1. DigitalObsolescenceAnd YouA Public ServiceAnnouncementBy
Justin Mitchell
2. Pittsburgh City Archives CommissionIn September 2012 the
Pittsburgh CityCouncil voted unanimously to setup acommission that
will: identify city records that have enduring historic and
informational value centralize and monitor procedures for
preserving city records provide adequate storage for city
records
3. Many records that date back to the earliest years
ofPittsburghs development are being stored in unprotected
andunmonitored conditions. It is our responsibility to past
andfuture generations to preserve our records. Patrick
Dowd,Pittsburgh City Council Pittsburgh Records Storage - 200 Ross
St. Basement
4. Commission on City Archives Ordinance Definition of
RecordsRecord(s)- Any City-producedbook, paper, report,
presentation, photograph, map, application or other
documentarymaterial, regardless of physicalcharacteristic, deemed
appropriate by theCommission for preservation TITLE ONE, ARTICLE
IX, CHAPTER179C: COMMISSION ON CITY ARCHIVES
5. Electronic Records in the City of PittsburghWhat kinds of
records do local governmentagencies generate electronically? o
Email o Job applications o Court records o 311 submissions o Press
releases o Tax records o Recordings of city council meetings o
Laws
6. When was the last time you Mailed your resume to a city
agency? Read a city ordinance issued in print? Watched a city
council meeting in person Corresponded with a city official via
letter? Filed your taxes on paper?
7. Cities that Archive Digital Records
8. PhiladelphiaElectronic records comprise a larger and larger
part of mostdepartments information assets and are included under
thePhiladelphia Home Rule Charters definition of public records.
Electronicrecords are also covered by the Uniform Records
Management Policy(Executive Order 6-92), signed by Mayor Edward G.
Rendell in 1992.http://www.phila.gov/records/pdfs/erm.pdf
9. New York CityAny record, regardless of physical form or
characteristic, that hasbeen made, received, filed, or recorded in
pursuance of law or inconnection with the transaction of public
business, whether or notconfidential or restricted in use; includes
electronic and
digitalrecordshttp://www.nyc.gov/html/records/pdf/records_retention_manual2007.pdf
10. Seattle[Carol Shenk] leads the Office of the City Clerk and
the Seattle MunicipalArchives in its digital preservation program,
which establishes policies andprocedures and administers the
accession, description, preservation, andlong-term access to
permanent, archival, electronic
records.http://seattlearma.blogspot.com/2011/03/upcoming-arma-program-preservation-of.html
11. BostonGoals For City-Wide Records Management And Archival
Transfers are donein concert. The emphases for records management
are confirming that allagencies have Department Records Officers,
that they are educated in theuse of the DRO Toolkit site for
developing File Plans, and that all arecooperating with DoITs
initiative to create an electronic records
repository.http://www.cityofboston.gov/Images_Documents/Draft%20Minutes_tcm3-32940.pdf
12. San AntonioThe Archives is a repository for the historical
records of the City ofSan Antonio. It contains manuscripts,
photographs, maps, film,electronic, and printed
materials.http://www.sanantonio.gov/clerk/archives/guidetouse.aspx
13. So Whats the Big Deal?
14. Heres Why You Should CareDigital municipal archives ensure
thefollowing:o Open Government in accordance with Right-to-Know
Lawso Easier access to public recordso Greater awareness of local
history
15. Why It Cant Wait: Physical ObsolescenceDo you have the
technology necessary to use anyof these?
16. Why It Cant Wait: Software ObsolescenceComputer files saved
on disks are worthlesswithout the original computer programs
17. Why It Cant Wait: Fragilitymaterial decay can easily erase
suchdisks. Scientific American
18. What Does It All Mean?Due to the relentless obsolescence of
digitalformats and platforms, along with the ten-year life spans of
digital storage media suchas magnetic tape and CD-ROMs, there
hasnever been a time of such drastic andirretrievable information
loss as right now. Ifthat claim seems extravagant, consider
thenumber of literate people in the world andhow much work is
knowledge work, whichincreasingly means computer work. The
worldeconomy itself has become digital. This is acivilizational
issue. Library Journal
19. Examples of Digital Data Loss Original Apollo 11 moon
landing tapes Digital Version of the Domesday Book Early electronic
U.S. census records The worlds first website
20. The Cost of Doing Nothingo Permanent loss of valuable
public records, including vital records and political documentso
Fines for failing to provide timely access to records in accordance
with PA Right-to- Know Lawo Less functional government
21. Next Steps: Digital PreservationThe city council should
fund efforts to:o Identify important digital city recordso Digitize
important city records in printo Develop record retention schedules
for electronic recordso Update or convert important digital files
to current softwareo Create a permanent repository for electronic
records
22. What You Can DoContact your city council
representative.Encourage him or her to create a specialprovision
for the preservation of electronicrecords in the new City
ArchivesCommission
Ordinance:http://pittsburghpa.gov/council/contacts
23. Lets Get with the TimesOur Future Depends on it