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Allison Stanfield
 

Allison Stanfield

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  • Identification: is it an excel document/ what is title/ what software and version used to create it Extract metadata: What metadata do I need to extract in order to understand the context in which the record was created and used?/ who created it and when/ what business activity does it relate to/ is it associated with other records Validate record: How can I confirm this document is the same excel document as indicated by title/ How can I confirm it was created using software it indicates was used/ How do I know the document will still function as same document it was intended when created
  • Software emulation- re-creating a software package. Eg. Microsoft Windows 2000 would allow documents from this period to be opened in this emulated software package. Time consuming and costly if have to emulate every software package which is anticipated to be needed OS emulation- Re-creating an entire OS so as to avoid the emulation of several software packages. Quite a complicated process Hardware emulation- This reduces the number of emulators required but the level of technical complication increases.
  • Refreshment is necessary because storage media deteriorates and there are constant developments in storage media technology. Eg. CDs and DVDs are current means of storage but new technology may replace them which will mean that the data will need to be refreshed to move to new storage media
  • Refreshment is necessary because storage media deteriorates and there are constant developments in storage media technology. Eg. CDs and DVDs are current means of storage but new technology may replace them which will mean that the data will need to be refreshed to move to new storage media
  • Normalisation- minimises the frequency and complexity of future migration cycles by going straight to an open source format that, ideally, will always be available and accessible - cost-effective- requires fewer resources – financial and otherwise – to ensure that electronic records are maintained and preserved. Avoids issues related to copyright and the use of proprietary software -However, no one normalisation format will meet all the requirements of an organisation. Therefore a combination of approaches may be necessary. Just in time- migrate either to open source/ new file formats etc - dangerous as data may become damaged in aged computer systems reducing integrity Migration on demand- No planning involved.
  • Security considerations for access: -security controls are needed, such as limitations on user access to computer systems and control over the physical storage of electronic records. -It is critical to ensure that security and access measures are in place when preserving records as authentic evidence for the long term, in order to protect records from unauthorised change or deletion. -Physical infrastructure required to store and manage electronic records must be protected from accidental or deliberate damage. Computer systems should be protected from intrusions by external hackers and other unauthorised users Access and permissions must also be controlled. -It must be possible to ensure the security and protection of records as new material is added, or if records are exported to other locations, updated to capture new metadata or deleted according to established retention schedules and protocols.
  • Security considerations for access: -security controls are needed, such as limitations on user access to computer systems and control over the physical storage of electronic records. -It is critical to ensure that security and access measures are in place when preserving records as authentic evidence for the long term, in order to protect records from unauthorised change or deletion. -Physical infrastructure required to store and manage electronic records must be protected from accidental or deliberate damage. Computer systems should be protected from intrusions by external hackers and other unauthorised users Access and permissions must also be controlled. -It must be possible to ensure the security and protection of records as new material is added, or if records are exported to other locations, updated to capture new metadata or deleted according to established retention schedules and protocols.

Allison Stanfield Allison Stanfield Presentation Transcript

  • Preserving legacy information and making a plan for the future 10 December 2010
  • What is preservation of digital evidence?
    • Active management of digital information to ensure that it remains accessible
    • Accessibility could be for records management, or to provide evidence in court
    • Preservation = good corporate governance
  • What are the issues?
    • Electronic records are made up of different digital objects = technical challenges for preservation
    • The role of different software programs for identifying the characteristics of those different digital objects that make up electronic records
    • Different types of preservation, including refreshing data, emulating data and migration of data
  • How do you preserve electronic evidence?
      • Emulation
      • Refreshment
      • Migration
  • Emulation
    • What is it?
      • Replicating functionality of an obsolete system
  • Software emulation OS emulation Hardware emulation
  • Emulation
    • Advantages
      • Access to original record as it would have appeared in original environment
    • Disadvantages
      • Temporary solution
      • Technical dependency on emulator itself
      • Risk of loss of information during emulation
  • Refreshment
    • What is it? Transfer of data between two types of the same storage medium so there are no bit/byte changes or alteration of data
  • Refreshment
    • Examples: Moving data from floppy discs to CDs/ DVDs
  • Refreshment
    • Advantages:
      • In case of emergency, multiple copies of data are available
      • Disadvantages:
      • Temporary strategy - offers only short term benefits
  • Migration
    • What is it? Transfer of data to new system environment
  • Key steps in data migration
  • Types of data migration
    • Normalisation
      • Migrating data from original software to an ‘open source’ format so that it can be used without having to rely on the original software
    • ‘ Just in time’ migration
      • Data is migrated when they are about to become inaccessible
    • Migration on demand
      • Data is migrated when a user needs access to a particular file
  • Migration
    • Advantages
      • Long term value
    • Disadvantages
      • Data may change and therefore integrity of data is compromised
      • Very difficult to get a precise match between source and target
      • May lose information and functionality
  • Alternative?
    • If you are unsure about adopting a formal preservation program it is still important to take steps to protect authenticity of electronic record such as:
      • Establishing security and access controls
      • Ensuring the integrity of the record
      • Managing metadata
      • Managing storage media
      • Managing the content of digital objects
      • Planning for emergencies
  • Questions to ask in preparation for data preservation process and for future access to data
    • What does your collection contain?
    • What file formats does it contain?
    • What storage media is currently used?
    • What do you need to keep? (What is the current document retention policy?)
    • What software will be used to store the data? (considering emulation, refreshment or migration)
    • What storage media will be used? (considering emulation, refreshment or migration)
    • Security considerations
    • Copyright permissions should be considered and sought if necessary
  • Preparing a long term plan
    • Do you have a document retention policy?
      • No: need to prepare one
      • Yes: does it include data migration?
    • Do you have a document management system?
      • No: do you have systems in place for archiving?
      • Yes: do you have a data migration plan in place?
    • Do you have procedures for staff to follow when storing digital information?
      • No: work out how to store “project” files
      • Yes: are all files stored in such a way to allow for easy migration?
  • Q&A
  • Contact
    • Allison Stanfield
    • e.law Asia Pacific
    • Ph: (02) 8114 1717
    • Email: [email_address]