We received the following question from a records officer, and thought it might be helpful for all records managers to hear the answer. So here it is in ‘Dear Abby’ form:
Dear Records Analyst,
I am in the process of preparing boxes to send to the Records Center, but heard that I should not send cassette tapes, VHS, DVDs, CDs, or flash drives. I have all of these, one or the other, in almost all of my files, some of which are from as far back as 1995. How am I supposed to archive these? Do you have any recommendations?
Dear Ms. Multimedia,
Thank you for your question; I’m sure you are not alone in wondering how to manage non-paper media. Although it is possible for you to send records on electronic storage media to the State Records Center, it may not be advisable.
You should consider a few factors when deciding:
- The law requires that you maintain the records in a manner that allows full access for the length of the retention period (Utah Code 46-4-301 and 501; Utah Code 63G-2-604). That means that you must be able to view or hear the recordings on DVDs, open the data files stored on flash drives, etc. for the amount of time specified by the retention schedule.
- Paper is a very stable medium, but other storage media such as DVDs, cassette tapes, and flash drives tend to degrade faster when not kept in a climate-controlled environment. The Records Center is not a climate-controlled archival repository.
- The bigger concern, is media and format obsolescence. For records that need to be kept longer than 9 years, you need to convert file formats before the file type disappears, and regularly move the files onto more reliable storage media. This is referred to as data migration; having and implementing a data migration plan is an essential part of maintaining electronic records.
- If the records are scheduled to be destroyed after the retention period ends, then the responsibility to maintain the records begins and ends with your agency, and your agency is assuming all of the risk when choosing how and where to store the records.
- If the records are scheduled to be transferred to the State Archives after the retention period ends, then the State Archives also has a responsibility to maintain the records and needs to be consulted as you are deciding how and where to store the records. The State Archives may want to take further measures to ensure their preservation. Contact your records analyst with any questions or needs that you may have.
If you are sending non-paper media to the Records Center or to the State Archives, please notify a member of the Archives staff at the time of transfer.
It is very easy to do. Just check the box on the online Record Transfer Sheet form that says “Transfer Includes Non-Paper Records” (shown below):
Thank you for your question, and best of luck to you!
Utah Division of Archives and Records Service