Karen Estlund, from the University of Oregon, on preserving electronic records.
- UO president retired last year, so the archivist’s office got a huge number of electronic (and physical) records that are key to retain.
- Initially, concern was only preservation, not access. Incoming president has made records management and access a higher priority, so need to respond to that.
- Email archives: how to show the chain of communication, who responded to what, etc. Considering watermark or something similar to make this apparent.
- Want to make it possible to find records independent of format: paper/electronic.
- Versioning is a huge issue for electronic records.
- Trend: more product, less processing. Not describing things on the item level b/c of sheer number of records.
- No clear turnkey solution for these problems.
- Staffing shortage = not enough support/resources for enterprise solution
- Have a ContentDM instance for e-record data stores. But highly labor-intensive to get records up and numbers are too high to use student labor as in the past.
- Needed new process for handling the data. Office of President, President’s personal files, and 2 executive assistants to President. First vetted by executive assistant. She tagged sensitive files, organized files in structure according to hot topics.
- Used Excel, Droid, renaming utility (Renamer), Adobe to batch-convert files.
- Email handling: looked for extraction tools but didn’t find much that was useful. Kept files in .pst (open standard) and used Outlook rather than changing files to read-only. Will use Outlook for viewers to see President’s email.
- Using Archivists’ Toolkit for versioning, provenance, etc.