preserving access for electronic records at the texas e-records confence 2013
DESCRIPTION
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.TRANSCRIPT
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.
11/5/2013
ABSTRACT
Kalani Kirk Hausman, Texas A&M University 311/5/2013
EARLY DATA STORAGE
Kalani Kirk Hausman, Texas A&M University 411/5/2013
LESS THAN 1MB OF DATA
Kalani Kirk Hausman, Texas A&M University 511/5/2013
STORAGE FOR DATA LARGE AND SMALL
Kalani Kirk Hausman, Texas A&M University 6
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)
11/5/2013
DATA RETENTION REQUIREMENTS
Kalani Kirk Hausman, Texas A&M University 7
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US - Until Superseded
11/5/2013
RETENTION CODES
8Kalani Kirk Hausman, Texas A&M University11/5/2013
STORAGE MEDIA
Kalani Kirk Hausman, Texas A&M University 911/5/2013
MEDIA AND LOST DATA
Kalani Kirk Hausman, Texas A&M University 10
90% of the silent movies made before 1929.
Half of allmovies madebefore 1950.
11/5/2013
LOST MOVIES/LOST DATA
Kalani Kirk Hausman, Texas A&M University 1111/5/2013
MEDIA ACCESS
Kalani Kirk Hausman, Texas A&M University 1211/5/2013
STEADY PROGRESS
Kalani Kirk Hausman, Texas A&M University 13
LaserDisc (0.3GB) Blu-Ray (128GB)
11/5/2013
OPTICAL STORAGE
Kalani Kirk Hausman, Texas A&M University 14
Experimental Holographic Optical Disc (6TB – 50TB)
7-platter Magnetic 3.5” Drive (6TB)
11/5/2013
NEAR-FUTURE STORAGE
15Kalani Kirk Hausman, Texas A&M University11/5/2013
DATA FORMAT AND SOFTWARE
Kalani Kirk Hausman, Texas A&M University 1611/5/2013
ROSETTA STONE
Kalani Kirk Hausman, Texas A&M University 1711/5/2013
MY COMPUTER IN COLLEGE
Kalani Kirk Hausman, Texas A&M University 1811/5/2013
EARLY WORD PROCESSERS
Kalani Kirk Hausman, Texas A&M University 1911/5/2013
THEN TO NOW
Kalani Kirk Hausman, Texas A&M University 2011/5/2013
APPLICATIONS IN THE CLOUD
Kalani Kirk Hausman, Texas A&M University 21
Cloud ResourcesData StorageApplicationsDesktop Virtualization
Mobile TechnologiesSmart-phonesTabletsLaptops
Bring Your Own Devices (BYOD)11/5/2013
SILOS AND COMPLEXITY
Kalani Kirk Hausman, Texas A&M University 2211/5/2013
WHERE EVERYTHING LOOKS LIKE A NAIL
23Kalani Kirk Hausman, Texas A&M University11/5/2013
OUR LIBRARY
Kalani Kirk Hausman, Texas A&M University 2411/5/2013
WHAT WE IMAGINE IT WILL LOOK LIKE
Kalani Kirk Hausman, Texas A&M University 2511/5/2013
WHAT IT ACTUALLY LOOKS LIKE
Kalani Kirk Hausman, Texas A&M University 2611/5/2013
WHAT WE HAVE TO STORE
Kalani Kirk Hausman, Texas A&M University 2711/5/2013
SKILLS AND EQUIPMENT
28Kalani Kirk Hausman, Texas A&M University11/5/2013
STRATEGIES
Kalani Kirk Hausman, Texas A&M University 29
Not everything is static content
Space and Pests
11/5/2013
1) PRINT EVERYTHING
Kalani Kirk Hausman, Texas A&M University 30
100 yr Best-Case
11 yr Common Use
EnvironmentUV lightingTempHumidityVibration
11/5/2013
2) USE ARCHIVAL-QUALITY MEDIA
Kalani Kirk Hausman, Texas A&M University 31
Complexity Increases
Space and Expense
Maintenance Requirement
Component Availability
11/5/2013
3) KEEP SPARES OF EVERYTHING
Kalani Kirk Hausman, Texas A&M University 32
Retain Complexity
Expand Skill Sets
Enhance Online Threat
Risk App/Host Compatibility
11/5/2013
4) VIRTUALIZE HARDWARE
Kalani Kirk Hausman, Texas A&M University 33
Loss of Local Control
Subject to By-Use Cost (utility model)
Requires Operational Internet Contact
11/5/2013
5) USE REDUNDANCY IN THE CLOUD
Kalani Kirk Hausman, Texas A&M University 3411/5/2013
IS THERE ANOTHER PATH?
Kalani Kirk Hausman, Texas A&M University 3511/5/2013
MODERN DAY SCRIBES
Kalani Kirk Hausman, Texas A&M University 3611/5/2013
NOT JUST A VAULT
Kalani Kirk Hausman, Texas A&M University 37
Accidents and Acts of Nature Skill Set Availability
Preservation Not Just Protection Needed11/5/2013
ACCIDENTS HAPPEN
Kalani Kirk Hausman, Texas A&M University 38
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
11/5/2013
6) BUILD A CULTURE OF PRESERVATION
Kalani Kirk Hausman, Texas A&M University 3911/5/2013
QUESTIONS ?
Kalani Kirk Hausman, Texas A&M University 40
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
11/5/2013
THANKS
Kalani Kirk Hausman, Texas A&M University 41
Kalani Kirk HausmanAssistant CommandantTexas A&M University
CONTACT INFORMATION
11/5/2013