Selecting and managing storage media for digital public records

Transcription

1 Selecting and managing storage media for digital public records Guideline March 2013 Queensland State Archives Department of Science, Information Technology, Innovation and the Arts

2 Queensland State Archives Document details Security Classification PUBLIC Date of review of security classification March 2014 Authority Queensland State Archives Author Queensland State Archives Document Status Final version Version Version 1.0 Contact for enquiries All enquiries regarding this document should be directed in the first instance to: Queensland State Archives Copyright Selecting and managing storage media for digital public records Copyright The State of Queensland (Department of Science, Information Technology, Innovation and the Arts) 2013 Licence Selecting and managing storage media for digital public records by Queensland State Archives is licensed under a Creative Commons Attribution 3.0 Australia Licence. To view a copy of this licence, please visit Information security This document has been security classified using the Queensland Government Information Security Classification Framework (QGISCF) as PUBLIC and will be managed according to the requirements of the QGISCF. Page 2 of 19

3 Selecting and managing storage media for digital public records Table of contents 1 Introduction Purpose Audience Definitions Authority Legislative and Regulatory Requirements Scope Acknowledgements Related Resources 5 2 Retention of digital records Characteristics of full and accurate public records 6 3 Storage media for digital public records Types of media Modes of storage Storage media selection issues Storage media care and handling issues Refreshing media 14 Appendix A: Glossary of terminology Appendix B: Legislative and Regulatory Requirements Public Records Act Right to Information Act Information Standard 31: Retention and Disposal of Public Records 17 Information Standard 40: Recordkeeping 17 Principle 7: Full and Accurate Records 18 Appendix C: Checklist of recordkeeping considerations Page 3 of 19

4 Queensland State Archives 1 Introduction 1.1 Purpose This document provides guidance to public authorities about the recordkeeping implications of choosing particular technologies and media for storing digital public records. The Guideline has been developed to ensure that access to public records over time is not compromised by the use of any particular technology. This Guideline outlines the recordkeeping challenges of medium and long-term storage of digital public records and recommends a range of issues that public authorities should consider to help ensure recordkeeping obligations are met. This guideline does not constitute a direction to use any particular storage method, but simply provides recordkeeping advice for those public authorities that are considering different options for storage media. 1.2 Audience The primary audience for this document is Chief Information Officers, Records Managers and other Senior Information Management and IT Managers implementing or considering the storage of digital public records within Queensland public authorities, as defined in the Public Records Act Definitions Where not already defined in the Queensland State Archives Glossary of Archival and Recordkeeping Terms 1, terms are listed in the glossary in Appendix A. Industry conventions have been followed regarding technology names (i.e.. hard disk and optical disc). 1.4 Authority Queensland State Archives is responsible for the provision of advisory and support services relating to a wide range of strategic information management and recordkeeping issues for Queensland public authorities. This Guideline forms one part of a wider framework that aims to promote best-practice recordkeeping and information management in Queensland public authorities. The State Archivist has issued this Guideline in accordance with s.25(1)(f) of the Public Records Act Legislative and Regulatory Requirements These requirements are described in Appendix B. 1 Available on the Queensland State Archives website: Page 4 of 19

5 Selecting and managing storage media for digital public records 1.6 Scope This Guideline focuses on issues associated with the use of a range of storage media which may store existing digital public records, or may be selected for future storage of digital public records, for long-term preservation. This Guideline does not address the ICT issues or business requirements associated with selecting a particular storage method or technology. 1.7 Acknowledgements This Guideline draws on advice issued by the National Archives of Australia and US National Archives and Records Administration. 1.8 Related Resources Queensland State Archives has released a range of related advice, including: Keeping digital public records useable - Ten steps for ensuring the continued accessibility of digital records 2 Advice on choosing file formats for digital records 3 Moving data offline Implications for public records 4 2 Available on the Queensland State Archives website: 3 Available on the Queensland State Archives website: file_formats_for_digital_records_%20june_2012.pdf 4 Available on the Queensland State Archives website: Page 5 of 19

