Challenges in Long-Term Records Preservation and Access - 19549
The US Department of Energy Office of Legacy Management (LM) mission includes preserving records and information about the nation's Cold War-era weapons projects and making that information available for years to come. As LM assumes responsibility for each project, records documenting operations and cleanup activities are absorbed into a central recordkeeping system. Each record category is governed by a federal retention requirement. Routine administrative records are kept just a few years, while the most important records have 'permanent' retention requirements and are transferred to the National Archives typically within 25 years of creation. It is relatively easy for LM to meet retention requirements for these routine and permanent records. LM's big preservation challenge is with records with tremendously long retention requirements. Records with 75-year retention requirements are common, and a small subset of LM records pertaining to waste disposal requires 150-year retention periods. LM must consider the best format for maintaining each of its records collections. Should physical records be boxed up for long-term storage, or should they be digitized? Each option has associated benefits, costs, and risks. Keeping records in paper format avoids digitizing expense and preserves the original media, but the paper must be maintained in a certified storage facility. A vermin infestation or sprinkler malfunction at a certified facility may be rare but could easily destroy records. Keeping the paper and making reference or backup electronic copies reduces the risk of loss but requires diligence and resources to keep the physical records and electronic versions synchronized. This becomes an overwhelming task in a database with millions of records. Entirely replacing paper records with digitized versions as electronic records introduces the risk that records could be lost due to a cybersecurity incident or made inaccessible by evolving technology. LM's early electronic records management efforts were limited to documents saved to PDF format. More recently, LM has embraced the benefits of maintaining records in native formats. (A spreadsheet includes formulas and other details lost when converted to a PDF file.) But whether the file is saved as a Microsoft Excel spreadsheet or PDF document, how do we ensure the file is readable in 75 or 150 years when these records meet their retention requirement? We have no way of knowing for sure from our 2019 vantage point-no more than we would expect to get good technology advice from someone 150 years ago. We cannot predict the technological future, but we can make sure our current electronic records environment is healthy and future ready. This includes making sure the electronic recordkeeping system is built on a modern platform and ensuring that each record in the system is saved in a current format. Quality standards are critical for electronic records to be future ready. Implementing quality involves an organization-wide approach to having consistently formatted file names and complete and descriptive metadata. Quality PDF documents are scanned to settings that ensure characters are machine-readable (with optical character recognition, or OCR). LM is currently replacing its electronic recordkeeping system and simultaneously modernizing its organizational approach to data management; it is replacing a traditional electronic records repository with a system that also manages records stored anywhere across the computer network. This new records management approach will require new thinking in how LM manages a dramatically increased volume of information across the network while not losing focus on its responsibility for long-term records preservation and access. (author)