RETENTION OF DOCUMENTS NIDIA JOHANNA COLMENARES RICO
INSTRUCTOR PALOMINO MARLENE GARAVITO
SENA AND SERVICES TRADE CENTER ARCHIVE
BUCARAMANGA
2008
CONSERVATION
is the management of digital documents is to preserve both the content and appearance of them. While there is no agreement on the definition of what is considered long-term preservation, the length of time it has to assumed large enough to involve changes in both technology and the user community. New versions of databases, spreadsheets and word processors can be expected at least every two or three years, with corrections and updates even more frequently. In general, preserve the appearance of a digital document is difficult when it comes to text, but it is almost impossible when it comes to multimedia environments, where there is intense interaction between hardware / software and content.
Backup
: Refers to the process of making exact duplicates of the digital object. Although it is an essential component of all strategies for preservation, the backups themselves are not a technique of long-term maintenance, as it deals exclusively with the issue of loss of data due to hardware failure, either because to normal causes, either natural disasters or to malicious destruction. Sometimes combined with remote storage so that the original and the copies are not subject to the same disastrous events. The backup strategy should be considered the minimum maintenance
even more ephemeral materials and less value we have.
Updated: Refers to the copying of digital data from storage medium to long term
same type, without any change in the documents (eg copy of an old CD-RW to a new one.) Metadata
: In the sixth chapter of this guide and have spoken extensively on the typology and the need for metadata. Also at the time of conservation there is a consensus among expertos6 to say that it is good practice to create metadata at the time of production of documents or at least create some basic metadata will then be increased at the stage cataloging and identification. Metadata
also aimed to describe the digital object and to allow recovery, there are metadata for the conservation of material. The preservation metadata describes the means to provide access to data, along with those elements of metadata required to manage the processes of conservation.
information content, consisting of technical details about the nature of the object that tells the system how to represent data with a specific type and format. As access technologies change, this metadata representation also change and need updating.
is the part of management of digital documents is to preserve both the content and appearance of them. While there is no agreement on the definition of what is considered long-term preservation, the length of time it has to assumed large enough to involve changes in both technology and the user community. New versions of databases, spreadsheets and word processors can be expected at least every two or three years, with corrections and updates even more frequently. In general, preserve the appearance of a digital document is difficult when it comes to text, but it is almost impossible when it comes to multimedia environments, where there is intense interaction between hardware / software
Preservation Technology: It is based on preserving the technical environment that makes the system work, including operating systems, original application software, drivers, media, etc. In some ways it is more than one type of strategy for disaster recovery of digital objects that have not been subject to adequate conservation. Offers the potential to deal with the obsolescence of the media, assuming that these supports have not deteriorated beyond legibility. Can increase access to media and file formats obsolete, but is ultimately a dead end, because no technology can remain functional form indefinitely. This strategy can be carried out by an individual institution due to high costs that can be both in equipment and personnel.
Migration: Used to copy or convert data from one technology to another, whether it is hardware and software, while retaining the essential features of the data. This definition captures the essence and the ambiguity of migration. Sometimes used as synonym for update, but migration is a concept
much richer and comprehensive update. This is a set of organized tasks designed to achieve the periodic transfer
of digital materials from one technology generation to the next. The purpose of migration is to preserve the integrity of digital objects and maintaining the possibility for users to retrieve, display and use in a context of constant technological change. The migration includes the update as a means of digital preservation but differs from it in the sense that it is not always possible to make an exact digital copy of a digital object when the hardware and software change and must also maintain compatibility with the object new generation of technology. While software development companies provide migration strategies or backwards compatibility for some generations of their products, this may not be true.
facilities for the FILE
1. The dump should be no risk of ground moisture
2. have sufficient space to house the documentation.
3. Establish processes withholding tables and scorecards.
WITHHOLDING TABLES
is a format which lists the documents produced and determines the life cycle of the document ie if it is deleted or retained, allowing for better organization and each unit should have it for documentation produced.
