Preserving Special Media

If ever a government guide should be digitized and on the web so you could see it, I would think this one should be: "Records management handbook for United States senators and their archival repositories / Karen Dawley Paul ; prepared under the direction of the Secretary of the Senate by the Senate Historical Office. [Washington, D.C.] : U.S. Senate, 2006. Series: S. pub; 109-19. Then you'd know why information has disappeared through theft, deterioration, mishandling, or other oopsies as administrations come and go. Leafing through the copy at Ohio State University I see things that are also of interest to us average folk who increasingly are relying on non-paper to store our information. Say what you will about the way our grandparents did things, I can still read my grandparents' 1890s grocery lists, farm records and book notes, something I can't do for much of my own material from the 1990s. In the above photo (1988), I'm using one of the most advanced systems in the OSU Libraries--none of it works today--not even the curly perm.

But back to the senators. On p. 50 it says senators are supposed to have established guidelines for maintaining permanently valuable electronic records, including e-mail. Now, I don't see in this publication what those guidelines are, only that they are supposed to have them and the senator's staff is supposed to understand them (written in-house?) and archive the paper and e-documents. There are lots of questions on her check list, like are attachments systematically saved, are documents labeled, is scheduling information retained permanently, but I don't see the requirement to do so.

So how do they dredge this stuff up for the special prosecutors 5 years later, if the guidelines are not specific about who, what, when and where? The answer seems to be on p. 1:

"United States senators personally own and control the records created and maintained within their own offices. Because of the private status of these records, members must personally establish office policies and procedures that will preserve historically valuable documentation."

So it would seem that Senator Obama can withhold from our view anything he wants about discussions with Blago--he's not required to keep anything he doesn't deem historically valuable. He's still a senator until someone else is appointed, president-elect or not.

But back to the rest of us and our special media. According to Ms. Paul

More audio and videotapes are lost by accidental erasure than by misuse.

Fax paper lasts about 5 years.

Videotape must be re-recorded after 15 years.

Color photographs need cool, dark storage.

Audiocassettes need to be rewound every 2 years to prevent "printthrough."

Use of "fast forward" and reverse speeds can distort tape tension (I think anyone who has borrowed a tape has discovered that).

Computer tapes used for archival storage should be copied to new tapes every 10 years.

Computer software has a 3-5 year period of use before becoming obsolete.

Newsprint should be copied onto bond paper.

Permanently valuable mail should be copied onto bond paper, or it should be scanned and microfilmed.

Irradiation can erase magnetic media, expose film and fade color photographs

CD-ROM and DVD are not considered suitable for long-term storage of permanent records.

Digitization is not an alternative for preservation because of technology becoming obsolete.

Microfilm, remains for now, the preferred long-term preservation medium.

And to think when I was in library school we'd shake our heads over the brittle, "burning" paper in books of the 19th century. Now we've got stuff that won't even last a decade. We're going backwards. And we're throwing the paper stuff out!