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Beyond Paper: Records Preservation in the Digital World

Beyond Paper: Records Preservation in the Digital World. Nien-Ling Wacker, CEO LaserFiche Document Imaging www.laserfiche.com. Information Avalanche Increased Workload Limited Budgets Increased Demands for Instant Information Doing More with Less. Challenges in the Information Age.

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Beyond Paper: Records Preservation in the Digital World

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  1. Beyond Paper: Records Preservation in the Digital World Nien-Ling Wacker, CEOLaserFiche Document Imagingwww.laserfiche.com

  2. Information Avalanche Increased Workload Limited Budgets Increased Demands for Instant Information Doing More with Less Challenges in the Information Age

  3. 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

  4. 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

  5. Hard to See Through the Paper Wall

  6. A Perfect Time to go Digital • Technology is HereHardware is • Affordable • Disk Space is Cheaper than Toilet Paper • Scanners, CDs, Jukeboxes are Commodities • Packaged Software is Available and • Proven

  7. Moving Beyond Paper Digital Imaging Documents Preserved Records Searchable Available to Entire Organization Reduce Handling of Originals

  8. Records Manager’s Concerns How can I Ensure that Digital Records will be Available in the Future? Will the Storage Media Last its Time?

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

  10. Standard Format TIFF Group IV and ASCII Text

  11. Available Storage Options RAIDs WORM Magneto-Optical CDs DVDs

  12. Preferred Storage Media Hard Drive/RAIDs CDs

  13. Expanded Role of Records Managers Architect of the Records Mgmt. System Keeper of the Records Implement Retention Schedules Records Migration

  14. 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

  15. 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

  16. 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 Doc. Retention Handling

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

  18. User-Friendliness Choose a System that your Staff will Love to Use Reduce Training Costs Increase Usage and Put More Records into the System

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

  20. Mandates from IT Work with existing infrastructure Adapt to future advances and ensure future availability Properly designed to minimize network traffic Proven system that’s 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

  21. 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 that’s stable and maintains data integrity Easy to maintain and use existing resources Internet strategy

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

  23. Expand Via the Web

  24. Break Down the Paper Wall

  25. 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

  26. Records on the Web A Growing Trend City of Bakersfield, Calif. www.ci.bakersfield.ca.us/weblink Collier County, Fla. www.clerk.collier.fl.us/weblink City of Martinsville, Va.www.ci.martinsville.va.us/weblink Caduceus, Inc. www.medreconline.com

  27. Digital Archiving Records Retention Comprehensive Security Intelligent Search User-friendly Keys to Successful Records Preservation in the Digital World • Open & Scalable • Integrate with • Existing Systems • Web Access • Proven track • record

  28. QUESTIONS

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