COD
TYPES SERIES
DICUMENTALES
FILE RETENTION FILE MANAGEMENT CENTRAL
DISPOSAL
CT ESD
PROCEDURES FOR DISPOSAL
total
conservation CT E
Elimination
S
Selection
D Scanning
ASSESSMENT TABLES
accumulated funds are used for words that do not have archival criteria and allows the following.
1. identify the source of the fund company, organization, functions and procedures manuals
2. know the accumulated fund
3. Analysis of information
4. identify the issues contained in each document
5. Classification of documents addressing the organizational structure or producing organisms.
6. Management of previously classified documents will be made taking into account documents documentary units.
7. Processing and preservation of the TVD.
8. File chief TVD prepare the proposal in the documentary series and subseries.
9. TVD approved, the attorney prepare an administrative act. ARCHIVES
NATION VALUATION TABLE FORMAT DOCUMENTARY PRODUCER ENTITY
:
______ _____________________________________________ OF COD.
O MATTER RETENTION
DISPOSAL PROCEDURES
SERIES No.
CT EMS
ADMINISTRATIVE UNIT:
4. For consultation and provision of documents must be out of storage both for security reasons as regulation and maintenance of environmental conditions in the storage area.
5. Areas deposit must have the following aspects. Shelving
Have a design in keeping with the size of the units contain edges or edges to avoid damage to the documents.
should have a height of 2.20 meters and each tray support a weight of 100 kg / mtlineal
total shelving should not exceed 100 mt.
length should have shelves are floor cleats
The top shelf shall be a maximum of 180 cm. To facilitate access to documentation.
The bottom shelf should be at least 10 cm. floor.
DISTRIBUTION OF SHELVES
should not be leaning on the walls and a specialist should be left between 20cm. Between them and the shelf.
should not go lying to microorganisms such as bacteria, fungi do not affect them.
for conservation units as bundles folders books recommended the use of metal separators to prevent slipping and deformation of the documentation stored. Vertical Filing
stable materials should be developed for conservation and designed in accordance with document production.
documents from other formats
For analogous image documentation microfilm, tape recordings, videotapes, film rolls or digital photography among others or as floppy disks, CD mainly, it must consider special storage systems and cabinets, cupboards or shelves with designs developed in line with the size and type of media to store and antioxidants and antistatic coatings that may be required.
MEDIA STORE
The nature of the physical environment in which digital data are stored has one of the greatest challenges to the preservation of digital content. This is facilitated by the wide variety of media types, its often rapid obsolescence and vulnerability physical degradation. Improper storage is usually the most common reason causing premature failure in the media. Moderation
temperature and humidity are two things we know will extend the life of many storage media but the media storage system must have the appropriate skills including:
enough storage capacity. While this capability can be added at any time is important to note that the system must have enough space to store the information required throughout the life cycle of the same.
The system must be able to duplicate the data as required without loss of information and maintaining consistency and integrity of documents and transfer the data to a new carrier under the same conditions.
Error Control: some level of error handling is normal in all storage systems. Because the documents should be stored for long periods and often with very little use by individuals, the system must be able to detect changes or loss of data and take appropriate action.
options currently available long-term media include magnetic disk
: allows random access to data, with the possibility to modify and a storage capacity exceeding 200 GB in constant increase. Their estimated useful life is around five years. Magnetic tape: access to data is linear which is slower
search and locate them. In general does not allow modification of data, but rewriting them. The life and storage capacity is similar to magnetic disks.
Optical Drives (CD and DVD): allow random access and in some cases the modification of data. Their life expectancy is higher than in the previous cases ranging from five to ten years of quality products with less than several decades for higher quality. Maintenance, support and treatment programs replaced. The system components must be replaced every few years. The hardware typically have a lifespan of around five years before the technical support can be difficult to obtain. Storage media also need a regular update (rewrite data) and periodic replacement by new media.
The need to replace storage systems involves recurrent costs, covering the equipment itself and the process of transferring the data preceding and following the installation of equipment. Such costs must be taken into account in long-term budgets.
