1. Securing Electronic Records from Creation to Archives (With a Digression on Mindful Practice) Patricia Galloway Graduate School of Library and Information Science University of Texas-Austin

2. Why secure them? Evidence Normal course of business How important are records to operation? How important are records to legitimacy? Can your business be any more secure than your records?

3. Why not paper? Space (expense) Law (Paperwork Elimination Act, etc.) Digital information not equivalent to paper Information as asset: mobilization and correlation

4. Why security? What kinds of threats do all records face? Disappearance Unauthorized change Unauthorized substitution Unauthorized insertion

5. How to secure electronic records General threats and responses Levels: desktop, server, network Internal: passwords, permissions, e- signatures External: firewalls, proxies, authentication Vigilance in the virtual world: backups aren’t enough

6. Reliable at the Creation What is reliability? Who is responsible? –Management –Records creators Assuring compliance using a software straitjacket: RMAs Assuring compliance using mindful practice

7. Mindful practice: Departmental policies Common directory structures Standard file-naming practice Mapping onto records series Standard version-control practice Employee departure policy Computer transfer policy

8. Mindful practice: Employees Compliance with policies on file-naming and directory structure Regular evaluation against schedules Archival filing if not automatic Frequent backups

9. Mindful practice: IT staff Master inventory of equipment and software Standardization of software Centralization of desktop software control Systematize security Provision of archival server –Schedules and automatic archiving Orderly transition to new software versions –Migration planning –Migration execution

10. Mindful practice: RM staff Inventory all electronic records Carry out functional analysis –Electronic-only uses –Information asset issues –Privacy and security issues Establish relations of electronic to paper Produce complete retention schedules

11. Twixt cup and lip: Retention Security and authenticity during the retention period Archival server –Security issues –Maintenance issues Escrow archiving –Repository use –Ownership

12. Authentic Ever After What is authenticity? Who is responsible? –Related archival institution –Third-party archival service –Guarantee of persistence Standards of authenticity Certified trustworthy repository: OAIS Preservation for use: access and authenticity