Digital Preservation Standards

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This presentation was given at the FOSE 2012 Records Management (RIM) conference held the week of April 2 and identifies several of the important standards to consider when wanting to preserve digital content. With the advent of 'Big Data', relying on standards will help to ensure our data/information is properly preservered.

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Digital Preservation Standards

  1. 1. Digital Preservation Standards Betsy Fanning AIIM Director, Standards and Chapter Relations
  2. 2. What is a standard?a “standard” is a document, established by consensusand approved by a recognized body, that provides,for common and repeated use, rules, guidelines orcharacteristics for activities or their results, aimed atthe achievement of the optimum degree of order ina given context ISO/IEC Guide 2:1996 Standardization and related activities – General vocabulary
  3. 3. Types of Standards• Formal de jure – ANSI, ISO, ITU, IEC, JTC1• De Facto or market standards – Microsoft Windows – TIFF and PDF – JAVA• Internet Standardization – IETF and W3C• Coalitions & Consortiums – OASIS, OMG, WfMC and others
  4. 4. OAIS• ISO 14721, Space data and information transfer systems – Open archival information system – Reference model (OAIS)• Theoretical models• Widely used and applied
  5. 5. ISO 15489ISO 15489, Information and documentation – Records management• applies to the management of records, in all formats or media, created or received by any public or private• organization in the conduct of its activities, or any individual with a duty to create and maintain records,• provides guidance on determining the responsibilities of organizations for records and records policies,• procedures, systems and processes,• provides guidance on records management in support of a quality process framework to comply with ISO 9001• and ISO 14001,• provides guidance on the design and implementation of a records system, but• does not include the management of archival records within archival institutions.
  6. 6. ISO TR 18492, Long-term preservation ofelectronicdocument-basedinformation
  7. 7. MetadataISO 15836, Information and documentation – TheDublin Core metadata element setISO 23081-1, Information and documentation –Records management processes – Metadata forrecordsISO 23081-2, Information and documentation –Managing metadata for records – Part 2:Conceptual and implementation issuesXMP – eXtensible Metadata Platform (ISO 16684)XMI – XML Metadata Interchange
  8. 8. EDRM• Electronic Discovery Reference Model• Ensures that ESI (Electronically Stored Information) is protected against inappropriate alteration or destruction• Lays out stages of the e-discovery process• Standards – EDRM Identification Standards – Early Case Assessment – EDRM Production Standards – Production of ESI information – EDRM XML Schema – EDRM XML Compliance
  9. 9. http://www.moreq2010.euDoD 5015.2 http://www.dod.gov
  10. 10. Standards Organizations• International Organization • Society of American Archivists for Standardization (ISO) – Describing Archives: A Content – TC 46/SC 11 - Archives/records Standard [DACS] management • National Information – TC171 – Document Standards Organization [NISO] management applications – Permanence of Paper for• International Council of Publications and Documents in Archives (ICA) Libraries and Archives – General International Standard Archival Description [ISAD(G)]• Canadian Council of Archives – Rules for Archive Descriptions [RAD]
  11. 11. PDF/A: The StandardISO 19005, Document management – Electronic document file format for long-term preservation – Part 1: Use of PDF 1.4 (PDF/A-1) Part 2: Use of ISO 32000-1 (PDF/A-2) Part 3: Use of ISO 32000-1 (PDF/A-3) Support for embedded files
  12. 12. PDF Standards• PDF/E (Engineering), ISO 24517-1 and ISO/CD 24517- 2 – For engineering, architectural, and GIS documents• PDF/UA (Universal Access), ISO/FDIS 14289-1 – Intended to address Section 508 concerns• PDF Healthcare – Exchange of electronic health records• PDF, ISO 32000-1 and ISO/DIS 32000-2• PDF/X, ISO 15930 – Pre-press data exchange
  13. 13. PDF Ownership• Adobe Systems owned the copyright on the specifications versions 1.0 – 1.7• ISO owns the copyright on the specification – ISO 32000-1• No trademark on “Portable Document Format” or “PDF”• Adobe has granted a general royalty free license to use certain of its patents to create applications that read, write, or process PDF files
  14. 14. Conclusions• Ensure a better success rate and longer system life through the use of vendor products complying with standards• Protect vital corporate records and technology investment through interchangeability and open platforms• Reduce risk, as implementations are easier and more successful
  15. 15. Thank youBetsy FanningAIIMDirector, Standards andChapter Relationsbfanning@aiim.org

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