Dear Albin et al.,
The InterPARES (International Research on Permanent Authentic Records in
Electronic Systems) Project (http://interpares.org) is an international
collaborative research project that aims at developing the theoretical and
methodological knowledge essential to the long-term preservation of
authentic records created and/or maintained in digital form. One of the
products of the research is a Terminology Database
(http://www.interpares.org/ip2/ip2_terminology_db.cfm). This Database
contains three terminological instruments: a Glossary, a Dictionary and
Ontologies. The Glossary is an authoritative list of terms and definitions
that are core to InterPARES' understanding of the evolving records creation,
keeping and preservation environments. The Dictionary is used to facilitate
interdisciplinary communication. It contains multiple definitions for terms
from multiple disciplines. By using this tool, users can see how Archival
Science deploys terminology compared to Computer Science, Library and
Information Science, Arts, etc. The Ontologies identify explicit
relationships between concepts of records. This is useful for communicating
the nuances of Diplomatics in interactive, experiential and dynamic digital
environments.
Following is the InterPARES definition for "electronic record" as well as
some of the key InterPARES definitions related to this term. Note that
digital records are a subset of electronic records. With respect to
long-term preservation, the most important element of a digital record is
its digital component(s), as this is the constituent element (or elements)
upon which preservation efforts must be focused.
[Please note that some of the following definitions may not correspond
exactly with the definitions listed in the online InterPARES Terminology
Database because the terms in the Database are currently undergoing final
revisions. The definitions provided below are the most current InterPARES
definitions. Updating of the online Database should be completed by the end
of September.]
Record: A document made or received in the course of a practical activity as
an instrument or a by-product of such activity, and set aside for action or
reference.
Document: An indivisible unit of information constituted by a message
affixed to a medium (recorded) in a stable syntactic manner. A document has
fixed form and stable content.
Electronic record: An analogue or digital record that is carried by an
electrical conductor and requires the use of electronic equipment to be
intelligible by a person.
Digital record: A digital document managed as a record.
Manifested digital record: A stored digital record that is visualized in a
form suitable for presentation either to a person (i.e., in human readable
form) or to a computer system (i.e., in machine language).
Stored digital record: A digital object, placed in a storage system on
digital media, that is managed as a record, and which includes information
about the properties of the object and may also include methods of
performing operations on or with the object.
Digital document: A digital object that is managed as a document and is
affixed to a digital medium.
Digital object: An aggregation of data composed of one or more digital
components, and which includes information about the properties of the
object and may also include methods of performing operations on the object.
Digital component: An aggregation of digitally encoded data composed of one
or more bitstreams, including any metadata necessary to order, structure or
manifest its content and form, requiring a given preservation action.
Bitstream: A sequence of digital binary data (binary bits) transmitted,
stored, or received as a unit without regard for internal organization or
grouping.
Digital data: Binary bits that are digitally encoded and electromagnetically
affixed to digital media.
Digital encoding: The use of discrete numeric values (such as the binary
values 0 and 1) rather than a continuous spectrum of values (such as those
generated by an analogue system).
Machine language: A set of instructions for a specific central processing
unit, designed to be usable by a computer without being translated. Also
called machine code.
Finally, for those of you attending the 2007 Society of American Archivists
(SAA) Conference in Chicago next week, I will be manning the InterPARES
booth (#51) in the Expo area on Friday where I will be distributing (for
free, of course!) some of the InterPARES 2 Project's recent digital records
preservation products (e.g., Creator
<http://www.interpares.org/ip2/display_file.cfm?doc=ip2%28pub%29creator_guid
elines_booklet.pdf> and Preserver
<http://www.interpares.org/ip2/display_file.cfm?doc=ip2%28pub%29preserver_gu
idelines_booklet.pdf> Guidelines, Policy Framework
<http://www.interpares.org/ip2/display_file.cfm?doc=ip2%28pub%29policy_frame
work_document.pdf> , and the General Study 11 report on Selecting Digital
File Formats for Long-term Preservation
<http://www.interpares.org/display_file.cfm?doc=ip2_file_formats%28complete%
29.pdf> ). Brief descriptions of each of these products can be found in our
Preservation Resources brochure
<http://www.interpares.org/public_documents/ip2%28pub%29resources_brochure.p
df> , which will also be available at the InterPARES booth. I will also be
distributing information about the third phase of the InterPARES Project
research (i.e., InterPARES 3), which is a five-year multi-national
project-involving 17 countries on 5 continents-that will begin in September
of this year and run until August 2012.
If the creation, maintenance and long-term preservation of authentic,
reliable and accurate digital records is something that you are currently
involved with, or is something you wish to learn more about, please feel
free to stop by the InterPARES Expo booth on Friday and help yourself to our
free literature. I will be available all day to answer any questions you
may have regarding your involvement with managing digital resources and the
applicability to the InterPARES research, its findings and its upcoming
third phase to your preservation activities.
Best regards,
Randy
--
Randy Preston
Project Coordinator, InterPARES Project
The University of British Columbia
Suite 301-6190 Agronomy Road
Vancouver, British Columbia V6T 1Z3 Canada
tel: +1(604) 822-2694 fax: +1(604) 822-1200
[log in to unmask]
www.interpares.org
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf
Of Albin Wagner
Sent: 24 August, 2007 8:11 AM
To: [log in to unmask]
Subject: Glossaries - definition(s) of "electronic records" and/or
"electronic documents"
Folks,
The New Jersey Division of Archives and Records Management(DARM)is in
the process of updating some of the standards incorporated in our
regulations.
Does anyone have access to the following glossaries that could provide
me with the definition(s) of "electronic records" and/or "electronic
documents" that might be in them:
1. ARMA A4759(2007), "Glossary of Records and Information Management
Terms"
2. ANSI/AIIM TR2-1998, "Glossary of Document Technologies"
We have these publications on order to replace the older versions we
have on file, but one of our state agencies is asking for the citation
for any new definition(s) of "electronic records" for their own
regulations right now.
Thank you for any assistance you can give me,
--Albin Wagner
Albin Wagner
Deputy Director for Records Management
New Jersey Division of Archives and Records Management 2300 Stuyvesant
Ave.
Trenton, NJ 08618
phone: 609-530-3204
fax: 609-530-6121
e-mail: [log in to unmask]
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