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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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Carbon Dated: The Last Carbon Paper Company in Canada

The Toronto Star recently profiled Form-Mate, the last carbon paper manufacturer in Canada. Like most people, I haven’t used carbon paper for many years.  In fact, many younger people have probably never encountered this relic from our typewriter generation at all, or experienced the original, pre-email version of  “cc:” (“carbon copy”).  Before we had the “print

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PDF/A-3 Standard published

Since the International Organization for Standardization (ISO) published the first portable document format/archive (PDF/A) standard in 2005, PDF/A has been heralded by recorded information management professionals and archivists as a mechanism for the secure, long-term preservation of electronic documents.  PDF/A, a subset of the ubiquitous PDF format, doesn’t depend on external programs or information to be displayed.  All information in

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What will they think of next? A 100 million year data storage system

Looking for a way to store data for 100 million years (yes, you heard me correctly – 100 MILLION years!), then look no further.  Developed in conjuction with a Kyoto University research lab, Hitachi recently announced a glass-based data storage system that lasts forever (or until about 100 million years have passed). How does the system

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  • 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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