The Council of State Archivists (CoSA) declares October 10 to be Electronic Records Day.  This is a day to raise awareness among government agencies, related professional organizations, the general public, and other stakeholders about the crucial role electronic records play in our world.  Here is the list of ten reasons they suggest people should be focusing on electronic records:

  1. Managing electronic records is like caring for a perpetual toddler: they need regular attention and care in order to remain accessible.
  2. Electronic records can become unreadable very quickly.  While records on paper can sometimes be read after thousands of years, digital files can be virtually inaccessible after just a few.
  3. Scanning paper records is not the end of the preservation process: it is the beginning.  Careful planning for ongoing management expenses must be involved as well.
  4. There are no permanent storage media.  Hard drives, CDs, magnetic tape or any other storage formats will need to be tested and replaced on a regular schedule.  Proactive management is required to avoid catastrophic loss of records.
  5. The lack of a “physical” presence can make it very easy to lose track of electronic records.  Special care must be taken to ensure they remain in controlled custody and do not get lost in masses of other data.
  6. It can be easy to create copies of electronic records and share them with others, but this can raise concerns about the authenticity of those records.  Extra security precautions are needed to ensure e-records are not altered inappropriately.
  7. The best time to plan for electronic records preservation is when they are created.  Don’t wait until software is being replaced or a project is ending to think about how records are going to be preserved.
  8. No one system you buy will solve all your e-records problems.  Despite what vendors say, there’s no magic bullet that will manage and preserve your e-records for you.
  9. Electronic records can help ensure the rights of the public through greater accessibility than ever before, but only if creators, managers and users all recognize their importance and contribute resources to their preservation.
  10. While they may seem commonplace now, electronic records will form the backbone of the historical record for researchers of the future.

CoSA has also generated a document called Survival Strategies for Personal Digital Records that provides suggestions for dealing with backups, migration, and other issues for personal files and digital images.

Earlier this week, an article was published entitled “The New Digital Workplace,” and some of its points about the future of work are interesting to consider through the lens of archives and records management.  Some of people’s expectations that I believe could (or should) apply to archives are these:

  • search that works — standards and interoperability and catalogs have been discussed for years, but there’s still much to be improved about how patrons can find and utilize archival collections
  • rich media tools to communicate — many repositories have embraced social media, but I think there are still more ways that the reference experience in particular could be improved (e.g., reference interviews could take place via Skype before a researcher makes a trip to the repository)

While there’s no questioning the allure of mobile apps, I think the general lack of budget and IT support is going to make it hard for most repositories to begin designing their own apps (though perhaps a hack-a-thon could offer its services).  What remains to be seen is how archives will handle things like whether to provide access to digital collections only in the search room, as has been the norm for most paper records, or whether to devise a way to provide more robust service online.  Once this is determined, it will also be interesting to see whether the new emphasis on collaboration that is sweeping the worlds of business and education will impact the realm of archival research.

Advertisements