Technology Changes and Their Impact on Archival Data

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Technology Changes and Their Impact on Archival
Data

• NSAA IT Conference
• October 21, 2005

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Technology Changes and Their Impact on Archival
Data

• Electronic Records are
• A string of 1s and 0s that require interpretation
• Software dependent operating system and
  application
• Hardware dependent
• Media dependent

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Technology Changes and Their Impact on Archival
Data

• A Digitally Encoded Object
• 01110111011110000111100100110001
• 00110010001100110011010000110101
• 01110000001100100100000100110101
• 00110011001101010011000100110101
• 00110100001101110011100000111001
• 00111000001101110011000000110000
• 00110010001100110011010000110100

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Technology Changes and Their Impact on Archival
Data

• Scope of Technology Dependence
• Record (tape, disk, hard drive)
• Application (Word, Photoshop, etc)
• Operating System (Windows, Linux, Mac, Unix)
• Hardware (Pentium, PowerPC, etc.)

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Technology Changes and Their Impact on Archival
Data
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Technology Changes and Their Impact on Archival
Data

• Issues
• Integrity
• Authentication
• Access/Privacy
• Technology Obsolescence
• Media fragility

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Technology Changes and Their Impact on Archival
Data

• Issue Integrity
• Prevent alteration or loss of records
• Traditional means is a trusted repository
• Threat of electronic intrusions
• Multiple electronic copies, which is the accurate
  one?

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Technology Changes and Their Impact on Archival
Data

• Issue Authentication
• Traditional identity verification
• Challenge of e-government identity verificiation

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Technology Changes and Their Impact on Archival
Data

• Issue Access/Privacy
• FOIA and other privacy legislation
• Physical vs. logical redaction

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Technology Changes and Their Impact on Archival
Data

• Issue Technology Obsolescence
• New products and tools displace established ones
• Hardware, software, and legacy applications

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Technology Changes and Their Impact on Archival
Data

• Issue Media Fragility
• Vulnerability thru environment
• Vulnerability thru age and use
• Vulnerability thru hardware and software changes

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Technology Changes and Their Impact on Archival
Data

• Best Practices Integrity
• Audit trails
• Who, what, when, how
• Hash digest technology
• Unique digital document finger print
• Non-reversible
• Replication is computationally infeasible

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Technology Changes and Their Impact on Archival
Data

• Best Practices Authentication
• Public Key Infrastructure (PKI)
• A key is a bit stream of 1064 or more bits
• Mathematically generated
• Only one public key will match a private key

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Technology Changes and Their Impact on Archival
Data

• Best Practices Privacy
• Image documents
• Hard copy blackout equivalent
• PDF
• Databases
• Logical deletion
• Blank space or scrambled data

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Technology Changes and Their Impact on Archival
Data

• Best Practices Technology Obsolescence
• Keep bit stream alive
• Preserve original hardware/software (not
  recommended)
• Goal - Access to usable and trustworthy
  electronic records for as far into the future as
  required

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Technology Changes and Their Impact on Archival
Data

• Best Practices Media Fragility
• Stable storage environment
• Backup in same or another media

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Technology Changes and Their Impact on Archival
Data

• Meeting the Challenge
• Planning
• Policy
• Implementation
• Preservation

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Technology Changes and Their Impact on Archival
Data

• Laying the Foundation
• Integrate lifecycle records management into
  digital systems
• Identify long-term access requirements and
  establish priorities
• Focus on selected formats
• Employ technology neutral standards
• Consider use of hybrid technologies (digital and
  film)
• Implement a migration strategy where necessary

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Technology Changes and Their Impact on Archival
Data

• Saving the Future through Preserving the Present
• Reaching for technology stars is not practical
• Focus on what is doable with available resources
• Minimize creating intractable problems for the
  future

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Technology Changes and Their Impact on Archival
Data

• How is Georgia Meeting the Challenge?
• Collaborations
• Privacy and Access in Georgia E-Government
• Demonstration Project
• Whitepaper Recommendations
• Preserving Georgias Historical Data
• Standards and Guidelines
• Architecture and Business Case

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Technology Changes and Their Impact on Archival
Data
CREATION

• MAINTENANCE
• Implement
• - Authentication
• - Migration Planning
• - Accessibility
• - Preservation
• Planning
• - Consent/
• annotation

• DISPOSITION
• Dispose
• - Temporary
• (destroy)
• - Historical
• (transfer to
• GDA)

• CLASSIFICATION
• Apply
• - Confidentiality
• - Security
• - Retention

?

• Accomplished through
• Statewide policy
• Legislation

• Accomplished through
• Technical infrastructure
• Procedures and guidelines

GEORGIA DIGITAL ARCHIVES
Lifecycle Management Model
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Technology Changes and Their Impact on Archival
Data

• Policy technology and record keeping policies
  with each agency
• Standards single and jointly issued standards
  impacting technology selection and record keeping
• Technical Infrastructure data sharing, data
  transfer, and data assurance requirements with
  each agency
• Guidelines single and jointly issued to guide
  implementation of standards
• Procedures agency implementation requirements

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Technology Changes and Their Impact on Archival
Data

• Where are we?
• Technology Standards
• XML Technology Standards (ENT-01-001-STD)
• Enterprise Content Management (ECM) Standard
  (draft) (DoD 5015.2-STD), to be jointly issued
• Record Keeping Standards
• Minimum XML Schema Standard (draft), to be
  jointly issued
• Accepted File Formats for Permanent Records
  (draft), SOS standard

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Technology Changes and Their Impact on Archival
Data

• Where Are We?
• Technical Infrastructure
• Evaluating need for enterprise contracts for ECM
• Collaborating on design of digital archives (in
  planning stages)
• Guidelines
• Email management guidelines and standards work
  slated to begin in January 2006.
• Procedures
• Centered on each agencys requirements
  (particularly Archives requirements) for records

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Technology Changes and Their Impact on Archival
Data

• Implementation
• The stick rarely works, so . . .
• Identifying best practices
• Funding case studies and demonstration projects
• Using professional associations as an educational
  tool

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Technology Changes and Their Impact on Archival
Data

• Questions?
• Take a look at our project web page
• www.sos.state.ga.us/archives/who_are_we/rims

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Technology Changes and Their Impact on Archival
Data

• Amelia Winstead
• State Local Government Services Manager
• Records Information Management Services
• Georgia Archives, Office of Secretary of State
• awinstea_at_sos.state.ga.us
• www.sos.state.ga.us/archives/who_are_we/rims/