Digital Preservation Policy Statement:
This document formalizes the Nevada State Archives’ commitment to the preservation and accessibility of government records created and maintained in a digital environment. State government is increasingly conducting its business in electronic formats, so it is imperative to the archives’ continuing mission and statutory requirements to determine the best possible methods to preserve, maintain, and make accessible records in its legal custody. Archival electronic records pose unique challenges to maintain their authenticity, reliability, and trustworthiness over time.
Digital preservation is responsible for identifying, securing, and providing the means to preserve and ensure ongoing access to electronic state government assets. Digital assets are those electronic objects that have been identified as having enduring cultural, historical, legal, fiscal, operational, informational and/or evidentiary value to the State of Nevada. Digital assets will be evaluated in accordance with records retention and disposition schedules and appraisal of its permanent value to the State of Nevada.
Examples of digital assets include relatively simple formats such as word processing documents, spreadsheets, digital publications (which are part of the State Library’s digital collection), or digital images. Complex application-specific digital assets examples are email, websites, databases, and geospatial datasets.
Digital preservation differs from analog preservation in several ways. The primary difference is that digital preservation requires active management. Digital materials that are left unmanaged or migrated for long periods of time are much more likely to degrade beyond recovery. Unfortunately, this degradation is generally not discovered until there is an attempt to retrieve the item. Digital preservation is a new and rapidly evolving methodology with standards that are still being created. Technological obsolesce is an on-going risk that agencies must continue to address through migration strategies.
The State Archives’ Role in Preserving Electronic Records:
The State Archives will accept electronic records identified as having historical value and will cooperate with agencies in preserving and accessing electronic records maintained in agency custody. State archives staff, in conjunction with agency staff, will determine the best method of preservation after analysis of the formats, proprietary software, specialized hardware, technological obsolescence, and other considerations.
Scanner in use; State Archives control number Scanner.jpg
ELECTRONIC RECORDS QUICK GUIDE
Electronic Governments Records
Touch Everyone’s Lives
Document Government Transparency
Need Immediate Attention
Need Sustained Funding
Require a Long-Term Preservation Plan
In order to safeguard the rights of citizens and ensure the public trust, records management cannot be an afterthought; instead, all state and local government agencies and offices must prioritize records management.
Consider these quick tips:
Accepted File Formats for Transfer of Electronic Records to the State Archives:
The following table represents the digital formats that the Nevada State Archives will accept for transfer from state agencies. State government records, regardless of format, must be listed on an approved retention and disposition schedule that states transfer to the state archives. Only noncurrent government records that have met their retention requirements will be accepted into the state archives. After acquiring any digital assets, the Nevada State Archives will define the level of preservation appropriate to each type of format.
Formats designated for long-term or permanent retention must meet the minimum requirements including documentation, wide adoption, transparency, self-containment, and use within the archival community. Encrypted or password protected files will not be accepted. The Transfer Manifest must be included with the transfer.
Type of Record
Recommended for Transfer
Not Acceptable for Transfer
Word processing documents
OpenDocument Text (.odt)
Word, Word Perfect, WordPro
Plain Text Documents including email
Plain Text 9.txt US-ASCII or UTF-8 encoding
Comma-separated file(.csv) US-ASCII or UTF-8 encoding
Tab-delimited file (.txt)
PDF/A-1-3 or PDF (.pdf)
Extensible Markup Language (XML) for email
OpenDocument Spreadsheet (.ods)
Comma-separated file (.csv)
Tab-delimited file (.txt)
PDF/A-3 or PDF (.pdf)
|Video Formats||.avi or mpeg-4|
|Audio Formats||.wav file|
NSLAPR strives to ensure all website users have complete access to our online content. NSLAPR's Website Team is continuously working on making our website compliance more robust.
NSLAPR welcomes comments on how to improve our website's accessibility for users with disabilities. If site visitors interfacing with our website, they should contact the Website Team. The e-mail to the Website Team should include the nature of the accessibility problem; the preferred format in which to receive the materials; the web address of the requested materials; and the contact information for the site visitor.
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