4.2 > MIGRATION AND/OR PRESERVATION STRATEGIES AND PROCESSES MUST BE DEFINED, DOCUMENTED AND IMPLEMENTED

Technology-dependent electronic records are inherently vulnerable to hardware, software and media obsolescence.

Digitised records SHOULD be included in the recordkeeping framework adopted by the organisation to support the continuing existence of records for as long as they are required.

A migration strategy aims to transfer the record (and its associated metadata) into subsequent generations of software, hardware and media, in ways that preserve the authenticity and integrity of the record, and enables it to continue to be used as an authorised record of business.

All migration strategies MUST identify which record objects and associated metadata are required to enable agencies to continue to access the authentic digitised record. The original metadata MUST be migrated into any system replacing the one in which the digital image was originally managed.

Any decision not to migrate a digitised record into subsequent generations of software and hardware is a disposal action, and as such MUST be supported by either:

• Authorisation of disposal of the record and its associated metadata in accordance with the Public Records Act 2005; or
• Transfer of the record and its associated metadata into a dedicated preservation environment.

A dedicated preservation environment, either within an organisation or within Archives New Zealand, is one which identifies and documents the content and context of the record, including its linkages to other records and an event history relevant to processes applied to and uses made of the record. Typically, such an environment applies strict procedural controls on the format of both the record and its associated metadata. The preservation environment aims to extend the existence of the record once it is no longer required for active conduct of the business which created or managed it. The preservation environment MUST support the retrieval of the record for as long as required.