particularly PDF and PDF/A. Areas requiring further investigation are also discussed.
http://edoc.hu-berlin.de/etd2003/libner-kelsey/HTML/index.html
Public Sector Readiness for Digital Preservation ; A Report Commissioned by the National Library of New Zealand and Archives New Zealand
Crookston, Mark; Dorner, Daniel G.; Liew, Chern Li (Date Created: Jun 2006) (New Zealand)
This document (64 p.) reports the findings of a survey in 2006 to determine the current state of readiness for digital preservation within New Zealand's core public sector organisations.
ISBN: 0475122909
http://www.natlib.govt.nz/catalogues/library-documents/public-sector-d
igital-preservation
Scoping Report to The National Archives on the Local Government Digital Continuity Requirement
Jeffery-Cook, Richard; Lord, Philip (Date Created: Apr 2010) (United Kingdom)
This report (49 p.) was commissioned by the National Archives (TNA) on the digital continuity risks of large local authorities in England. The survey (online questionnaire and interviews) and subsequent report were prepared by In-Form Consult Ltd and the Digital Archiving Consultancy. Digital continuity is defined as an ability to access and use digital information for as long as organisations need to, and is considered wider than preservation taking into account information management practices, knowledge, attitudes and commitment. The report makes a series of recommendations that my be helpful to local authorities.
http://www.nationalarchives.gov.uk/documents/report-to-tna-on-local-au
thority-digital-continuity-v1-0.pdf
State of Electronic Record Keeping in a Selection of Typical Depositors to Local Archives Services : Report of the East of England Digital Preservation Regional Pilot Project Phase 2
Museums Libraries Archives East of England (Date Created: Jul 2008) (United Kingdom)
This report known as the DARP2 report follows the first report of the Digital Archive Regional Pilot published in 2006. Phase 2 was commissioned by the MLA East of England and carried out by Bedfordshire County Council over the period September 2007-June 2008. It surveyed the state of use of digital media for creating and managing documents and records in a selection of organisations which routinely deposit records in local authority archive services such as parish councils, schools and local businesses. The snapshot survey found great variability in the level of understanding and preparedness in small organisations in relation to long term archiving of their digital records.
http://www.webarchive.org.uk/wayback/archive/20081215105807/http://www
.mlaeastofengland.org.uk/_uploads/documents/DARP2Report.pdf
Doucument archived by the UK Web Archiving Consortium.

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Tools

MoReq2 : Model Requirements Specification for the Management of Electronic Records
Serco Consulting (Date Created: Apr 2008)
MoReq2 builds on the earlier MoReq published in 2001. It defines generic requirements for an electronic records management system, or ERMS and is intended for use in the European Union but could be applied more widely.
http://www.moreq2.eu/
The specification can be downloaded from the website in a number of languages.
Records Appraisal Tool
United States Geological Survey (United States of America)
Purpose : This tool was designed to assist the United States Geological Survey (USGS) in appraising record collections for archiving and preservation that are offered to, or sought by, the USGS. The tool consists of an extensive list of questions and links to relevant standards and policies covering areas such as authenticity, reliability, relevancy, metadata and costs/benefits.
http://eros.usgs.gov/government/ratool/

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Evaluations

Historical Archives in the Digital Age : A Study for Resource
Barata, Kimberley (Date Created: Dec 2002) (United Kingdom)
This study (194 p. 1.06MB) describes the current situation in the United Kingdom in regard to the long term management of digital records, both born digital and created through digitisation programmes. The aim of the study is to provide information obtained by surveys and interviews to Resource, the UK Council for Museums, Archives and Libraries, and to analyse the specific needs of the archives, with particular emphasis on archives run by local authorities.
http://research.mla.gov.uk/evidence/view-publication.php?dm=nrm&pubid=
4
Original MSWord document (3.63 MB), now PDF available for download (1.06MB).

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Related Topics: Data documentation & standards | Digital Preservation Tools | Digital libraries | Digitisation | Formats & Media | General Resources | ICADS (IFLA-CDNL Alliance for Digital Strategies) | Intellectual property rights management | Issues | Management | National Approaches | Strategies

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