Endangered large

Records on internal corporate network drives, intranets or document management services where access is limited to a distinct group of users, and in which the lifecycle of the record or the business processes they support is greater than the technology on which they are created or retained.

Group: Sensitive Data

Trend: No Change

Consensus Decision

Added to List: 2017

Last update: 2018

Previous category: Endangered

Imminence of Action

Action is recommended within three years, detailed assessment within 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 preserve materials in this group, with the development of new preservation tools or techniques.

Examples

Born digital records of small and medium sized enterprises; fasting-changing internal manuals, advice or policies shared on intranets or EDRMS; records of long-lived products and services; Historic guidelines and manuals which evidence 'best practice'; Documentation supporting long-lived contractual relations; Online terms and conditions; Corporate Slack channels; Google Drives; EDRMS; Email.

‘Critically Endangered’ in the Presence of Aggravating Conditions

Lack of systematic preservation function; lack of preservation path or plan for data; dependence on proprietary products or formats; poor management of data protection; political or commercial interference; lack of offline equivalent; over-abundance through poor disposal or version control; lack of capacity; lack of commitment; loss or lack of documentation; sector specific software or data types; encryption

‘Vulnerable’ in the Presence of Good Practice

Preservation infrastructure and pathways; replication; appraisal and selection including de-duplication;

2019 Review

This entry draws attention to the pressing need for digital preservation in business, especially in small to medium enterprises.

Additional Jury Comments

Corporate records should form part of organisational records management schemes and so responsibilities should be clear, however this may be much more challenging for smaller organisations without dedicated roles, or with complex data types.


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