Module 2: Text 2

e-TERM reference*

TKB3

Version no.*

2

Version date*

2002-03-01

Contributor*

Barata, Kimberly J; revised Yeo, Geoffrey

Author/s*

Rothenberg, Jeff

Title*

Ensuring the Longevity of Digital Documents

Print availability

Scientific American, 272:1, January 1995, 42-7

Electronic availability

Copyright

© Scientific American

Introduction

'Although digital information is theoretically invulnerable to the ravages of time, the physical media on which it is stored are far from eternal. If the optical CD in my attic were a magnetic disk, attempting to read it would probably be futile. Stray magnetic fields, oxidation and material decay can easily erase such disks. The contents of most digital media evaporate long before words written on high-quality paper. They often become unusably obsolete even sooner, as media are superseded by new, incompatible formats - how many readers remember eight-inch floppy disks? It is only slightly facetious to say that digital information lasts forever - or five years, whichever comes first.' As the author points out, the digital medium is replacing paper in a dramatic recordkeeping revolution. The result, however, is that documents may be lost if action is not taken quickly.

Ensuring the Longevity of Digital Documents is a seminal article that calls attention to the steps that need to be taken to guarantee that records created today will still be accessible tomorrow. The article explains in clear and timely terms why the management of electronic records presents a significant challenge and the repercussions of ignoring it. The author proposes the use of emulation techniques as a basis for resolving that challenge.

The text remains extremely useful in its examination of the problem of obsolescence and the nature of digital storage. By explaining in simple terms the challenges facing recordkeeping in a digital environment, the article provides the basis for discussing different approaches to be tested, including emulation and migration.

Jeff Rothenberg is a senior computer scientist with the RAND Corporation in Santa Monica, California. His research includes work in modelling theory, investigations into the effects of information technology on humanities research, and numerous studies involving information technology policy issues.

Relevance

The text is a classic article that defines the nature of the problem of keeping electronic records over time.

Concepts*

Digital preservation
Documents
Electronic Records
Emulation
Longevity
Metadata
Migration
Obsolescence
Records
Translation

Cases

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Module no.*

2

Role

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Contribution to learning objectives*

Study of this text will contribute to the following learning objectives:

Preliminary reading

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Reading help

The article is brief and should be read in its entirety. Pay particular attention to the solutions offered in the section on 'Migrating Bits' on pages 45-46.

While reading the article consider:

• What are the main challenges outlined and have they changed in today's computing environment?

• Whether the selection of a single approach or a combination of approaches is most appropriate to your organisation?

Discussion

Express your opinion on whether the challenges of keeping records electronically as described in the article remain unsolved or whether there are new challenges, and if so what they are.

It is only slightly facetious to say that digital information lasts forever - or five years, whichever comes first.' Do you think the author is correct? Is the nature of digital storage the main problem? What other factors contribute to the problem of accessing electronic records over time?

Assignment

Write a brief description of what approach to maintaining access to electronic records would best suit your organisation and why.

Further reading

Holdsworth, David, and Wheatley, Paul. 'Emulation, Preservation and Abstraction.' RLG Digi News 5 (August 2001). http://www.ohio.rlg.org/preserv/
diginews/diginews5-4.html#feature2

Cook, Terry. Electronic Records Paper Minds, Paper Minds: The Revolution in Information Management and Archives in the Post-custodial and Post-modernist Era. Archives and Manuscripts 22:2 (November 1994).

International Council on Archives. Committee on Electronic Records. Guide for Managing Electronic Records from an Archival Perspective. (February 1997). Chapters 1-4; pages 1-42.

Digitale Duurzaamheid
http://www.digitaleduurzaamheid.nl/
The web site is presented in the Dutch language. However some materials are made available in English. Digital Longevity is a comprehensive programme of the Dutch Government for establishing a common framework on electronic records management. This framework should support electronic government and the creation and preservation of reliable, authentic and usable records over time.