IMpress

March 2014

archives

Digital Preservation — Benefits and Risks of PDF/A-3

The PDF/A-3 standard (ISO 19005-3:2012)  defines a file format based on the portable document format (PDF) to provide a mechanism for representing electronic documents in a manner that preserves their static visual appearance over time, independent of the tools and systems used for creating, storing, or rendering the files. However, preservation of the files’ static

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IM Trends

The 2013/2014 Information Governance Benchmarking Survey

Cohasset Associates , ARMA International , and AIIM recently published the results of the 2013/2014 Information Governance Benchmarking Survey (download a copy here). The survey was underwritten in part by Iron Mountain . Participants The findings are based on responses from 1,300+ invitees including ARMA International members, AIIM members, recent attendees of Cohasset’s Managing Electronic

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cloud

Government of Canada prohibits e-mail storage outside Canada

Due to the broad data/information collection, review, and retention provisions of the USA Patriot Act, RIM professionals have expressed concern about the risks to privacy rights and confidentiality when Canadian organizations store e-mails (and other cloud-based data) on servers in the United States. Recent developments suggest the Government of Canada (GoC) shares their concern when

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  • About the Author

  • Sheila Portrait
    Sheila Taylor
  • Sheila Taylor is a well known consultant, educator, speaker and writer with more than 25 years of experience in the information management (IM) field.

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    Case in Point

    That's A Lot of Records!
    Often the requirement for a needs assessment is driven by a specific initiative being considered or an immediate problem to be solved, rather than a general desire to establish a corporate (or organization-wide) IM program. We had a client wanting to improve its management of a specific group of critical records – thousands of member files in paper, microform and digital formats containing hundreds of unique document types.
    Assess, Plan and Schedule
    Ergo reviewed the organization’s current practices for managing those records, compared those practices to best practices, and identified risks and areas for improvement. From there we developed a strategic plan with a focus on records storage and retention. The plan identified the operational, financial and technological requirements for implementing the recommended changes, improvements and enhancements in the lifecycle management of the member records. Activities in the plan were classified as short term (next 6-12 months), medium term (next 12-24 months) and longer term (next 25+ months).
    Step by Step Success
    Implementation of the strategic plan enabled this organization to ensure its member records are properly identified, organized, accessible, protected and retained as long as necessary to meet operational and other requirements.
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