Fundamental Issues for Electronic Records
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1 Fundamental Issues for Electronic Records David Bearman Archives & Museum Informatics Belo Horizonte, Brazil November 7, 2007
2 Overview Policy for Electronic Records Management Functional Requirements for Evidence Reference Model for Business Acceptable Communication Implementation Frameworks Moments of Risk
3 Policy Frameworks In the late 1980 s: United Nations Administrative Coordinating Committee for Information Systems (UN-ACCIS) Electronic Records Management Guidelines: A Manual for Policy Development and Implementation. New York, NY: United Nations. (1990). see also ElectronicEvidence.Ch3.pdf
4 Trusted Digital Repositories Current model: Certification for Trusted Digital Repositories see trustedrep/repositories.pdf
5 Problems of Policy Even well-meaning individuals lack mental models and software tools to comply Verification requires software control Management requires software control, vigilance and on-going funding Requirements for Evidence are needed in human and machine-enforceable terms
6 Characteristics of Digital Records not human readable stored randomly no intrinsic contextual evidence easily altered brief format and media life require on-going intervention to survive
7 Functional Requirement for Evidence University of Pittsburgh Project University of British Columbia & InterPares Projects Many since, cf. National Archives, UK requirementsfinal.pdf
8 Functional Requirements for Evidence Conscientious Organization Compliant (1) Accountable Recordkeeping System Responsible Assigned (2) Documented (3) Implemented (4) Consistent (5) Functional Records Comprehensive (6) Identifiable (7) Complete Accurate (8) Understandable (9) Meaningful (10) Authorized (11) Preserved Inviolate (12) Coherent (13) Auditable (14) Removable (15) Exportable (16) Accessible Available (17) Renderable (18) Evidential (19) Redactable (20)
9 Warrant for Functional Requirements In every juridical system, and in most professional contexts (accounting, law, medicine, IT) we should find the warrant for functional requirements for evidence University of Pittsburgh project did this for the United States. Other archivists need to do it for their country. David Bearman and Wendy Duff, "Grounding Archival Description in the Functional Requirements for Evidence", Archivaria, #41, Spring 1996, p see journals.sfu.ca/archivar/index.php/archivaria
10 FR + Warrant = Metadata Requirement for Evidence Digital Evidence stored as a Metadata Encapsulated Object (MEO) is a Record. Records must be appraised, preserved for their retention period, and made available for use as evidence within a secure legal/ social framework.
11 Metadata Encapsulated Object Structure A Reference Model for Business Acceptable Communications (BAC) was proposed prog6-5.html It ensures interoperability of any Record across repositories and contains metadata provably sufficient to satisfy the Functional Requirements for Evidence.
12 BAC Data Structure Handle Layer Registration Metadata/Properties Record Identifier Information Discovery and Retrieval Terms & Conditions Layer Rights Status Metadata Access Metadata Use Metadata Retention Metadata Structural Layer File Identification <Repeatable for each file> File Encoding Metadata <Repeatable for each file> File Rendering Metadata <Repeatable for each file> Record Rendering Metadata <for whole record> Content Structure Metadata Source Metadata Contextual Layer Transaction Context Responsibility Business Function Content Layer Content-Description Use History Layer <Repeatable Transaction Table>
13 BAC Records satisfy FR s for Evidence Metadata Specification Production Rules (prototype) BACartic.html
14 Implementation Framework Trans-action = Any Communication All Transactions require Records Capture Transaction at Time of Creation Appraise Records using Contextual Metadata Records Contain Records (Big fish eat little fish) Structural Metadata enables Migration Archives Certifies Copies, retains original
15 Moments of Risk Risk to Digital Evidence most severe when the Record is moving beyond the control of one software environment, into another Moments of Risk: Identifying Threats to Electronic Records, Archivaria, 62, See archivaria
16 Moments of Risk
17 Specifications for Recordkeeping Systems Framework. European Commission 2001 Model Requirements for the Management of Electronic Records: MoReq Specification Technical Specification. UK PRO 2002 Requirements for Electronic Records Management Systems London: Public Records Office Vol 1 Functional Requirements. Vol 2 Metadata Standard Vol 3 Reference Document see.
18 Long-term Preservation Environment trusted digital repositories serve as the social and economic framework lots of copies keep stuff safe network-wide format migration original formats are retained also only certified copies are provided for use copyright freedom within archiving
19 Proposed Infrastructure Collaboration on a world-wide scale could solve format migration address LOCKSS requirements introduce archival capture as a service within transmission infrastructure David Bearman, Addressing Selection and Digital Preservation as Systemic Problems, in Yola de Lusenet and Vincent Wintermans, eds. Preserving the Digital Heritage: Principles and Policies, European Commission for Preservation and Access, Den Haag, 2007 ISBN , pp ecpa/
20 Status no National Archive has yet implemented a fully successful system for digital evidence most electronic records of the past fifty years have been irretrievably lost your experimentation will not make matters worse and might lead to success
21 Thank you. feel free to write me David Bearman
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