Electronic Record Preservation and Archives Management

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Questions and Answers

What is the primary role of a document management system in an archival repository?

To maintain long-term retention of digital records

To create preservation copies of electronic files

To ensure the accessibility of records for genealogical research

To manage records while they are still actively in use (correct)

Which of the following is NOT a function of digital preservation systems?

Ensuring records remain accessible over time

Migrating digital files as systems change

Managing actively used paper records (correct)

Creating preservation and access copies of records

What event significantly impacted the archival records in Greene County in 1974?

The F3 tornados that hit the county

The establishment of the Greene County Archives

The F5 tornado that devastated the city (correct)

A significant technological advancement

What challenge did the archival staff face that necessitated the need for electronic record preservation?

The need to excavate electronic records from various sources Signup and view all the answers

When was the Greene County Archives established?

1996 Signup and view all the answers

Which of the following is a benefit of having both document management and digital preservation systems?

It provides more efficient workflows and greater access to records Signup and view all the answers

Which technological development specifically made the need for electronic record preservation clear in Greene County?

The development of an online damage assessment tool in 2019 Signup and view all the answers

What was the nature of records transferred to the Greene County Archives at its inception?

A variety of analog records, including historical disaster documentation Signup and view all the answers

What was one of the main reasons the Archives team initiated discussions with the IT Department?

To analyze the accessibility issues of electronic records. Signup and view all the answers

What key factor indicated the urgency of finding a preservation solution for electronic records?

The IT Department's inability to support digital preservation. Signup and view all the answers

Which preservation need was NOT identified by Archives staff during their survey of departments?

The ability to recover deleted files. Signup and view all the answers

What lifespan did the Archives team discover for CDs used by departments for long-term record storage?

Seven to ten years. Signup and view all the answers

What was a significant functionality that Preservica offered that appealed to the Archives team?

Migration of obsolete electronic files to a usable format. Signup and view all the answers

What type of system did the Archives staff begin searching for after securing the digital preservation system?

A new data management system. Signup and view all the answers

Which of the following factors was stated as essential for the new digital preservation system?

Automatic obsolescence management. Signup and view all the answers

What was a consequence of the pandemic concerning the Archives services?

Access to essential records was restricted. Signup and view all the answers

How did the Archives team gauge the interest in the new digital preservation system among county departments?

By conducting a formal survey. Signup and view all the answers

What aspect of the Archives' data management system presented a challenge for the future?

The discontinuation of support for the current system. Signup and view all the answers

What essential feature allows for the elimination of duplicate metadata entry in the data management system?

Ability to sync with Preservica Signup and view all the answers

Which of the following was a key lesson learned during the implementation of both systems?

Flexibility during the implementation phase was critical Signup and view all the answers

What improvement was highlighted as a result of the digital repository implementation?

Significantly faster public record request fulfillment Signup and view all the answers

Which technical skill was noted as beneficial for utilizing Preservica effectively?

Knowledge of metadata standards and APIs Signup and view all the answers

What aspect of file management is emphasized as important when implementing a digital preservation system?

File structure, metadata, and naming conventions Signup and view all the answers

What was identified as a disadvantage during the implementation of ArchivesSpace?

Inability to sync with Preservica Signup and view all the answers

Which storage solution was compared to Amazon Web Services for preservation during the lessons learned?

Glacier storage Signup and view all the answers

What is the significance of the box list mentioned in the content?

It helps identify and inventory records within boxes. Signup and view all the answers

What strategy was recommended to manage large uploads to a shared cloud server?

Schedule large uploads outside of business hours Signup and view all the answers

What was the total amount of data uploaded to the system within the first year of implementation?

2 TB Signup and view all the answers

Study Notes

Importance of Document Management and Digital Preservation

Document management systems (DMS) are vital for active record management, while digital preservation systems (DPS) ensure long-term retention and accessibility.
DPS addresses technology changes by migrating files to usable formats and creating preservation and access copies.

Greene County Archives Context

Located in Xenia, Ohio, serving as a repository for historically significant county records.
Historical records include documentation of natural disasters, specifically the devastating F5 tornado in 1974 and F3 tornadoes in 2019.
Archival staff collected over 1,400 images of property damage after the 2019 tornado due to no existing preservation plan.

Challenges Faced

The onset of COVID-19 labeled the Archives as non-essential, hindering access to essential records.
Lack of long-term electronic records preservation plans and reliance on short-lived CDs for storage posed significant risks.

Approach to Implementing Systems

Archived teams engaged with IT to identify the need for electronic preservation and data management systems.
Preservica became a focal point for digital preservation, offering automatic migration of obsolete formats and secure long-term storage.
Developed a comprehensive plan addressing preservation and management needs, gaining buy-in from numerous county departments.

Features of Selected Systems

Preservica: Automatic software obsolescence management, secure and monitored storage, multi-level security, customizable online access, and fail-safe deletion processes.
ArchivesSpace: Specifically designed for archival use, web-based hosting, sync capabilities with Preservica, online catalog integration, and customization.

Implementation Results

Over a year, the Archives onboarded ten departments and uploaded approximately 7 million digital files (around 2 TB).
Efficient public record requests improved from an hour to minutes, enhancing service delivery.
Volunteers actively participated in metadata creation for digital records, increasing community involvement.

Lessons Learned

Flexibility during implementation proved crucial to overcoming initial challenges.
Understanding the distinct functionalities and languages of both systems is necessary for effective integration.
Importance of technical skills for utilizing tools to their full capabilities, particularly with Preservica.
Establishing protocols for file management, retention, and digital uploads ensures an organized and efficient process.

Conclusion

Enhanced productivity, workflow efficiency, and record accessibility observed in the second year post-implementation.
Digital preservation through Preservica automatically manages long-term records, while ArchivesSpace provides an accurate inventory and searchable online catalog.
Successful implementation underscores the critical roles of both document management and digital preservation systems in archival repositories.

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Description

This quiz explores the importance of electronic record preservation and the implementation of an archives management system. It covers the roles of document management and digital preservation systems in the life cycle of records within an archival repository.