Preserving Access For Electronic Records at the Texas e-Records Confence 2013

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Retention standards for electronic State records can include extended terms, potentially rendering storage formats and media unavailable. This session will address strategies for both format management and media renewal for long-term electronic records access.

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Preserving Access For Electronic Records at the Texas e-Records Confence 2013

  1. 1. PRESERVING ACCESS FOR ELECTRONIC RECORDS Kalani Kirk Hausman Presented at the Texas E-Records Conference 2013 November 5, 2013
  2. 2. ABSTRACT Retention standards for electronic State records can include extended terms up to infinite “permanent” duration mandates. This will eventually render data storage formats and media unavailable. This session will address strategies to protect longterm electronic record access. 11/5/2013 Kalani Kirk Hausman, Texas A&M University 2
  3. 3. EARLY DATA STORAGE 11/5/2013 Kalani Kirk Hausman, Texas A&M University 3
  4. 4. LESS THAN 1MB OF DATA 11/5/2013 Kalani Kirk Hausman, Texas A&M University 4
  5. 5. STORAGE FOR DATA LARGE AND SMALL 11/5/2013 Kalani Kirk Hausman, Texas A&M University 5
  6. 6. DATA RETENTION REQUIREMENTS Texas Agency Hiring Documents – 3 Years Infant Delivery Records – 21 Years Sex Offender Registry Data – 75 Years Health Records (Hansen’s) – Permanent State of Texas Records Retention Schedule Federal Records Retention Schedule (Clery Act, etc) 11/5/2013 Kalani Kirk Hausman, Texas A&M University 6
  7. 7. RETENTION CODES AC - After Closed, Terminated, Completed, Expired, Settled AV Administrative Value CE - Calendar Year End FE - Fiscal Year End LA - Life of Asset MO - Months PM Permanent 11/5/2013 US - Until Superseded Kalani Kirk Hausman, Texas A&M University 7
  8. 8. STORAGE MEDIA 11/5/2013 Kalani Kirk Hausman, Texas A&M University 8
  9. 9. MEDIA AND LOST DATA 11/5/2013 Kalani Kirk Hausman, Texas A&M University 9
  10. 10. LOST MOVIES/LOST DATA 90% of the silent movies made before 1929. Half of all movies made before 1950. 11/5/2013 Kalani Kirk Hausman, Texas A&M University 10
  11. 11. MEDIA ACCESS 11/5/2013 Kalani Kirk Hausman, Texas A&M University 11
  12. 12. STEADY PROGRESS 11/5/2013 Kalani Kirk Hausman, Texas A&M University 12
  13. 13. OPTICAL STORAGE LaserDisc (0.3GB) 11/5/2013 Blu-Ray (128GB) Kalani Kirk Hausman, Texas A&M University 13
  14. 14. NEAR-FUTURE STORAGE Experimental Holographic Optical Disc (6TB – 50TB) 7-platter Magnetic 3.5” Drive (6TB) 11/5/2013 Kalani Kirk Hausman, Texas A&M University 14
  15. 15. DATA FORMAT AND SOFTWARE 11/5/2013 Kalani Kirk Hausman, Texas A&M University 15
  16. 16. ROSETTA STONE 11/5/2013 Kalani Kirk Hausman, Texas A&M University 16
  17. 17. MY COMPUTER IN COLLEGE 11/5/2013 Kalani Kirk Hausman, Texas A&M University 17
  18. 18. EARLY WORD PROCESSERS 11/5/2013 Kalani Kirk Hausman, Texas A&M University 18
  19. 19. THEN TO NOW 11/5/2013 Kalani Kirk Hausman, Texas A&M University 19
  20. 20. APPLICATIONS IN THE CLOUD 11/5/2013 Kalani Kirk Hausman, Texas A&M University 20
