Well.....
There is a distinction between digitizing your non permanent records and
preserving digitally your archival records. There are a great many factors
that come into play for permanent records. The amount of metadata you will
want is much greater.

Typically the volume of records will be less than 10%. Documentation is the
key. It adds to the cost but allows for the required level of
understanding.

 "fewer people who understand how the old business process worked, and
understand BOTH well enough to create a functioning emulator."

When preserving your archival records documenting your business process is
a basic principal. If you don't use the emulator method and document it
then you will need to describe your process in the metadata well enough for
researchers to understant the relationship between the records. Either way
it wil shoot your ROI out and add to the overall impact to your costs. We
should always be critial of what records are preserved. However, cost
should be a lesser factor than the need to preserve. It is the cost of
doing business.

"Bear in mind there is a galactic difference between keeping records for 20
years, and keeping records for 200 years. In theory, the term "digital
preservation" covers both, but success in the latter endeavour is so
unlikely as to be miraculous."

I disagree. It requires knowedge, understanding and early commitment. IMO
it must, and will be done.

Chris Flynn








On Wed, Nov 16, 2011 at 6:43 PM, Frederic Grevin <[log in to unmask]> wrote:

> Lydia,
>
> I would say one of the most important issues of digital preservation is
> the careful selection of what NOT to preserve.
>
> In particular, avoiding the trap "storage is cheap, we'll keep everything".
>
> Reduce the long-term records-keeping to the barest possible minimum. And
> then cut it down more.
>
> Bear in mind there is a galactic difference between keeping records for 20
> years, and keeping records for 200 years. In theory, the term "digital
> preservation" covers both, but success in the latter endeavour is so
> unlikely as to be miraculous.
>
> Regardless of the approach you choose to digital preservation, the
> accumulation of records over the very long term ensures that the costs will
> be outrageous.
>
> Outrageous costs mean that at some point, an exasperated management will
> refuse to pay for further preservation, and you will then have to hastily
> figure out what to do, what to keep, how to keep it, etc.
>
> Better to make those choices ahead of time, with a cool head, and with
> careful consideration of your company's REAL preservation needs.
>
> One way to look at this is: if your company will die without keeping these
> records permanently, then keep them. If you are realistic, you will find
> there are very, very few such records.
>
> As to emulation, IMHO, it's a very short-term solution.
>
> This is because you will either have to periodically re-create from
> scratch an entirely new emulator (or, more likely, emulators) for your
> original application, or create an emulator for your emulator. And then
> later, an emulator for your emulator's emulator. There is no end to this
> reductio ad absurdum.
>
> Furthermore, as time goes by, you will find fewer and fewer people who
> understand how the old computer systems worked (remember--it's not just
> your old application--it's the ENTIRE PLATFORM), and even fewer people who
> understand how the old business process worked, and understand BOTH well
> enough to create a functioning emulator.
>
> This is why most organisations have decided in favour of migration as the
> preferred preservation approach, though it too, has its failings. Many
> failings.
>
> Very best of luck with your projects,
>
> Fred
>
> ---------------------------------
> Frederic J. Grevin
> [log in to unmask]
> 212-312-3903
> Vice-President, Records Management
> New York City Economic Development Corporation
>
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