Authenticity Problem of E-Archives in Terms of Records Management

Özhan Sağlık
XII.Archives Day and 171. Foundation Anniversary of Ottoman Archives Ministry,
İstanbul, Head of Ottoman Archives, 15 November 2017.

 We can not access %50 of archived web sites after one year,
%60 after two year, %65 after three years in British Library
(British Library, 2015).
 We can not access %20 of generated data about demography,
transportation and climate from 1975-1999 in Melville,
Canada (Kingston, 2015).
 We have seen data loss in systems because of the reasons we
do not know (Dağ, 2017).

 We knew some e-records lost in Sweden (Borglund ve
Anderson, 2011). Lost of e-records due to the software
reasons have mentioned in some projects (INTERPARES,
2008).
 Fragility of the digital environment
◦ Corruption in servers and harddisks
◦ Obsolescence of e-record format
◦ Software

 Historical, jurisdiction and diplomatic trustworthiness
 Reliability, Accuracy, Authenticity
 Reliability
◦ Authority and trustworthiness of a record as a representation of the
fact(s) it is about; that is, to its ability to stand for what it speaks of.
◦ Trustworthiness of a record’s content
 Accuracy
◦ Wholeness, soundness
◦ Records, should maintain the data it has in its life cycle
Theoritically, reliability record is an accurate.

 Fact that a record is what it purports to be.
 Shows the context of record.
 not been tampered with or otherwise corrupted.
 Reliable and accurate.
 Authenticity will valid upon to the maintaining identity
and integrity of record.
◦ Metadata

Losing characteristic features of e-records in life cycle
Breaking off the relationship with its belonging file
and other records
Not ensuring the integrity
o Does record, maintaining characteristic features accurately and
correctly?
o Intellectual integrity (not interfering to the content),
o Physical integrity (ingredients that consist the record maintained
and used as a whole),
o Descriptive integrity (preserving descriptive elements of records in
integrity) = Metadata
Not maintaining metadata

 Documentary form,
◦ Medium, format, software, e-seal, annotations
(extrinsic form elements)
◦ Author, creator, addressee, receiver, attestation,
content, qualification of e-signature (intrinsic form
elements)
 Context (Archival bond),
 File code,
 Other records relationship with (Organic bond)

 Records hierarchy = fond, sub fond,series and file
 Intellectual relationship of records with the context
= filing
◦ Determining organic bond = exposing context
Diplomatic Analysis
 Intrinsic and extrinsic documentary form elements
 Author, creator and addressee
 Action or matter
 Technologic context

 Instead of after transferring record to the
archive, active protection beginning from the
creation
 File code– Discrimination between case and subject file
 Metadata upon the genre of record (legislative records,
prohabitive records, correspondences)
 TSE 13298 Electronic Records and Archives
Management System (ERAMS): 2015 Mandatory
Metadata
◦ (Genre of record, file code and series number, author, receiver,
date of creation, ingest and transmission, certificate information
of e-signature, open and closure date of file)

 Problems about accessing to the metadata of
record,
◦ Losing the chain of custody,
◦ Software obstacles,
INTERPARES – Chain of Preservation
Authors and creators, archival bond, date, regulations
defining the archival procedure, form specifications,
representation of the office/officer responsible for carrying
out the action, location, rights and access, subject, format
and attachments (Rogers ve Tennis, 2012).

 Archivist is a digital forensics expert who aims
maintaining evidential value of records (Elizabeth
Diamond, 1994).
 Today’s records managemers and archivists should be
digital forensics expert (Duranti, 2009).
 By using digital forensics methods context of e-records
can be determine.

 Ensuring the standard in applications of e-record
and e-archive in Turkey
 Generating records and files by adopting records
hierarchy in ERMS and electronic archives
software
 Employment archivists and records
managers in organizations
Thanks!

Authenticity Problem of E-Archives in Terms of Records Management

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Authenticity Problem of E-Archives in Terms of Records Management