  21. 21. SILOS AND COMPLEXIT Y Cloud Resources Data Storage Applications Desktop Virtualization Mobile Technologies  Smart-phones  Tablets  Laptops Bring Your Own Devices (BYOD) 11/5/2013 Kalani Kirk Hausman, Texas A&M University 21
  22. 22. WHERE EVERY THING LOOKS LIKE A NAIL 11/5/2013 Kalani Kirk Hausman, Texas A&M University 22
  23. 23. OUR LIBRARY 11/5/2013 Kalani Kirk Hausman, Texas A&M University 23
  24. 24. WHAT WE IMAGINE IT WILL LOOK LIKE 11/5/2013 Kalani Kirk Hausman, Texas A&M University 24
  25. 25. WHAT IT ACTUALLY LOOKS LIKE 11/5/2013 Kalani Kirk Hausman, Texas A&M University 25
  26. 26. WHAT WE HAVE TO STORE 11/5/2013 Kalani Kirk Hausman, Texas A&M University 26
  27. 27. SKILLS AND EQUIPMENT 11/5/2013 Kalani Kirk Hausman, Texas A&M University 27
  28. 28. STRATEGIES 11/5/2013 Kalani Kirk Hausman, Texas A&M University 28
  29. 29. 1) PRINT EVERY THING Not everything is static content Space and Pests 11/5/2013 Kalani Kirk Hausman, Texas A&M University 29
  30. 30. 2) USE ARCHIVAL-QUALIT Y MEDIA 100 yr Best-Case 11 yr Common Use Environment UV lighting Temp Humidity Vibration 11/5/2013 Kalani Kirk Hausman, Texas A&M University 30
  31. 31. 3) KEEP SPARES OF EVERY THING Complexity Increases Space and Expense Maintenance Requirement Component Availability 11/5/2013 Kalani Kirk Hausman, Texas A&M University 31
  32. 32. 4) VIRTUALIZE HARDWARE Retain Complexity Expand Skill Sets Enhance Online Threat Risk App/Host Compatibility 11/5/2013 Kalani Kirk Hausman, Texas A&M University 32
  33. 33. 5) USE REDUNDANCY IN THE CLOUD Loss of Local Control Subject to ByUse Cost (utility model) Requires Operational Internet Contact 11/5/2013 Kalani Kirk Hausman, Texas A&M University 33
  34. 34. IS THERE ANOTHER PATH? 11/5/2013 Kalani Kirk Hausman, Texas A&M University 34
  35. 35. MODERN DAY SCRIBES 11/5/2013 Kalani Kirk Hausman, Texas A&M University 35
  36. 36. NOT JUST A VAULT 11/5/2013 Kalani Kirk Hausman, Texas A&M University 36
  37. 37. ACCIDENTS HAPPEN Accidents and Acts of Nature Skill Set Availability Preservation Not Just Protection Needed 11/5/2013 Kalani Kirk Hausman, Texas A&M University 37
  38. 38. 6) BUILD A CULTURE OF PRESERVATION Select and Maintain Standards Build Bridges Between Silos Implement a Cycle of Tech Refresh for Storage and Apps Identify Data For Preservation Store Only What Is Needed 11/5/2013 Kalani Kirk Hausman, Texas A&M University 38
  39. 39. QUESTIONS ? 11/5/2013 Kalani Kirk Hausman, Texas A&M University 39
  40. 40. THANKS My appreciation for the media shared under Creative Commons licensing by participants in the Wikimedia Commons file sharing service. http://commons.wikimedia.org/wiki/Main_Page My thanks to the IT professionals in the State of Texas for their tireless ef forts to protect a record of data resources documenting the evolution of our Government and its agencies. I thank you all for taking time to give me your attention and interest during this Conference. I hope you will take this idea and build the State’s future data preservation “vaults” well. - Kalani Kirk Hausman 11/5/2013 Kalani Kirk Hausman, Texas A&M University 40
  41. 41. CONTACT INFORMATION Kalani Kirk Hausman Assistant Commandant Texas A&M University khausman@tamu.edu 11/5/2013 Kalani Kirk Hausman, Texas A&M University 41

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