What are some of the challenges and best practices of managing records in multiple formats and media?

Key challenge IMHO is consistent and comprehensive management of records in multiple formats, media and across multiple information systems and platforms (both in-house and outsourced, including cloud, web and social networks). This includes identification of the assets, capture and storage issues, metadata capture and management, managing of hybrid files, appraisal and disposition issues (incl. disposal of physical media), Long-term preservation and accessibility is another challenge. This includes ensuring proper storage conditions for different physical formats and media, and overcoming obsolescence. There are problems related to preserving legal and evidential value of records over time, and with discovery and e-discovery processes.

I agree, but having paper documents should follow up with maintaining digital copies/ records of those documents as well to make sure that there is good maintenance of all records all across the board.

I agree with standardization and integration by ensuring Policies are in place with appropriate monitoring and evaluation mechanism to ensure the required standard is being fully implemented.

It is next to impossible to standardize data without moving it. Take Microsoft teams for example. It has 3 seperate databases. One for messages, one for files and another one just in case. You can text, send files, send emojis, react to messages, have a video call. As if all of that is not enough, it doesn't have any proper retention control. If you want to standardize teams, you need a management layer. You can't just do it with company policies. Each data source is like this, with its unique kinks and challenges.

Implementing common policies, procedures, and tools across various formats and media ensures consistency and compliance, which are crucial for efficient records management. Integrating records management systems with other business systems, such as email, document management, and enterprise resource planning, is particularly valuable. This integration facilitates the seamless capture, classification, indexing, storage, retrieval, and disposal of records, regardless of their format. By doing so, organizations can maintain a more organized, efficient, and compliant records management process.

Effective records management relies on centralization, standardization, version control, access management, reliable backups, and adaptability to tech advancements. These practices streamline document handling. New team members need thorough in-house training on SOPs. A common challenge is entering long-standing projects with disorganized records, causing disorientation and frustration. To prevent this, proactive measures like best practices and rigorous training are essential. Administrators must be accountable and committed to uphold document control policies and best practices. Having robust policies is futile without consistent adherence and enforcement.

Um dos principais desafios e obstáculos para preserva??o de documentos digitais é prover ambientes de preserva??o digital a longo prazo, utilizando de normas internacionais para o gerenciamento da autenticidade, identidade, integridade e acessibilidade aos documentos ao longo do tempo. Esses sistemas precisam estar em conformidade com as melhores práticas internacionais e tendências da preserva??o digital. De conter funcionalidade técnicas funcionais e n?o funcionais para o gerenciamento dos formatos, metadados (contexto da informa??o), apresenta??o e estrutura do documento, proveniência, etc.

Most quality and reliability challenges are solved for electronic records. Complete metadata capture and proper audit logs will keep track of authenticity, accuracy, completeness and integrity of your data. Electronic records shouldn't ever be corrupted if you are working with a reputable vendor. Deletions are impossible with WORM storage or software-hardware locks. No one is hacking your records repository, unless you are the government. And even when they do, most archives keep data encrypted, so it's a non-issue.