6 Queensland State Archives 2 Retention of digital records 2.1 Characteristics of full and accurate public records Full and accurate records are a combination of processes (such as the creation and capture of records) and essential attributes of records (such as being meaningful, inviolate and complete) which combine to provide necessary accountability. Public records must be made and kept for as long as they are required for business, legislative, accountability and cultural purposes. Table 1: Characteristics of Full and Accurate Digital Public Records Attribute Adequate: Complete: Meaningful: Accurate: Authentic: Inviolate: Accessible: Useable: Requirement Records must be fit for the purposes for which they are created and kept. They should provide adequate evidence of the conduct of business activity to be able to account for that conduct. Records that document more important or higher risk transactions or processes need to be more detailed than records which document low risk activities. To be complete, records should contain not only content, but also the structural and contextual information necessary to document and make sense of the business transaction. It is therefore necessary to maintain adequate recordkeeping metadata relating to the record, to demonstrate that it is a true and accurate representation of the transaction, activity, or facts. Records must be able to be understood within the context of the processes and business for which they are created and in which they are used. Records must correctly reflect what was communicated, decided, or done (or not done). That is, the record s contents, context and structure can be trusted as true and accurate representation of the transactions, activities, or facts to which it attests and can be relied upon in the course of subsequent transactions or activities. An authentic record is a record that can be proven and trusted to be what it purports to be. It must have been created, used, transmitted or retained by the person who claims to have done these actions. To be regarded as inviolate, a record must be securely maintained to prevent unauthorised access, alteration, removal or destruction. The internal and external processes to which a record has been subject should be traceable. Records must remain accessible and available to people both inside and outside the public authority, in accordance with security, privacy and legislative requirements, for the designated period for which they must be retained. To be accessible, records must be maintained so that they can be quickly and easily identified, viewed, and retrieved when required. Useable records are those that can be viewed and remain fully functional. Records must be kept in a format that allows their continued use. Page 6 of 19

7 Selecting and managing storage media for digital public records 3 Storage media for digital public records 3.1 Types of media There are several types of media which can be used to store digital public records Magnetic media The term 'magnetic media' is used to describe any storage media where information is recorded and retrieved in the form of a magnetic signal. The common types of magnetic media are: magnetic hard disks; magnetic flexible ( floppy ) disks; and magnetic tape, including reels, cassettes and cartridges Optical media Optical media describes a range of storage where the stored information is read optically (by a laser). There are three main types of optical disc: ROM discs contain information that cannot be changed or added to by the user. CD-ROM and DVD-ROM are the most common types of ROM disk. WORM ( write once, read many ) disc are also known as read-write optical discs. The most common form of WORM disc is CD-R and DVD-R (recordable). CD-Rs are blank when sold. Users can record information on them, but it cannot be deleted or changed. Rewritable optical discs also known as EO (erasable optical) disks allow the user to record information on a disc, erase it, and replace it with new data. The most common forms of rewritable discs are CD-RW and DVD-RW Solid state media Solid state storage refers to devices that store data in flash memory rather than rotating disks or optical media. There are two main categories of solid state storage solid state drives (SSD) and solid state cards (SSC). SSDs refer to devices that behave like conventional disk drives (e.g. disk on chip ) and SSCs include USB flash drives ( USB key or thumb drive ), Compact Flash (CF) cards, Secure Digital cards(sd), xd-picture cards and Memory Stick cards. 3.2 Modes of storage There are three main ways in which agencies may store digital public records online, offline or nearline. Page 7 of 19

