Council on archives international records management trust

Hardware Dependence

Costs

• 
  the cost of archival quality magnetic tape for data storage
  
• 
  the small amount of computer processing time needed to create a master file and a security backup file
  
• 
  staff time to prepare documentation
  
• 
  the long term costs for regular maintenance procedures to preserve the tape.
  

Recovery procedures to salvage data from deteriorating storage media are also expensive. Therefore, in estimating the costs of preparing a file (record) for research use, the archivist must consider the complexity of the original file structure, the adequacy of available documentation and the degree of deterioration of the storage medium. These processing costs are largely independent of the size of the file.

In assessing costs, the archivist should also consider some of the potential advantages of keeping electronic records. Compared with paper, magnetic tape is a very compact storage medium. If the records require little processing and have adequate documentation, they are an economical alternative to paper for storing large volumes of information. At the same time, even a small data set can be expensive to process and preserve if it requires extensive reformatting and has poor documentation.

The example shown in Figure 10 below outlines costs identified by the US National Archives and Records Administration (NARA) in 1998.

There are no universally applicable appraisal criteria, and guidelines cannot substitute fully for the general knowledge, training and experience that each archivist brings to the appraisal process. Appraisal guidelines for electronic records are still in the formative stage.

It is also important to recognise that the enormous variety of information in computer files makes it impossible to compile a definitive list of electronic records of potentially permanent value. However, the following list highlights typical categories of electronic records that should be considered for retention:

• 
  electronic records that replace records scheduled as permanent in another medium
  
• 
  automated indexes to permanent records
  
• 
  unique and important scientific and technical data resulting from observations of natural events or phenomena or from controlled laboratory or field experiments
  
• 
  management data that have government-wide coverage or significance
  
• 
  socio-economic data on such topics as trade, education, health or behaviour
  
• 
  natural resources data related to land, water, minerals or wildlife
  
• 
  data that document military operations
  
• 
  political or judicial data related to such topics as elections, special investigations or court proceedings
  
• 
  cartographic data used to map the earth’s surface or other planetary bodies
  
• 
  national security and international relations data that document such activities as strategic or foreign policy assessments or international negotiations.
  

The following checklist may serve as a useful starting point for the appraisal of electronic records.

Adapted from: Margaret L Hedstrom. Archives & Manuscripts: Machine-Readable Records. (Chicago, IL: Society of American Archivists, 1984), p. 43. Reprinted by permission of the Society of American Archivists.

What are the principles for appraising electronic records? Are they different from paper records. If so why?

Choose a current computer system in your organisation (preferably the system you inventoried in the previous activity). For that system, complete the appraisal checklist form to the best of your ability.