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Beyond Paper: Records Preservation in the Digital World. Nien-Ling Wacker, CEO LaserFiche Document Imaging www.laserfiche.com. Information Avalanche Increased Workload Limited Budgets Increased Demands for Instant Information Doing More with Less. Challenges in the Information Age.

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beyond paper records preservation in the digital world
Beyond Paper: Records Preservation in the Digital World

Nien-Ling Wacker, CEOLaserFiche Document Imagingwww.laserfiche.com

challenges in the information age
Information Avalanche

Increased Workload

Limited Budgets

Increased Demands for Instant Information

Doing More with Less

Challenges in the Information Age
pros and cons of paper in records preservation
Pros and Cons of Paper in Records Preservation
  • Convenient Tool
  • Always eye-readable
  • Takes up Space
  • Difficult to Control Access
  • Subject to Loss & Damage
  • Costly to Distribute
pros and cons of microfilm in records preservation
Pros and Cons of Microfilm in Records Preservation
  • Takes Less Space
  • Last a Long Time
  • Erodes if not properly stored and
  • maintained
  • Difficult to Control Access
a perfect time to go digital
A Perfect Time to go Digital
  • Technology is HereHardware is
  • Affordable
    • Disk Space is Cheaper than Toilet Paper
    • Scanners, CDs, Jukeboxes are Commodities
  • Packaged Software is Available and
  • Proven
moving beyond paper

Moving Beyond Paper

Digital Imaging

Documents Preserved

Records Searchable

Available to Entire Organization

Reduce Handling of Originals

records manager s concerns

Records Manager’s Concerns

How can I Ensure that Digital

Records will be Available in

the Future?

Will the Storage Media Last its

Time?

fundamentals

Fundamentals

Digital Archival - Records Must

Be Eye Readable

Open/Non-Proprietary Format

Stored with a Viewer

Stored on a Standard Media

standard format

Standard Format

TIFF Group IV and ASCII Text

available storage options

Available Storage Options

RAIDs

WORM

Magneto-Optical

CDs

DVDs

preferred storage media

Preferred Storage Media

Hard Drive/RAIDs

CDs

expanded role of records managers

Expanded Role of Records Managers

Architect of the Records Mgmt. System

Keeper of the Records

Implement Retention Schedules

Records Migration

to migrate or not

To Migrate or Not

Life Expectancy of Media

Compared with Retention

Period for Document

Consideration of Technology

Change vs. Retention Period

Make Sure Documents Are

Eye Readable at Any Period

digital archiving

Digital Archiving

Stored in TIFF IV and ASCII Text

Achieve CDs with Viewer

Electronic Documents

Store Native Format for Convenience

Archived to TIFF IV for Preservation

doc retention handling
Documents with Same Retention Schedule Stored on Same Volume

Portable Volume

Archival to CDs with Viewer

Ensure No Information on Backup Tape When Purging Electronic Records

Scheduled Expunge or Migration

Doc. Retention Handling
document security

Document Security

Integrity of Documents-Protected with Comprehensive Security

Control:

Functions – Scanning, Printing

Folder and Document Access

Redact Words

Audit Trail

user friendliness

User-Friendliness

Choose a System that your

Staff will Love to Use

Reduce Training Costs

Increase Usage and Put More

Records into the System

intelligent search

Intelligent Search

Find Documents Based on What

Information you Have

Folders

Index Cards

Intuitive Full-Text Search

mandates from it

Mandates from IT

Work with existing infrastructure

Adapt to future advances and ensure future

availability

Properly designed to minimize network traffic

Proven system that’s stable and maintains

data integrity

Easy to maintain and use existing resources

Be Able to Integrate with Other Software

Applications and grow easily

Internet strategy

mandates from it22

Mandates from IT

Work with existing infrastructure

Open, non proprietary to adapt to future advances and ensure future availability

Scalable to grow easily

Properly designed to minimize network traffic

Proven system that’s stable and maintains data integrity

Easy to maintain and use existing resources

Internet strategy

open and scalable architecture

Open and Scalable Architecture

Client-Server Architecture to Reduce

Network Traffic

Open and Scalable to allow

Expansion and Records Preservation

Integrate with Other Applications

benefits of web access

Benefits of Web Access

Close the gap between filing cabinets

and the Internet

Documents can be dynamically posted

as soon as scanned without any HTML

coding

Anyone with a web browser can access

public documents through Internet

Authorized staff can access internal

documents without client software

installed

records on the web a growing trend

Records on the Web A Growing Trend

City of Bakersfield, Calif. www.ci.bakersfield.ca.us/weblink

Collier County, Fla. www.clerk.collier.fl.us/weblink

City of Martinsville, Va.www.ci.martinsville.va.us/weblink

Caduceus, Inc. www.medreconline.com

keys to successful records preservation in the digital world
Digital Archiving

Records Retention

Comprehensive Security

Intelligent Search

User-friendly

Keys to Successful Records Preservation in the Digital World
  • Open & Scalable
  • Integrate with
  • Existing Systems
  • Web Access
  • Proven track
  • record