8 Queensland State Archives Online storage Online storage 5 uses networked storage devices where records are available for immediate access through a network. is included in this category. Storage may be located within the public authority or at a remote data centre Offline storage Offline storage uses storage devices and media that are not immediately available for access through a network. Examples include portable and removable magnetic disks, optical discs (CD and DVD), magnetic tape and USB flash drives. Offline records may be stored offsite, for example to reduce storage costs or as part of a disaster recovery plan. Human intervention is required to make these records accessible. There may be administrative procedures to access records in offline storage, particularly if they are stored offsite Nearline storage Nearline storage uses removable storage media that remains relatively accessible through automated processes such as robotic data storage devices, e.g. CD jukebox or tape silo. Records in nearline storage can be accessible in a short time without requiring a human to retrieve media from storage Cloud storage Cloud storage is networked online storage where data is stored on multiple virtual servers, generally hosted by third party. It may be online, nearline or a combination of both. Cloud storage is outside the scope of this guideline. The recordkeeping issues associated with cloud storage are discussed in Managing the Recordkeeping Risks Associated with Cloud Computing Storage media selection issues Any storage medium is dependent upon specific combinations of hardware and software for access. The accessibility of information stored on such media is highly vulnerable in a rapidly evolving technological environment, even over relatively short timescales. No digital storage medium can be considered long term or permanent and there will always be a need for periodical refreshing of storage media. Careful selection of media can maximise the periods between refreshment and simplify the refreshment process, in addition to ensuring that data is as secure as possible. 5 In this context online means storage that is part of a network. It does not mean on the internet. 6 Available on the Queensland State Archives website: Page 8 of 19

9 Selecting and managing storage media for digital public records The following criteria should be considered by data creators when selecting removable storage media Availability and speed Considering how often records need to be accessed and how quickly they need to retrieved will be based on business needs. Where records do not need to be accessed often or quickly, a storage mode with a slower retrieval time (such as nearline or offline storage) may be acceptable. Where records do need to be accessed often or quickly, a storage mode with a faster retrieval time may be preferred, although this may incur a higher cost Longevity The media selected for storage of digital public records should have a proven lifespan suitable for medium to long term retention. Longevity with a proven lifespan greater than 10 years is not necessarily an advantage as obsolescence of the hardware used to read the media is likely to be more significant than the deterioration of the media itself. In the case of long-term digital public records, the selected method should be robust and have a clearly definable migration path and widespread industry support to improve the chances of forward compatibility. The Optical Storage Technology Association (OSTA) has published the following longevity claims for recordable optical media: 7,8 Table 2: Manufacturer claims of optical media longevity CD-R CD-RW DVD±R DVD±RW Unrecorded shelf life (years) 5-10 Unspecified Recorded life span (years) Maximum rewrites N/A 1,000 N/A 1,000 Independent testing by the US National Institute of Standards & Technology and the Library of Congress provided very different estimates of optical media longevity: 9 Virtually all CD-Rs tested indicated an estimated life expectancy beyond 15 years. Only 47% of the recordable DVDs tested indicated an estimated life expectancy beyond 15 years. Some had a predicted life expectancy as short as 1.9 years. 7 Understanding CD-R & CD-RW disc longevity: 8 Understanding Recordable & Writable DVD disc longevity: 9 NIST/LoC Optical Media Longevity Study, Page 9 of 19

10 Queensland State Archives While some samples proved to be very stable and could be expected to "ensure data availability for several tens of years" others showed significant data loss after only 100 hours of accellerated aging. 10 The longevity of magnetic media generally depends on type and format, quality of manufacture, frequency of handling and proper storage conditions, the most important of which are quality and storage conditions. The findings of the US National Media Laboratory 11 are summarised in Table 3. Table 3: Recorded life span of magnetic media under different storage conditions (years) Quality of manufacture 30ºC 40% relative humidity 20ºC 30% relative humidity 10ºC 25% relative humidity Most media Very high quality media Capacity The media should have sufficient capacity appropriate to the collection of records being stored and appropriate to the physical size of the storage facilities. Minimising the number of volumes of media is generally more efficient and cost effective Viability The media chosen and the hardware used to read it should support robust error detection for both reading and writing data, and for testing the integrity of the media after writing. Proven data recovery techniques should be available. Media should be write-once or have a reliable write-protect mechanism to prevent accidental erasure and to maintain integrity of the records Obsolescence The media and its supporting hardware and software should be based on open standards, mature, well established in the market, widely available, widely used and supported by multiple manufacturers. Leading-edge technology that is proprietary and restricted to a single manufacturer should be avoided. Proprietary storage methods and devices may be less widespread and less likely to be sustained and supported over time. 10 "Stability Comparison of Recordable Optical Discs A Study of Error Rates in Harsh Conditions." Journal of Research of the National Institute of Standards and Technology. Volume 109, Number 5. September-October Magnetic Tape Storage and Handling A Guide for Libraries & Archives, Commision on Preservation and Access, June 1995 Page 10 of 19

