Tag Archives: digital records

Happy Electronic Records Day!

What is so special about 10/10? Well it looks a lot like 1010 (or 10 in binary). But mostly its special because today is Electronic Records Day!

electronic records logo_2015_native

On the off chance you hadn’t noticed, our world is becoming increasingly more digital, and this includes the records and documents we all create in the course of our day.

As we lead more of our lives online, rather than on paper, the historical record itself is seeing a shift in format. Stacks of personal letters are giving way to emails, texts and tweets. Boxes of negatives and prints are transforming into stacks of CD, SD cards, external drives, and seemingly endless folders of digital photos on our computers, phones and in our “clouds”. Tax records, bank statements, school report cards, and even utility bills are all available online now as companies push cost- and clutter-saving “paperless” programs.

But regardless of format, the question remains: what do you keep, for how long and how do you ensure its survival. The Council of State Archivists (CoSA) and archives around the country are joining together to raise awareness of the importance of caring for your digital records.

As with your traditional paper documents, not all digital records are worth their bytes. And just because you can find it using a search bar does not mean that it is easily accessible. Would your family know where to start looking for the important stuff or would they have to wade through TBs of junk? This also means that the “historical” records of to day will most likely take up more bytes than shelf space, so the more we learn now about proper electronic records management, the better prepared we will all be to care for this brave new world of historical documents.

Learn more about personal electronic records management at:

 

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Filed under Archives Month 2015

1010 = Electronic Records Day!

10 reasons for e-records 2013

Today, October 1010th (that is 10 in binary code), has been designated Electronic Records Day 2013 by the Council of State Archivists (CoSA) to raise awareness of digital records and the need to manage and preserve them.  What is so special about digital records? Let us count the ways…

10 Reasons Why 

Electronic Records Need Special Attention

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. Shared documents can be hard to authenticate. It is 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. Well managed electronic records can help ensure the rights of the public through greater accessibility than ever before. This can only happen 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. 

Remember, archivists and records managers are here to help you tackle these difficult problems. Contact us here at the Archives if you have questions or would like to learn more about our current digital repository project.  Through this project, we hope to ensure that electronic records created today by Wyoming State government offices remain accessible for generations to come!

(Thank you to CoSA for this top 10 list and for sponsoring 2013 Digital Records Day)

P.S. Wondering how digital records are important to the individual and how to mitigate risks to your personal files? Check out this great video from the Library of Congress.

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Filed under Archives Month 2013