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How do you manage the risks of digital obsolescence and format migration for your records?

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Digital obsolescence and format migration are two major challenges for records management in the digital age. They refer to the risk of losing access to or functionality of digital records due to changes in technology, software, hardware, or standards. How can you manage these risks and ensure the long-term preservation and usability of your records? Here are some strategies and best practices to consider.

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Dr. Indrajeet Bhattacharya (Ph.D.)

Founder & Owner - IVY CODE Technologies and Echos of India
Cindy J.

Senior Admin Assistant | Communications & Coordinations | Writer on Life & Spirituality
Ghyslain Sabourin

Information Professional.

1 Identify and assess your records

The first step is to identify and assess your records according to their value, purpose, and lifecycle stage. You need to determine which records are essential for your business, legal, or historical purposes, and how long they need to be retained and accessible. You also need to evaluate the format, quality, and metadata of your records, and identify any potential threats or vulnerabilities that could affect their readability or functionality.

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2 Adopt standards and policies

The second step is to adopt standards and policies for your records management that address the issues of digital obsolescence and format migration. You should follow the principles and guidelines of digital preservation, such as the OAIS reference model, the ISO 14721 standard, or the DCC lifecycle model. You should also develop and document policies and procedures for selecting, storing, migrating, and accessing your digital records, and ensure compliance and accountability across your organization.

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3 Choose appropriate formats

The third step is to choose appropriate formats for your digital records that minimize the risk of obsolescence and migration. You should opt for formats that are open, widely used, well documented, and compatible with your systems and software. You should also avoid formats that are proprietary, obsolete, or complex, and that require specific hardware or software to access or interpret. You should also consider the quality, size, and functionality of your records when choosing formats.

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Dr. Indrajeet Bhattacharya (Ph.D.)

Founder & Owner - IVY CODE Technologies and Echos of India
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As per my understanding and experience textual data stored in XML format provides flexibility as per the retrieval feasibility is concerned may it in a database or a program from any vendor. However, looking at your requirements, importance of data, technologies available and the technology budget, one can make suitable decisions.

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4 Implement backup and storage solutions

The fourth step is to implement backup and storage solutions for your digital records that ensure their security, integrity, and availability. You should create multiple copies of your records and store them in different locations and media, preferably in cloud-based or off-site services. You should also monitor and maintain your storage devices and media, and check for any errors, corruption, or degradation of your records. You should also encrypt and protect your records from unauthorized access or modification.

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Dr. Indrajeet Bhattacharya (Ph.D.)

Founder & Owner - IVY CODE Technologies and Echos of India
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For Indian organizations, including companies, institutions, colleges, universities, medical labs it is a 'vital' requirement though much overlooked by the owners/heads and the managers. Along with a theoretical as well as practical training during the induction program for the newly recruited employees, the significance of creating and maintaining backups much be well explained by putting them into some dummy practical sessions.

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Ghyslain Sabourin

Information Professional.
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Whoa. Cindy? No network access? How does back up work? How much of it is there? Who does it? Very risky. And isn't this all about mitigating risk?

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Cindy J.

Senior Admin Assistant | Communications & Coordinations | Writer on Life & Spirituality
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Or better yet, let the authors of the documents save the original, depending on the security level, only share the low-risk documents on a cloud drive. One workplace should harmonize everyone's hardware and software to avoid contradicting compatibility. I find that records with data, statistics, and graphics other than text are more complicated to store because their formats easily confuse different applications and become unreadable, especially incompatible with cloud applications. My team uses Onenote, Google Drive, and ASUS Webstorage to share regular and useful files that are mostly in Word, Excel, or pdf formats but we do not share any sensitive files, those ones are stored by individual hard drives without a network connection.

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5 Monitor and review your records

The fifth step is to monitor and review your records regularly and update them as needed. You should keep track of the changes in technology, software, hardware, and standards that could affect your records, and evaluate their impact and implications. You should also test and verify the readability and functionality of your records, and identify any signs of obsolescence or incompatibility. You should also plan and execute migration strategies for your records when necessary, and document the process and outcomes.

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6 Train and educate your staff

The sixth step is to train and educate your staff on the risks of digital obsolescence and format migration, and the best practices for managing them. You should raise awareness and understanding of the importance and challenges of digital preservation, and the roles and responsibilities of your staff in ensuring it. You should also provide guidance and support for your staff in using, accessing, and migrating your records, and encourage feedback and collaboration.

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Cindy J.

Senior Admin Assistant | Communications & Coordinations | Writer on Life & Spirituality
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For this, I need to give credit to my current boss. He is computer technology savvy. My team learns so much about new techniques in this regard, though we are still trying to figure out which is the best way of record keeping. He would introduce something new for us to try and see if everyone is using it, how and what we use it for, then discuss it with us during an internal meeting, making sure everyone is comfortable with a new approach. We are blessed with leadership for such knowledge in depth but I think innovating and reinventing the wheel are two different things, for my part, there is a balance between the two.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you manage the risks of digital obsolescence and format migration for your records?

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1 Identify and assess your records

2 Adopt standards and policies

3 Choose appropriate formats

4 Implement backup and storage solutions

5 Monitor and review your records

6 Train and educate your staff

7 Here’s what else to consider

Records Management

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