Kathy
I am afraid that the answer is "no".
There is no requirement for TIFF, nor for JPEG, nor for CD/DVD, nor for
"not to be accessed". TIFF would do (and so would other formats); TIFF
is OK for access in many systems making JPEG unnecessary; CD/DVD may or
may not do (depends on storage and so on, but magnetic disks would be
acceptable too); but "not to be accessed" not only is unnecessary, it is
poor practice - if you want to keep something digital for as long as 75
years, you need to maintain access to it continually in order to make
sure that it remains accessible.
As Liz points out, you need to attend to two issues: evidential weight,
and digital preservation, if you go down this route. BIP 0008 addresses
the former, and there are other resources for the latter. You'll find
BIP 0008 is technology-neutral - its all about the process and
management controls, not the file formats or media.
Marc Fresko
EDM & ERM Consulting Services Director
Serco Consulting
-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Shiel,
Kathleen
Sent: 07 March 2008 13:18
To: [log in to unmask]
Subject: Digitising records
Dear group,
I wonder if anyone could confirm something for me. A department in my
organisation would like to digitise their social services records.
These are 75 year records. Am I right in assuming that they would need
to create a TIFF master copy (not be accessed) and to be saved onto a
high quality CD of DVD; and a JPEG access copy also on high quality CD
or DVD? I am assuming that the digitised copy will become the master
record and the paper records will be destroyed.
Any thoughts would be welcome.
Kind regards,
Kathy Shiel
Records Manager (Modern Records)
Woodhorn
Northumberland Museum, Archives & Country Park QEII Country Park
Ashington Northumberland
NE63 9YF
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