Critically Endangered small

Records of independent agencies and contractors that act on behalf of the state in the delivery of public services, and which may be present in many diverse forms, but for which the NGO or contractors may lack the capacity to meet the complex digital preservation requirements that arise, or may have a business motive to minimize or ignore requirements for the maintenance of the record

Group: Public Records

Trend: New Entry

Consensus Decision

Added to List: 2019

Last update: 2019

Previously: New Entry

Imminence of Action

Action is recommended within three years, with detailed assessment in twelve months.

Significance of Loss

The loss of tools, data or services within this group would impact on many people and sectors.

Effort to Preserve

It would require a major effort to prevent losses in this group, such as the development of new preservation tools or techniques.

Examples

Born digital records of small and medium-sized agencies; fasting-changing internal manuals, advice or policies shared on intranets or EDRMS; records of care services; historic guidelines and manuals which evidence 'best practice at the time'; Documentation supporting long-lived contractual relations like Public Finance Initiatives; Organizational Slack channels; network drives;

EDRMS; Email

‘Critically Endangered’ in the Presence of Aggravating Conditions

Lack of preservation infrastructure; conflation of backup with preservation; loss of authenticity or integrity; Long-lived business processes; poor storage; churn of staff; significant volumes or diversity of data; poorly developed digitization specifications; ill-informed records management; poorly developed migration or normalizations specifications; longstanding protocols or procedures that apply unsuitable paper processes to digital materials; encryption; political instability; lack of sustained funding; denial of responsibility; failure to include archives within contract from commissioning agency.

Vulnerable in the Presence of Good Practice

Well managed data infrastructure; preservation enabled at the point of creation; carefully managed authenticity; use of persistent identifiers; finding aids; well managed records management processes; application of records management standards; recognition of preservation requirements at highest levels; strategic investment in digital preservation; transfer protocols to public archive; participation in digital preservation community.

2019 Review

This is a new entry which the Jury introduced in 2019 based on an earlier larger entry for ‘Records of long duration from Local Government or Other Government Agencies’.  The split is intended to allow greater concentration on the challenges that these different types of agency face. Non-governmental organizations typically operates across a broad range of digital formats and services acting on behalf of public sector.

Additional Jury Comments

There may be a benefit from splitting this into legally required public record and additional information that may enrich our digital preservation of society. This assumes that the roles and requirement for records management is clearly defined, but if this is not the case and there is inadequate resource to match the requirement then the risk goes up.


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