Transfer data to new media on a regular basis. Storage systems rely on a safe and complete replica of the data rather than prolong the life of the media. Data should be copied from support bracket to prevent the impact of the deterioration of materials. As new types of media to prove its utility storage, data must be transferred from older media. This must be done before any hardware or software components necessary to access the data is removed. Planning for the transfer of data is a challenge for conservation management whatever the system used. For example, a small file containing a limited use of data stored on CD, you must keep track of the age and the situation in which are the same, and bear in mind that at some point the CD technology will be replaced, say, for example, by DVD. Set
storage conditions and appropriate management. Digital storage media should be stored in conditions that accelerate the pace of natural decay. The main risk to the media is too much moisture and temperature, dirt or other features that may hinder access to data, and in the case of optical media, the light that can damage the data recorded. Magnetic tapes are now protected so that accidental erasure due to exposure to a magnetic field is usually not a serious problem. Such tapes can be used as digital storage system. Usually they are available in a conditioned room with controlled temperature and relative humidity set around 18 degrees Celsius and 40% respectively, a continuous flow of clean air with daily cleaning to prevent accumulation of dust and debris. These conditions should not fluctuate more than two degrees and 10% relative humidity over a period of 24 hours. Optical media such as CDs must be stored in similar conditions, also including a semi-dark room to limit its sensitivity to light. Although it has been argued that the extremely low temperatures around zero degrees, can be harmful for the media, this has not been demonstrated.
On the other hand, can also help control other factors relating to the environment in which objects are stored. How could basic point:
Maintain temperature around 20 º C.
Keep the relative humidity around 40%.
Avoid prolonged or rapid oscillations of temperature and humidity.
Avoid exposure to magnetic fields and sources of smoke.
prohibit food and / or drink in storage sites, as well as smoking.
Store media vertically.
Always use original boxes.
not open the boxes that protect the tapes. Avoid
dirt. Keep
media in their cases except when in use.
not touch the surface of the media, for example recordable face of the CD.
The CD should be marked only on the top and using appropriate markers.
not let the media on display devices when not in use. Policies
redundancy and backup: the importance of duplication and backups can not be neglected, are fundamental to all conservation programs as a basic insurance against deterioro o pérdida si sólo existiera una única copia. Si bien almacenar múltiples copias de los mismos datos ofrece alguna protección contra los fallos, los programas de conservación deben también considerar el riesgo de una situación catastrófica tal como incendios, inundaciones, etc., que pueda dañar todas las copias existentes en un mismo lugar.
Almacenar copias en diferentes lugares es un requisito básico.
Planificación contra los posibles desastres: deben diseñarse planes de recuperación de datos tras una situación de fallo que son estándares en las tecnologías de la información.
CONTENEDORES
All documents, whether loose or bound, require different and more efficient systems of protection, commensurate with the size and functional characteristics.
- As storage systems are recommended to use containers and packaging systems to hold loose pages, files, books or bound volumes for the purpose of extending a considerable way to conserve them.
- Containers should be made of cardboard neutral if they are not available, the board shall apply a coating to prevent contact acidification.
- The material and design development of the storage units should be sized according to weight and size of documents to be preserved. For the assembly will not be used adhesive or metallic materials.
- The clear distance between the conservation area and the top tray must be at least 4 cm.
- analog formats for documents and microfilm, tape recordings, videotapes, film rolls or digital photography among others, such as diskettes and CD, are taken into account:
- The photographs and negatives should be stored on individual in cases of neutral pH (7) and never use plastic.
- The rolls of microfilm should be kept in your reel and container produced in stable material chemically inert, each roll will be on a separate drive properly identified and disposed on the respective racks designed in accordance with the format and specifications required to ensure their preservation.
- The floppy and CD. may have a storage unit in polypropylene plastic or other polymer chemically stable and that does not produce fumes containing molecules fatty acids or retained in its structure. Each storage unit will contain only a diskette or CD. ENVIRONMENTAL CONDITIONS
Documentary Material: Support role.
- Temperature 15 to 20 ° C with a daily fluctuation of 4 oC.
- relative humidity between 45% and 60% to 5% daily fluctuation. Material
documentary photography.