11 Selecting and managing storage media for digital public records Cost The costing of storage should consider the total cost of ownership, not just the cost of the actual media per gigabyte. The total cost of ownership includes the cost of hardware, software, any special storage environments, and the resources required for active management, monitoring, integrity checking and support. The Mean Time To Failure 12 of the relevant hardware should be taken into account Susceptibility The life expectancy of offline digital media varies depending on the format and quality of the media, storage conditions, and handling and treatment. Damage resulting from deterioration will differ depending on the types of media and storage conditions. It may vary from corrupt sectors on a disk, resulting in one or more files becoming inaccessible, to the complete loss of all information on the media. Given the potential for digital public records to be lost as a result of media deterioration, it is critical that digital media integrity be monitored and periodic refreshing of media be scheduled. The media and supporting hardware should have low susceptibility to physical damage and be tolerant of a wide range of environmental conditions without data loss. Magnetic media should have a high coercivity value (the intensity of magnetic field required to demagnetise a material) to minimise the chance of accidental loss or erasure by exposure to magnetic fields. Any measures required to counter known susceptibilities (such as packaging or storage requirements) should be affordable and achievable. 3.4 Storage media care and handling issues Online storage Temperature, humidity and power variations (power spikes) can be a risk to online storage, particularly on magnetic disks. These conditions should be as constant as possible. Magnetic disks should remain powered. Intelligent storage arrays can test for corruption of data and can self-repair (within limits) while powered. If disks must be powered down to extended periods they should be parked according to manufacturer instructions Magnetic media In all types of magnetic media, the particles which retain the coded information in the magnetic layer can become unstable, leading to a gradual loss of signal quality and eventually to total information loss. Flexible magnetic disks are prone to catastrophic loss of data due to physical degradation of the media over time and exposure to magnetic fields. Older magnetic hard disks, tapes, cartridges and 12 A basic measure of reliability. It is a statistical value of the average time expected until that type of equipment fails. A cheaper piece of equipment with a low Mean Time To Failure may be more expensive in the long run if it has to be replaced more frequently. Page 11 of 19

12 Queensland State Archives proprietary flexible disks (e.g. Bernoulli, Zip or Jaz disks) also have the risk of loss of portability if they become dependent on specific operational environments or hardware. With age, magnetic tape can become brittle and easily broken and the magnetic coating on tapes and disks can deteriorate and flake. This process can be accelerated by repeated fluctuations in temperature and humidity. High temperatures may also weaken the magnetic signal, and ultimately completely demagnetise the magnetic layer. Magnetic tapes in humid environments are particularly susceptible to mould. Paper and cardboard enclosures are unsuitable for the long-term storage of magnetic media, as they tend to generate dust. Tapes and flexible disks should be stored in cases made of nonmagnetic material, preferably an inert plastic such as polypropylene. Polyvinylchloride (PVC) is unsuitable because it contains substances that may be damaging to the media. Tape cases should have fittings to hold the tapes in position by the hub. They should be strong enough to protect the cassettes from physical damage and they should close tightly to keep out dust particles. Flexible disks and tapes should be stored upright and not stacked. Hard disks which are not part of networked storage should be stored in anti-static bags. Metal shelves used for storing magnetic media should be earthed Optical media The critical portion of an optical disc is the data layer. Although in theory it is well protected, in fact it can be damaged relatively easily. In addition, because optical discs are a dense form of information storage, small amounts of degradation can cause significant information loss. There are many sources of potential damage to discs: Solvents can affect the lacquer layer and subsequently the metal layer on a CD. Damage to the polycarbonate plastic layer is a common cause of optical disc failure. Because they are read optically, any marking that interferes with the light path (e.g. scratches or surface deposits) can cause problems such as skipping or repetition of tracks. Some deposits, such as fingerprints, may cause etching of the plastic surface and can lead to irreversible damage. The polycarbonate plastic layer has a tendency to flow over time. This means that the plastic layers may slowly lose their shape, making them difficult to read. Inks used to print information on the label surface may corrode the plastic or lacquer layer and subsequently the metal layer. CDs and DVDs are particularly prone to damage to the label side from writing implements. Sharp points can easily damage the lacquer and metal layers, making the disc unreadable. As with all record media, temperature and humidity particularly dramatic and sudden changes can cause degradation. Corrosion of the metal layer can result in a disc becoming unreadable. Certain metals, such as gold, are more resistant to corrosion than others. If left in an environment that allows direct sunlight and/or extreme heat, the organic dye or phasechanging film that holds the data will degrade quickly, causing the disc to become unreadable in a matter of days. Extreme heat buildup can also cause warping of the disc. Paper and cardboard envelopes are unsuitable for the long-term storage of optical media, as they tend to generate dust. Optical discs should be stored in rigid plastic jewel cases. These cases are reasonably dustproof and are suitable for long-term storage as they are usually constructed of an inert plastic. For long-term disc storage, it may sometimes be prudent to remove the paper label insert or booklet from inside the case and attach it to the outside, perhaps in a sleeve. The paper Page 12 of 19

