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Retention standards for electronic State records can include extended terms, potentially rendering storage formats and media unavailable. This session will address strategies for both format management and media renewal for long-term electronic records access.
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Kalani Kirk Hausman
Presented at the TexasE-Records Conference
2013November 5, 2013
PRESERVING ACCESS FOR ELECTRONIC
RECORDS
Kalani Kirk Hausman, Texas A&M University 2
Retention standards for electronic State records can include extended terms up to infinite “permanent” duration mandates. This will eventually render data storage formats and media unavailable. This session will address strategies to protect long-term electronic record access.
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ABSTRACT
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EARLY DATA STORAGE
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LESS THAN 1MB OF DATA
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STORAGE FOR DATA LARGE AND SMALL
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Texas Agency Hiring Documents – 3 YearsInfant Delivery Records – 21 YearsSex Offender Registry Data – 75 YearsHealth Records (Hansen’s) – PermanentState of Texas Records
Retention ScheduleFederal Records
Retention Schedule(Clery Act, etc)
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DATA RETENTION REQUIREMENTS
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AC - After Closed,
Terminated, Completed,
Expired, Settled
AV - Administrati
ve Value
CE - Calendar Year End
FE - Fiscal Year End
LA - Life of Asset MO - Months
PM - Permanent
US - Until Superseded
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RETENTION CODES
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STORAGE MEDIA
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MEDIA AND LOST DATA
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90% of the silent movies made before 1929.
Half of allmovies madebefore 1950.
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LOST MOVIES/LOST DATA
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MEDIA ACCESS
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STEADY PROGRESS
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LaserDisc (0.3GB) Blu-Ray (128GB)
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OPTICAL STORAGE
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Experimental Holographic Optical Disc (6TB – 50TB)
7-platter Magnetic 3.5” Drive (6TB)
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NEAR-FUTURE STORAGE
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DATA FORMAT AND SOFTWARE
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ROSETTA STONE
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MY COMPUTER IN COLLEGE
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EARLY WORD PROCESSERS
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THEN TO NOW
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APPLICATIONS IN THE CLOUD
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Cloud ResourcesData StorageApplicationsDesktop Virtualization
Mobile TechnologiesSmart-phonesTabletsLaptops
Bring Your Own Devices (BYOD)11/5/2013
SILOS AND COMPLEXITY
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WHERE EVERYTHING LOOKS LIKE A NAIL
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OUR LIBRARY
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WHAT WE IMAGINE IT WILL LOOK LIKE
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WHAT IT ACTUALLY LOOKS LIKE
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WHAT WE HAVE TO STORE
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SKILLS AND EQUIPMENT
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STRATEGIES
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Not everything is static content
Space and Pests
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1) PRINT EVERYTHING
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100 yr Best-Case
11 yr Common Use
EnvironmentUV lightingTempHumidityVibration
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2) USE ARCHIVAL-QUALITY MEDIA
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Complexity Increases
Space and Expense
Maintenance Requirement
Component Availability
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3) KEEP SPARES OF EVERYTHING
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Retain Complexity
Expand Skill Sets
Enhance Online Threat
Risk App/Host Compatibility
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4) VIRTUALIZE HARDWARE
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Loss of Local Control
Subject to By-Use Cost (utility model)
Requires Operational Internet Contact
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5) USE REDUNDANCY IN THE CLOUD
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IS THERE ANOTHER PATH?
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MODERN DAY SCRIBES
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NOT JUST A VAULT
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Accidents and Acts of Nature Skill Set Availability
Preservation Not Just Protection Needed11/5/2013
ACCIDENTS HAPPEN
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Select and Maintain Standards
Build Bridges Between SilosImplement a Cycle of Tech Refresh for Storage and Apps
Identify Data For PreservationStore Only What Is Needed
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6) BUILD A CULTURE OF PRESERVATION
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QUESTIONS ?
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My appreciation for the media shared under Creative Commons l icensing by participants in the Wikimedia Commons
fi le sharing service.http://commons.wikimedia.org/wiki/Main_Page
My thanks to the IT professionals in the State of Texas for their tireless eff orts to protect a record of data resources
documenting the evolution of our Government and its agencies.
I thank you all for taking time to give me your attention and interest during this Conference. I hope you will take this idea and build the State’s future data preservation “vaults” well.
- Kalani Kirk Hausman
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THANKS
Kalani Kirk Hausman, Texas A&M University 41
Kalani Kirk HausmanAssistant CommandantTexas A&M University
khausman@tamu.edu
CONTACT INFORMATION
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