- Black and White: Temperature 15 to 20 oC.
relative humidity of 40% to 50%
- Color: Temperature below 10 oC.
relative humidity of 25% to 35%
- Recordings: Temperature 10 to 18 oC
Relative Humidity 40% to 50%
- Magnetic media: Temperature 14 to 10 oC.
relative humidity of 40% to 50%
- Optical Drives: Temperature 16 to 20 oC.
relative humidity of 35% to 45%
- Microfilm: Temperature 17 to 20 oC.
relative humidity of 30% to 40%
ventilation.
The flow must ensure the continuous and permanent renewal of the air of one to two times per hour. This must be set according to the internal environmental conditions are to be maintained and space.
- The provision of storage units on the shelves should allow adequate ventilation through them.
filtering air.
Must have air filtration means of income both solid particles and air pollutants. The levels of these relate to the proposed site of the building. Lighting
deposits.
- For radiation visible light, less than or equal to 100 lux.
- For ultraviolet radiation, less than or equal to 70 uw / lumen.
- Avoid direct light incidence on documentation and containers.
- As artificial lighting may be employed but low fluorescent light intensity and using UV filters.
- For the ceiling fluorescent light should be used with UV filters.
- ballasts should not be inside the tanks.
- Provide disaster relief equipment and CO2 extinguishers, Solfaclan or Multipurpose and exhaust water according to the material to be preserved. Avoid using chemical powder and water.
- The technical specifications extinguishers and the number of units should be commensurate with the size of the deposit and storage capacity.
- Implement fire alarm systems and theft.
- Provide signage that is necessary to quickly locate different equipment for disaster response and evacuation routes and rescue of documentary units.
Maintenance.
Finally, cleaning and shelving facilities must be made with products that do not increase the humidity. For conservation units requires a dry-cleaning program.
- Ensure the cleanliness of facilities and shelves with a product that does not increase humidity.
- conservation units require dry cleaning program and the effect should be used vacuums.
For better organization must have a systematic software to bring all the information and thus avoid receiving both paper and produces the company.
FILE MANAGEMENT, CENTRAL AND HISTORICAL
is very important to the care and maintenance that will give a central file documents.
The tank must have adequate facilities for both the central file to file management, history, for that we rely on the agreement 49, 2000.
shelves, file cabinets must be metal.
In the management file are used vertical filing cabinets, files, directories and folders.
In the central file using open metal shelving (could be rolling), the documents are kept in bundles no hooks into boxes with labels arranged for either series, name, geographic, numeric. The archive
and documents are retained by a magnetic medium such as microfilm process which is performed in historical documents.
RESTORATION OF DOCUMENTS
For the implementation of intervention procedures documentary on the levels of preventive conservation, preservation and restoration, where the physical and functional conservation is established as an archival function more in any of the stages through which through the document life cycle, regardless of media type should be taken into account the following criteria:
Support Unit and the graphic image: From the technological point of view, the document consists of a medium, either regardless of its material development, and a number of graphic elements transmitting the information provided. In the papers and few materials these two elements are intimately linked, the support structure integrated into the materials that form the image, graphic, one can not exist without the other, thus creating a symbiosis where the two elements interact and become . Therefore it is very difficult to separate the support of the elements supported. So that you can not try to pretend none of them without affecting albeit meager another. Therefore all interventions must preserve both the holder and the information it contains.
MICROFILMING
RESOLUTION 613 OF 1995
Article 1 .- The Committee for Archives and Microfilm of documents in the Administrative Department of Social Welfare of the Capital District, which will comprise the following members:
RESTORATION OF DOCUMENTS
For the implementation of intervention procedures documentary on the levels of preventive conservation, preservation and restoration, where the physical and functional conservation is established as an archival function more in any of the stages through which passes through the document life cycle, regardless of media type, should take into account the following criteria:
Support Unit and the graphic image: From the technological point of view, the document consists of a stand, whatever their material processing, and a number of graphic elements transmit the information provided. In the papers and few materials these two elements are intimately linked, the support structure integrated into the materials that form the image, graphic, one can not exist without the other, thus creating a symbiosis where the two elements interact and become . Therefore it is very difficult to separate the support of the elements supported. So that you can not try to pretend none of them without affecting albeit meager another. Therefore all interventions must preserve both the holder and the information it contains. INVENTORY
DOCUMENTARY IS ESSENTIAL AND MUST FILE MANAGEMENT IN CENTRAL AND STOCK iStore REALLIZAR THE DOCUMENTARY, 038, 2000
AGREEMENT.
