October 10, 2015 marks the fourth annual celebration of Electronic Records Day, sponsored by the Council of State Archivists (COSA). COSA states that E-Records Day is an “opportunity to share information about what you are doing to manage your state’s digital resources and to enlist help in preserving electronic records. This day is designed to raise awareness among state government agencies, the general public, related professional organizations, and other stakeholders about the crucial role electronic records play in their world. This year, E-Records Day is highlighting the importance of appropriate management of electronic communications in government.”
It has been a busy year for the Utah State Archive’s with regard to our electronic records preservation initiative. We kicked it off by negotiating a storage plan with the Utah Department of Technology Services, which will provide the Utah State Archive’s with the necessary storage infrastructure to manage and preserve the state of Utah’s permanent electronic assets. This was followed by the formulation of three distinct project teams. These teams are currently working on improving the methods for electronic records transfer from state agencies, building the necessary policies and procedures that govern our electronic records preservation system, and implementing the necessary workflows and protocols for obtaining, processing, preserving, and distributing electronic records through our electronic record content management system.
In celebration of E-Records Day, the Utah State Archive’s is unveiling the draft version of our new Digital Preservation Framework! This document, modeled on similar frameworks from the University of Minnesota and the ICPSR Data Management Framework developed by Nancy McGovern, provides a top-level view of critical digital preservation principles and mandates. The framework offers necessary vision and structure on important electronic record preservation issues such as standards compliance, roles and responsibilities, ongoing organizational and financial sustainability, systems security, and procedural accountability.
The Digital Preservation Framework is evidence of the Utah State Archive’s institutional commitment to the preservation of Utah’s electronic record heritage. We invite comments and feedback, and hope that other repositories around the state join us in celebrating E-Records Day 2015!