Chang, Wen-Hsi Division Director National Archives Administration, 2011/3/18/16:15-17: TELDAP International Conference 1 Electronic Records Preservation Mechanism for Government Agencies

Outline Introduction to NAA Strategies architecture Management regulations Technical service center Current status Conclusions 2011/3/18/16:15-17: TELDAP International Conference 2

Introduction National Archives Administration (NAA) is in charge of regulating all kinds of government document and records preservation including in electronic forms Division of archival information systems Background information NAA proposes related strategies of electronic records preservation for government agencies NAA had conducted a pilot program comprising of developing an electronic records preservation system and drafting related regulations since NAA devised related regulations for meeting operational requirements according to our experimental results. NAA devised a mechanism to implement the proposed methods 2011/3/18/16:15-17: TELDAP International Conference 3

Motivation Keep our government documents safely in whatever forms Information technology has been rapidly developing, the government keep generating huge volume of electronic records. E-records highly consistent with correspondent carrier medium, software and hardware obsoleteness affect accessibility. 2011/3/18/16:15-17: TELDAP International Conference 4

Structured Strategies Short of budgets in government agencies Management Mechanism Stipulate related regulations and bylaws Directions of electronic records life-cycle management Establish electronic records technical service center Technologies Development Establish electronic records long-term preservation lab Developing related tools for government agencies Physically preserve important obsolete hardware and software 2011/3/18/16:15-17: TELDAP International Conference 5

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Concept of electronic documents & records preservation Capture all metadata generated in all procedures in different phases. Assure the functionality of legal or juristic evidences for present and future application. Overcome the problem of configuration obsoleteness for fulfilling business needs. Unify and standardize documents records in formats 2011/3/18/16:15-17: TELDAP International Conference 7

Technical Service Center Provide informative consultation services General panning consultation Technical consultation Related software operating consultation Help all levels of government agencies manage to overcome the problem of configuration obsoleteness. 2011/3/18/16:15-17: TELDAP International Conference 8

Origin of the Technical Service Center The number of electronic records has been increasing. In order to response to the possible issues of electronic records long-term preservation access and application in an earlier time provide a communication channels to share experience in electronic records emulation, migration, recovery, and etc. collects and compiles the related demands of electronic records to assist other government agencies in solving problems regarding electronic records preservation, application and security. Such as, drafting RFP Provide services for electronic records format & media migration. 2011/3/18/16:15-17: TELDAP International Conference 9

The strategies Aim to assure authenticity, integrity and accessibility of persevered electronic records during the retention year of content is the ultimate objectives. The strategies as follows: Making standard procedures regarding the complete life cycle of an official document management requirements for guiding records managers. Establish a technical service center to assist all levels of government agencies to develop their own electronic records management policies and technical directions. Develop electronic records management policies and technologies development directions in NAA 2011/3/18/16:15-17: TELDAP International Conference 10

Items of Technical Services Operating Consultation Electronic Records Long-Term Preservation Operation Platform Electronic Records Knowledge Base System Electronic Records Wikipedia Records Management Systems information Portal Web Site Directory of Domain Experts Electronic Records Format Databases Technical Consultation Electronic Records Format Migration Media Migration Electronic Records Recovery Software & Hardware Equipment System Preservation Storage Media Destruction O-the-job training and customized training 2011/3/18/16:15-17: TELDAP International Conference 11

Current Electronic Records Preservation Format Regulated definite formats as our preservation formats. Records in other formats will be converted into our preservation formats. 2011/3/18/16:15-17: TELDAP International Conference 12

Main Methods for Electronic Records Long- term Preservation 2011/3/18/16:15-17: TELDAP International Conference 13 Encapsulation Refreshing Migration Emulation Converting into Paper or other Analogous Media System Preservation

Electronic Records Long-Term Preservation Laboratory Migration Area Acquisition and capturing Media and Data Migration Recovery Area Media and Data Recovery Decryption and encryption Verification and Validation Area Check & Inspection, Quality Assessment and Enhancement Emulation Area Operating and Application System Emulation System Preservation Area Obsolete Software & Hardware Equipment and Media 2011/3/18/16:15-17: TELDAP International Conference 14

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Electronic Records Long-term Preservation Framework Keep digital object encapsulations with system hardware and software. All contents will be replicated. Keep digital object encapsulations in migrated formats. Keep digital object encapsulations in specific emulated configuration. Implementation of Platform for Electronic Records Long-term Preservation Technologies Develop electronic records preservation SOPs Ensure the security and integrity of electronic records automatically 2011/3/18/16:15-17: TELDAP International Conference 16

Part of tools vedio showing 2011/3/18/16:15-17: TELDAP International Conference 17

Preservation vs. Destruction Obsolete mediaEquipment for destruction 2011/3/18/16:15-17: TELDAP International Conference 18

Lab Video showing 2011/3/18/16:15-17: TELDAP International Conference 19

Validation Mechanism for electronic records keeping systems Provide practical examples to assist government agencies and system developers design their records management information system functionality easier. Formulate the system design to comply with current records regulations Standardize the electronic records management for data transfer more convenient among agencies. Assuring the integrity, authenticity and accessibility of electronic records in long-term preservation environment to comply with information security primary components. 2011/3/18/16:15-17: TELDAP International Conference 20

Current status Establish electronic record long-term preservation laboratory. (Launched in 2010 Aug) Implement electronic records long-term preservation platform. (Distributed in 2010 Dec) Complete the content of knowledge base for electronic records long-term preservation technologies Launch electronic records technical services center for government agencies (2011 March) Transfer Complete the infrastructure of National Electronic Archives project Pilot project for establishomg a mechanism for auditing online disposition records catalogs and online transferring (2011) 2011/3/18/16:15-17: TELDAP International Conference 21

Conclusions & Future Work To expand the functionality of the Electronic Records Long-Term Preservation Platform For example: add two additional file format migrations, including DOC to ODF, and WMV to MPEG-2 To enhance the Content of the Electronic Records Long-Term Preservation Knowledge Base To develop Media Asset Management System for inventory control all digitized national archives and media assets in the lab 2011/3/18/16:15-17: TELDAP International Conference 22