INSTRUCTIONS FOR COMPLETION OF FORM SINGLE
document inventory.
· Sender party: You must register the name of the entity responsible for the documentation to be transferred.
· Entity Producer: Place your name or name of the entity that produces or produced the documents.
· Administrative unit: should indicate the name of the agency or senior administrative unit to which the office
producer.
· Office Production: You must register the name of the administrative unit that produces and maintains the documentation
processed in the exercise of their functions.
· Objective: It should state the purpose of inventory, which can be: Transfers primary secondary transfer, accumulated funds
valuation, merger and abolition of entities and / or agencies, individual inventories.
· leaf ___ of ___: each page is numbered consecutively inventory. Than___: Record the total inventory
leaves.
· Registry entry: We care only for primary and secondary transfer transfers.
be entered in the first three digits boxes corresponding to the date of entry of the transfer (year, month, day). In
NT indicates the number of transfer.
• Number of order: You must be logged in a row the number corresponding to each of the entries described
usually corresponds to a documentation unit.
· Code: Conventional system established by the entity that identifies the production offices and each of the Series, Subseries
or issues.
• Name of the Series, and Subseries Issues: It should be noted the name assigned to all units
documentary homogeneous structure and content arising from the same organ or creative subjects following the exercise of specific functions
.
For secondary and primary transfers caused by melting and / or deletion of entities or units, the seat
correspond to each of the units of conservation. In individual stocks, the seat shall
handled matters in exercise of the functions. When
series can not be identified should be combined under a single topic documents that relate to the same function
office producer.
· Dates extreme: They entered the start and end of each unit described. (Seat).
should be placed four digits for the year. Example: 1950-1960. In the case of a single date it was recorded. When the documentation does not have
record date sf conservation
· Unit: Indicate the number assigned to each storage unit. In another column recorded
different storage units by typing the name at the top and below
quantity or number.
· No. of pages: We recorded the total number of pages contained in each storage unit described.
* Support: We will use this column to list the media other than paper, attached to the documentation: microfilm (M),
videos (V), cassettes (C), electronic media, electronic media (CD, DK, DVD) etc.
· Frequency of query: should be cited if the documentation shows a high, medium, low or no rate of consultation, for such
effect will be taken into account controls and loan records and consulting the office responsible for such documentation
. This column shall be served especially for the inventory of accumulated funds.
· Notes: Data is collected that are relevant and are not recorded in the previous columns. For
documents arranged numerically and minutes, resolutions, memoranda, circulars, among others, recorded the following data
: missing error jumps in the numbering and / or recurrence of consecutive numbers in different documents.
For records should record the existence of attachments: circulars, reports, memoranda, resolutions, reports, printed
, plans, invoices, diskettes, photographs or any object which is spoken in the main document. Of these
should be noted, first, the number of units attached to each type, eg a sheet with 5 loose photographs:
then the sequential number (if any), city, date, subject or theme of each annex.
For machine-readable attachments must register the physical and technical requirements for the
viewing and retrieval of information. Specify programs to systematize the information. A printed
assigned a folio number and recorded the number of pages that comprise it.
Likewise, record information on the conservation status of documentation specifying the type of damage: physical
(tears, mutilation, piercing, bending, missing), chemical (oxidation Ink, weak support) and / or biological
(attack by fungi, insects, rodents).
· Made by: will write the full name, title, signature of the person responsible for preparing the inventory and
the place and date of making the preparation.
· Delivered by: We note the name, title, signature of the person responsible for delivering the transfer and
the venue and the date on which such delivery is made.
• Receiving by: Record the name, title, signature of the person responsible for receiving the inventory and the
place and date of receipt.
It's that feeling of beginning, of which, after a summer of recovery, are presented to new pages where you start writing from scratch ... 