13 Selecting and managing storage media for digital public records can attract moisture and produce higher moisture content in the case, or spread moisture by contact with the disc. Discs should not be stacked or packaged in groups so that they lean against each other. The pressure may lead to warping or deformation. Discs stored horizontally for a long time (years) can warp. Jewel cases are the ideal enclosure because they support each disc at the hub and deflect any impact from other items. Discs should be stored upright. If discs must be labelled, use a water-based felt-tip permanent marker to mark the label side of the disc. Do not use ballpoint pens or pencils as these can damage the disc, and graphite dust from pencils can interfere with the reading of the disc. Do not use adhesive labels as the adhesive can damage the disc. If an optical disc becomes dusty, dirty or has fingerprints, it may be possible to clean it before permanent damage occurs. Take great care. Gently remove loose dust using a non-abrasive photographic lens cleaning cloth, or very soft brush. Oily dirt deposits and finger marks on the data side of the disc can be removed using alcohol-based CD/DVD-cleaning fluid. 13 The solution should be applied sparingly to the disc surface and wiped off with a lint-free cloth. The cleaning motion should never be circular (along the tracks). Always brush from the centre of the disc outwards. If a scratch is created while cleaning, it will do less damage cutting across the tracks than along them Solid state storage Solid state storage devices are generally quite robust, but physical shock, high temperatures and high humidity should be avoided for long-term storage. Devices should be stored in anti-static bags. Metal shelves used for storing solid state media should be earthed. Solid state storage has a write endurance which means data can only be rewritten a certain number of times before the storage media suffers from memory wear. This may be 10,000 to 100,000 times depending on the type of storage cell. Storage devices may have built in wear levelling to spread this across the device. Where data is constantly rewritten, this will affect the life of the device Storage environments for offline media Dust, heat and moisture can cause irreversible damage to magnetic and optical media. Magnetic tape should be stored as specified in ISO 18923:2000 Imaging materials -- Polyesterbase magnetic tape -- Storage practices. Optical media should be stored as specified in ISO 18925:2008 Imaging materials -- Optical disc media -- Storage practices. If magnetic media is required to be used on a regular basis, this should be done in accordance with ISO 18933:2012 Imaging materials -- Magnetic tape -- Care and handling practices for extended usage. 13 Avoid wiping or spraying disk cleaning fluids on the label side as this may dissolve or damage labels, printing or writing. Page 13 of 19

