Beyond Paper: Records Preservation in the Digital World

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Beyond Paper Records Preservation in the Digital
World
Nien-Ling Wacker, CEOLaserFiche Document
Imagingwww.laserfiche.com
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Challenges in the Information Age

• Information Avalanche
• Increased Workload
• Limited Budgets
• Increased Demands for Instant Information
• Doing More with Less

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Pros and Cons of Paper in Records Preservation

• Convenient Tool
• Always eye-readable
• Takes up Space
• Difficult to Control Access
• Subject to Loss Damage
• Costly to Distribute

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Pros and Cons of Microfilm in Records Preservation

• Takes Less Space
• Last a Long Time
• Erodes if not properly stored and
• maintained
• Difficult to Control Access

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Hard to See Through the Paper Wall
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A Perfect Time to go Digital

• Technology is Here Hardware is
• Affordable
• Disk Space is Cheaper than Toilet Paper
• Scanners, CDs, Jukeboxes are Commodities
• Packaged Software is Available and
• Proven

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Moving Beyond Paper

• Digital Imaging
• Documents Preserved
• Records Searchable
• Available to Entire Organization
• Reduce Handling of Originals

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Records Managers Concerns

• How can I Ensure that Digital
• Records will be Available in
• the Future?
• Will the Storage Media Last its
• Time?

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Fundamentals

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

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Standard Format

• TIFF Group IV and ASCII Text

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Available Storage Options

• RAIDs
• WORM
• Magneto-Optical
• CDs
• DVDs

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Preferred Storage Media

• Hard Drive/RAIDs
• CDs

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Expanded Role of Records Managers

• Architect of the Records Mgmt. System
• Keeper of the Records
• Implement Retention Schedules
• Records Migration

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To Migrate or Not

• Life Expectancy of Media
• Compared with Retention
• Period for Document
• Consideration of Technology
• Change vs. Retention Period
• Make Sure Documents Are
• Eye Readable at Any Period

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Digital Archiving

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

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Doc. Retention Handling

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

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Document Security

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

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User-Friendliness

• Choose a System that your
• Staff will Love to Use
• Reduce Training Costs
• Increase Usage and Put More
• Records into the System

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Intelligent Search

• Find Documents Based on What
• Information you Have
• Folders
• Index Cards
• Intuitive Full-Text Search

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Mandates from IT

• Work with existing infrastructure
• Adapt to future advances and ensure future
• availability
• Properly designed to minimize network traffic
• Proven system thats stable and maintains
• data integrity
• Easy to maintain and use existing resources
• Be Able to Integrate with Other Software
• Applications and grow easily
• Internet strategy

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Mandates from IT

• Work with existing infrastructure
• Open, non proprietary to adapt to future
  advances and ensure future availability
• Scalable to grow easily
• Properly designed to minimize network traffic
• Proven system thats stable and maintains data
  integrity
• Easy to maintain and use existing resources
• Internet strategy

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Open and Scalable Architecture

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

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Expand Via the Web
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Break Down the Paper Wall
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Benefits of Web Access

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

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Records on the Web A Growing Trend

• City of Bakersfield, Calif. www.ci.bakersfield.c
  a.us/weblink
• Collier County, Fla. www.clerk.collier.fl.us/webli
  nk
• City of Martinsville, Va. www.ci.martinsville.va.u
  s/weblink
• Caduceus, Inc. www.medreconline.com

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Keys to Successful Records Preservation in the
Digital World

• Digital Archiving
• Records Retention
• Comprehensive Security
• Intelligent Search
• User-friendly

• Open Scalable
• Integrate with
• Existing Systems
• Web Access
• Proven track
• record

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QUESTIONS