This presentation was given at the FOSE 2012 Records Management (RIM) conference held the week of April 2 and identifies several of the important standards to consider when wanting to preserve digital content. With the advent of 'Big Data', relying on standards will help to ensure our data/information is properly preservered.

1. Digital Preservation Standards
Betsy Fanning
AIIM
Director, Standards and Chapter
Relations

2. What is a standard?
a “standard” is a document, established by consensus
and approved by a recognized body, that provides,
for common and repeated use, rules, guidelines or
characteristics for activities or their results, aimed at
the achievement of the optimum degree of order in
a given context
ISO/IEC Guide 2:1996 Standardization and related activities – General vocabulary

3. Types of Standards
• Formal de jure
– ANSI, ISO, ITU, IEC, JTC1
• De Facto or market standards
– Microsoft Windows
– TIFF and PDF
– JAVA
• Internet Standardization
– IETF and W3C
• Coalitions & Consortiums
– OASIS, OMG, WfMC and others

4. OAIS
• ISO 14721, Space data
and information
transfer systems – Open
archival information
system – Reference
model (OAIS)
• Theoretical models
• Widely used and
applied

5. ISO 15489
ISO 15489, Information and documentation – Records management
• applies to the management of records, in all formats or media, created or received
by any public or private
• organization in the conduct of its activities, or any individual with a duty to create
and maintain records,
• provides guidance on determining the responsibilities of organizations for records
and records policies,
• procedures, systems and processes,
• provides guidance on records management in support of a quality process
framework to comply with ISO 9001
• and ISO 14001,
• provides guidance on the design and implementation of a records system, but
• does not include the management of archival records within archival institutions.

6. ISO TR 18492, Long-
term preservation of
electronic
document-based
information

7. Metadata
ISO 15836, Information and documentation – The
Dublin Core metadata element set
ISO 23081-1, Information and documentation –
Records management processes – Metadata for
records
ISO 23081-2, Information and documentation –
Managing metadata for records – Part 2:
Conceptual and implementation issues
XMP – eXtensible Metadata Platform (ISO 16684)
XMI – XML Metadata Interchange

8. EDRM
• Electronic Discovery Reference Model
• Ensures that ESI (Electronically Stored Information) is protected against
inappropriate alteration or destruction
• Lays out stages of the e-discovery process
• Standards
– EDRM Identification Standards – Early Case Assessment
– EDRM Production Standards – Production of ESI information
– EDRM XML Schema
– EDRM XML Compliance

9. http://www.moreq2010.eu
DoD 5015.2 http://www.dod.gov

10. Standards Organizations
• International Organization • Society of American Archivists
for Standardization (ISO) – Describing Archives: A Content
– TC 46/SC 11 - Archives/records Standard [DACS]
management • National Information
– TC171 – Document Standards Organization [NISO]
management applications – Permanence of Paper for
• International Council of Publications and Documents in
Archives (ICA) Libraries and Archives
– General International Standard
Archival Description [ISAD(G)]
• Canadian Council of Archives
– Rules for Archive Descriptions
[RAD]

11. PDF/A: The Standard
ISO 19005, Document management – Electronic
document file format for long-term preservation –
Part 1: Use of PDF 1.4 (PDF/A-1)
Part 2: Use of ISO 32000-1 (PDF/A-2)
Part 3: Use of ISO 32000-1 (PDF/A-3) Support for
embedded files

12. PDF Standards
• PDF/E (Engineering), ISO 24517-1 and ISO/CD 24517-
2
– For engineering, architectural, and GIS documents
• PDF/UA (Universal Access), ISO/FDIS 14289-1
– Intended to address Section 508 concerns
• PDF Healthcare
– Exchange of electronic health records
• PDF, ISO 32000-1 and ISO/DIS 32000-2
• PDF/X, ISO 15930
– Pre-press data exchange

13. PDF Ownership
• Adobe Systems owned the copyright on the
specifications versions 1.0 – 1.7
• ISO owns the copyright on the specification – ISO
32000-1
• No trademark on “Portable Document Format” or
“PDF”
• Adobe has granted a general royalty free license to
use certain of its patents to create applications that
read, write, or process PDF files

14. Conclusions
• Ensure a better success rate and longer system life
through the use of vendor products complying with
standards
• Protect vital corporate records and technology
investment through interchangeability and open
platforms
• Reduce risk, as implementations are easier and more
successful

16. Thank you
Betsy Fanning
AIIM
Director, Standards and
Chapter Relations
bfanning@aiim.org