Maintaining records systems is a difficult but necessary task. Ironically, electronic records are in some ways less durable than paper records. Rapid and ongoing changes in the technology of storage media, data formats, and IT systems have presented substantial problems for governments. As database technology continues to improve, governments (like other enterprises) will soon have multiple versions of software and storage media and may find it difficult or impossible to read older electronic records that are stored in formats incompatible with the newer technologies.
In addition to technological obsolescence, large organizations like government agencies tend to misplace electronic files if they are not used frequently. To avoid these problems, agencies must map their data systems clearly and plan upgrades and adoption of new technologies with care.
While there are many advantages in the shift to electronic data, in intermediary stages the maintenance of both paper and electronic records can lead to duplication. Transferring paper records to electronic databases efficiently is time consuming and can be complicated, particularly if there are many data fields and a lack of consensus on what the fields should be. Creating consistent data entry rules and automated checks for duplicates can help limit these risks, but it requires effort and knowledge in the area of records management. It is also debatable whether paper records should be destroyed or stored, as electronic data storage formats may actually be less durable than paper. e-Records should be backed up regularly, as those that are stored on fragile tapes and discs may become unusable if damaged or lost.
On the political front, changes in leadership may result in loss of data. In particular, government upheavals often lead to destruction of important documents, but even peaceful transitions can result in the loss of the institutional knowledge necessary to find data on government systems. When new governments come into power, they have an obligation to work closely with technical employees to preserve the records of the past properly.
Records Preservation Resource:
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