14 Queensland State Archives In general, offline media should be stored in a temperature range of less than 20 C. For long-term storage, less than 18 C and 40% relative humidity i s recommended. For very long-term storage (decades), the temperature and humidity should be lower. However ISO advises that magnetic media should not be stored below 8 C. It is important that these environmental levels are stable. Mould will start to grow at around 60% relative humidity and if the humidity fluctuates more than 10% in 24 hours. Exposure to ultraviolet (UV) light will also hasten media degradation. Fluorescent tubes with UVfilters should be used wherever possible in storage areas, and turned off when not in use. UV light can be easily measured with a light meter, and levels should not exceed 75µW/lumen. An ideal storage area would have no windows, but if windows are present they should be covered with curtains or blinds Equipment The information held on portable media can only be processed or read by mechanical means, therefore it is essential that equipment is maintained in good condition. The use of poorly maintained equipment can cause damage to the media and the records. The heads, disk drive and tape drive elements should be cleaned regularly according to manufacturers' recommendations. 3.5 Refreshing media Online, offline and nearline digital storage devices have limited life expectancy. It is imperative to monitor them continuously and refresh them periodically (i.e. migrate the data to a suitable replacement). Examples of migration include the transfer of digital records from an outmoded online storage system to a replacement online system, or the transfer of records stored on an outmoded offline digital media format, such as a floppy disk, to a replacement media format, such as a compact disk. The American National Standards Institute subcommittee IT9-5 recommends refreshing storage media every 5 to 10 years. It also estimates the maintenance cost of storing media to be % of the initial cost per 10 years. The greatest problem in planning for the refreshment of digital storage devices, is identifying when it is appropriate to replace them to prevent deterioration of the data. Unlike paper-based records, deterioration of digital storage devices may not become obvious until the point of data loss and, by that stage, it can often be too late to salvage the records. The fact that most digital storage devices have only emerged recently, means that the life expectancy for these devices is largely unproven. Rapid cycles of technological obsolescence occurring within the IT industry present the possibility that digital storage devices may well become outmoded, unsupported and obsolete due to unavailability of the software and hardware required to access the records stored on them long before the storage devices themselves physically degrade. When contemplating refreshing digital storage devices, public authorities should consider the selection criteria for digital storage devices. Where digital records are transferred to a new digital storage device, the content, context and format of the digital records contained on the existing storage device must not be altered as a result of the transfer. Page 14 of 19

15 Selecting and managing storage media for digital public records Media should be checked regularly to ensure the integrity of records. Standard error checking techniques should be used to assess the quality of the blank storage device to be used. And after the transfer has been completed (and before the source records are destroyed), spot checks should be undertaken to ensure that the digital records have been reliably and accurately transferred to the new device. Verification techniques, such as checksums, should be used to confirm digital record integrity. Public authorities should err on the side of caution when planning for the refreshment of storage devices, rather than risk the loss of digital records from storage device deterioration. Where possible, the periodical refreshing of storage media should be aligned with the retention and disposal schedules 14 of the records. For example, if a large portion of records can be legally destroyed six years after transfer to the media, this is when media refreshment should be scheduled and only those records requiring longer retention transferred to the new media. This is, of course, subject to regular checking and media should be refreshed as needed if there are any signs of deterioration. After each migration it is advisable to perform a test restoration of the data to verify the success of the process and ensure that the digital records are still accessible. For more information, see Migrating digital records: A guideline for Queensland public authorities Retention and disposal schedules are available in the Queensland State archives website: 15 Available on the Queensland State Archives website: Page 15 of 19

16 Queensland State Archives Appendix A: Glossary of terminology See also the Queensland State Archives Glossary of Archival and Recordkeeping Terms. 1 Coercivity: the intensity of a magnetic field required to reduce the magnetisation of a material to zero. DVD±R: DVD-R and DVD+R media. DVD±RW: DVD-RW and DVD+RW media. Recordable DVD: DVD±R and DVD±RW. Recordable optical media: writable and rewritable optical media. Rewritable optical media: CD-RW, DVD-RW, and DVD+RW. Writable optical media: CD-R, DVD-R, and DVD+R. Page 16 of 19

