Preserving MissionCritical Information in the HiTech Age

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Preserving Mission-Critical Information in the
Hi-Tech Age

• ARMA Conference, Montreal
• Michael C. Maxwell
• Eastman Kodak Company
• October 3, 2001

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Imaging of information is..

• a 225 billion industry
• created by the marriage of images and information
  in ways that were never before possible
• resulting in improved communication and new value
  in the Digital Economy

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We Are Living in an Evolving, Ever-Changing
Digital World
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Within this World We Need Some Things to Stay
the Same!
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Users Want it All
On-Line For Convenience (heterogeneous
technology/information)
Moving Towards
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Users Want it All
On-Line For Convenience
Processable
Unpredictable Path
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Users Want it All
On-Line For Convenience
Processable
Unpredictable Path
Inalterable
Preserve For Customer Comfort human
readable survive generations unaltered personal
comfort
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How Fast is On-line Storage Doubling?
Answer Approximately every 12 months
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The Challenge
Content Compound, Metadata, Security
Personal Appliances
Scale E-mail 3.5B/day 9B/day by
2004 Gartner 75 contain IP Corporate assets
Consumer Appliances
Personal Computers
Technology Storage Software Hardware
Network Resources
Mainframe Resources
People KnowledgeExperience
P
Cost
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A FACT IS FOREVER !
. . . .Or Is It ?
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What Makes Information a Fact?

• Can be proven
• Stands up against dispute
• A truth known by actual experience
• Basis of scientific principles

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What Keeps Information as FACTUAL ?

• Reliable Source
• Trustworthy Content
• Does Not Have to be Reproven
• It Is Maintained as Inalterable

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• What is the average life of a Web page in 1999?

Answer 72 days
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Why is it important to preserve digital
information . . .

• An E-fact is factual information rendered in
  Digital Documents
• They contain E-Facts
• The quantity of E-Facts is growing rapidly.

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Information Imaging Are Growing!
.. more information is coming in the next 2 years
than in the last 10,000.
EMC Advertisement, WSJ 3/16/01
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What is Digital Preservation

• The ability to keep digital documents and
  electronic files available for time periods that
  can transcend technological advances and assure
  authenticity and trustworthiness.

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Digital Preservation

• The ability to keep digital documents and
  electronic files available for time periods that
  can transcend technological advances and assure
  readability, authenticity and trustworthiness
  with a cost effective means.
• There are different needs
• One need is to keep the digital file alive,
  usable and reprocessable
• Another need is to keep the digital file frozen
  in time and unalterable

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Digital Preservation

• Why it is needed ?
• Legal requirements
• Avoid Spoliation
• Statutory regulations
• Government accountability
• Requirements to assure contracts, commerce
  operations, products, safety and property
• Cultural requirements
• e - World expansion

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Digital Attributes
Digital is dynamic Excellent means to quickly
create and widely communicate information to
others - both scanned and electronically created

• It is Alterable
• Long Term Access Not Guaranteed
• Non-Reliable Source
• There are no standard media or format for digital
  preservation

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Digital Migration

• Migration Required - because it will expire
• Application Software
• Operating System
• File Formats
• Hardware Platform Support
• Media Formats, Degradation
• Absence of Viable Standards
• Unstructured Data Files

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Technology Has a Limited Life
1993 1994 1995 1996 1997 1998
1999 2000
Drive manufactures who are members of the
Optical Storage Technology Association (OSTA)
have committed to making their drives backward
compatible with the previous two generations of
media Imaging Magazine, April, 1998
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E-Facts Have Gone Up in Smoke

• In New York, the Corporate Data of The
  Pennsylvania RR, Erased.
• 20 of Data Collected during the Viking Mars
  missions No Longer Able to Be Read.
• In Oregon the primary database of people with
  disabilities Vanished.
• In several states irreplaceable records on land
  use Indecipherable, due
  to missing software.
• Military Files, including POW and MIA data from
  the Vietnam war and records from WW II
• Lost Due to Omissions in the Original Digital
  Records.
• We know what first inventions look or sound like,
  we do NOT know what the first e-mail or the first
  web page looked like They Were Not Saved.

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Does Digital Migration Make Sense Given Very
Low Retrieval Frequency?
Digital Migration
E-fact Retrieval Frequency
It is Expensive!!
Retention/Preservation Phase
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Digital Migration

• It is fraught with Risk!
• How do you know it is rendered accurately??

50 Years from now.. How will they know?
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Awareness Increasing
Year 2000 Issue in 1990
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Digital Migration
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Digital Attributes

• Digital Migration involves
• Knowledge of the old format
• Knowledge of the indexing elements
• Selection analysis of the new format
• Test piloting the procedures and processes
• Document all migration procedures and process

1997 gtgt 2003 gtgt 2009
gtgt 2015
Image Retention Phase
Active Phase
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What is the percentage error in estimating the
cost for completing a migration of digital
images?
Answer 300-500 Gartner Study
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an estimated volume of Census 2000 scanned
images of approximately 60 terabytes. NARAs
imaging experts .estimated costs for maintaining
that volume it would cost 5.3 million to 10.5
million per year (53 million to 105 million for
the first 10 years) for this amount of data.
The Bureau of Census has now revised this
estimate upwards to 160 terabyte. NARA could
expect the annual cost..at 14.31 million to
28.4 million per year The National
Archives Assembly Resolution, July 20, 2000
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How Do We Embrace Digitals Positive Attributes
and Enable Preservation?
Taking into account the frequency of access,
retention period and volume of data, Gartner
recommends a move to analog, human-readable media
for records that are to be housed longer than 10
years. Microfilm has an estimated life of up to
500 years, if properly stored. August 08,
2001 InSide Gartner (IGG), D. Logan, K
Weilerstein, A. Weintraub

• Capture the E-fact or File at the Moment of
  Creation
• Generate a Visual Analog That Is As Technology
  Independent As Paper
• Deliver the Ease of Digital with the Permanence
  of Analog

D O C U M E N T I M A G I N G
I N N O V A T I O N Y O U C A N C O U N T
O N.
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Our Choices - Analog and Digital
Digital is dynamic Excellent means to quickly
create and widely communicate information to
others - both scanned and electronically created

• Analog is human readable
• Film has been the primary and standard media for
  creation, distribution and preservation

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Analog and Digital
INTEGRATED TECHNOLOGIES
Analog complements Digitals Attributes by
providing for e-facts a Reliable Source that is
Inalterable and Technology-Independent
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Analog Film Media Attributes

• Not Dependent on Current Software or Hardware to
  Reconstruct Images
• Not Dependent on Specialized Human Knowledge of
  Computer Systems
• Does Not Require Migration or Refreshing
• Inter-Operable With Any Image System

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Analog Film Media Attributes

• Human Readable
• Rated Life Expectancy gt 500 Years
• The Most Standardized Media Worldwide
• Proven Technology for 70 Years\
• Images Available Digitally via Film Scanners

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Analog Migration A One Time Event

• One Time Cost, Good Forever
• Does Not Require Additional Documentation

C e n t u r i e s s
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Summary

• E-Facts Do Not Have To Be at Risk
• Digital Preservation enabled ensures they can
  survive forever, even when forgotten
• Digital Preservation Improves the Economics Of
  Digital Systems
• Provides preservation without risk and expense
• Trustworthy and Low Cost
• Analog Film Media Is Best Choice Today

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Questions??

• For a free copy of the migration model send
  e-mail tomichael.maxwell_at_kodak.com or
  www.digitalpreservation.org