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Preservation Policies

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Presentation on theme: "Preservation Policies"— Presentation transcript:

1 Preservation Policies
ERPANET Seminar Fontainebleau 29 January 2003 Emmerson Consulting

2 Outline Need for digital preservation
Drivers, time-scales, imperatives Common concerns Outline of a digital preservation policy Function/Activity value model © Emmerson Consulting Limited 2003

3 Assumptions Not everything will be preserved
Organisations want less rather than more Aiming for too much = losing everything © Emmerson Consulting Limited 2003

4 Drivers for digital preservation policy
Public Sector Private Sector Focusing on records created in the course of business © Emmerson Consulting Limited 2003

5 Common Imperatives Managing the business Accountability Compliance
Business resumption planning © Emmerson Consulting Limited 2003

6 Differences? Private = shorter cycle, narrower impact,
archives: demonstrable benefit Public = longer term, wider impact archives: assumed benefit © Emmerson Consulting Limited 2003

7 Differences? Responsibility Private: life of the business?
Public: beyond life of single administration © Emmerson Consulting Limited 2003

8 Technological Change Average lifecycle of records = 7 years
Average life of record creating system = 3 years .·. Preservation same for all organisations Point of creation/capture © Emmerson Consulting Limited 2003

9 Timing Different methods for different values But
‘Permanent’ decision at creation/capture Appraisal at leisure not an option (Similar approach to traditional formats) © Emmerson Consulting Limited 2003

10 Preservation Policy In theory Public bodies more aware than private
In practice Survival decisions Taken at desktop Driven by immediate business need in all organisations © Emmerson Consulting Limited 2003

11 Core Policy Requirements
What is to be preserved Why it is to be preserved When it will happen How it will be preserved Where it will be preserved Who is accountable & responsible © Emmerson Consulting Limited 2003

12 Determination of Value
Most important element? Storage capacity finite Access and Retrieval must be guaranteed Legislative Restrictions Immediacy > new paradigm Business value? © Emmerson Consulting Limited 2003

13 Function/Activity Modelling
Functions = What the organisation is responsible and accountable for Activities = What the organisation does to carry out functions Records arise from activities © Emmerson Consulting Limited 2003

14 Function/Activity Modelling
Core functions = What the organisation exists to do Support functions = Enable the core functions External relations © Emmerson Consulting Limited 2003

15 Value ranking © Emmerson Consulting Limited 2003

16 Preservation Need Level 1 Immediate & Long Term
Level Immediate & Medium Term Level Immediate & ? © Emmerson Consulting Limited 2003

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