17 Selecting and managing storage media for digital public records Appendix B: Legislative and Regulatory Requirements Public Records Act 2002 Recordkeeping in the Queensland public sector is governed by the Public Records Act 2002, which covers all public records irrespective of the technology or medium used to generate, capture, manage, preserve and access those records. Public records made by public authorities are subject to the Public Records Act 2002 and associated recordkeeping Information Standards, Information Standard 40: Recordkeeping and Information Standard 31: Retention and Disposal of Public Records. Right to Information Act 2009 The primary objective of Queensland s Right to Information Act 2009 is to give a right of access to information in the government s possession or under the government s control unless, on balance, it is contrary to the public interest to give the access. Digital public records stored on various media may form part of information discovery requests. Information Standard 31: Retention and Disposal of Public Records Records should be created, captured, and retained in an accessible and useable format to appropriately document an authority s essential business activities. A record s evidential integrity should be preserved for as long as it is required to support the agency s business and to fulfil its legal obligations. Information Standard 31: Retention and Disposal of Public Records relates specifically to the appraisal, retention and disposal of public records. The Public Records Act 2002 prohibits the disposal of public records without the permission of the State Archivist. Making records inaccessible by using inappropriate storage media may be regarded as unlawful disposal. Table 3: Mandatory Principles of Information Standard 31: Retention and Disposal of Public Records Principle Principle 1: Principle 2: Requirement Public authorities must ensure public records are retained for as long as they are required The disposal of public records must be authorised by the State Archivist Information Standard 40: Recordkeeping Public authorities are required to make 'full and accurate records' of their activities in accordance with the Public Records Act This Information Standard, managed and administered by Queensland State Archives, helps public authorities meet their recordkeeping obligations under the Act. Recordkeeping practice should be a systematic part of the essential business activities of all public authorities. This enables records to be identified, captured and retained in an accessible and Page 17 of 19

18 Queensland State Archives useable format, preserving their evidential integrity for as long as they are required. This Information Standard aims to foster continual improvement in recordkeeping practice across the Queensland public sector. Table 4: Mandatory Principles of Information Standard 40: Recordkeeping Principle Principle 1: Principle 2: Principle 3: Principle 4: Principle 5: Principle 6: Principle 7: Requirement Public authority recordkeeping must be compliant and accountable Recordkeeping must be monitored and audited for compliance Recordkeeping activity must be assigned and implemented Recordkeeping must be managed Recordkeeping systems must be reliable and secure Recordkeeping must be systematic and comprehensive Full and accurate records must be made and kept for as long as they are required for business, legislative, accountability and cultural purposes. Principle 7: Full and Accurate Records Principle 7 of Information Standard 40: Recordkeeping details the Public Records Act 2002 requirement that Queensland public authorities make and keep full and accurate records of their activities. The characteristics of full and accurate records are detailed in Table 1 in section 2.1. Management of digital public records should follow appropriate recordkeeping processes throughout their lifecycle to ensure that they continue to maintain the above characteristics. Page 18 of 19

19 Selecting and managing storage media for digital public records Appendix C: Checklist of recordkeeping considerations Selecting the appropriate digital storage device for digital public records and managing the media over time involves a range of considerations. Table 6: Key Recordkeeping Considerations Storage of digital public records Key Recordkeeping Considerations Storage media/formats are selected and implemented to ensure ongoing availability and longevity, taking into consideration retention periods; protection requirements and storage capacity requirements. Integrity of digital public records and media decay is monitored regularly. Digital storage media and devices should be monitored and periodically refreshed. If digital storage media is not refreshed, digital public records may be lost. Digital storage media and devices on which digital public records are stored should be maintained and stored under appropriate physical conditions. A reliable system and documented processes are in place to ensure digital public records remain secure from unauthorised access, damage and misuse, in accordance with Information Standard 18: Information Security. Storage of digital public records is in accordance with Information Privacy Principle 4 (Storage and security of personal information) Public records are retained appropriately and disposed of lawfully, in accordance with Information Standard 31: Retention and Disposal of Public Records. Public records are retained for at least the specified minimum retention period, in accordance with the General Retention and Disposal Schedule for Administrative Records or relevant sector or agency-specific Retention and Disposal Schedule Retention and disposal schedules are available in the Queensland State archives website: Page 19 of 19