Archives as a trusted third party in maintaining and preserving digital records in the cloud environment

Wei Guo · Yun Liang Fang · Weimei Pan · Dekun Li

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Digital and Traditional Archives Management Information Science and Libraries Data Analysis and Archiving

Abstract

Purpose This paper aims to present a case wherein a public archive intervenes in maintaining and preserving digital records (including underlying technological infrastructure) created by a private company to protect the trustworthiness of records, thereby helping the company to discharge their accountability. Design/methodology/approach This paper details the intervention of Tianjin Municipal Archives in the management of the records of Tianjin Otis Elevator Co., Ltd, the technical infrastructure that enables and supports such configuration, the issues encountered and the theoretical implications of this case. Findings This case suggests that not only does the concept of archives as a trusted third party remain relevant in the changing technological environment but also, in certain cases (e.g. wherein the supplier of evidentiary documents holds a monopoly over an industry), archives are becoming increasingly critical in maintaining the reliability and authenticity of digital records in the cloud environment. Research limitations/implications Given the challenges raised by the emerging cloud environment, it is vital to develop a renewed understanding of the concept of archives as a trusted third party, the relationship between archives and commercial third party services and the relationship between public archives and private records. Furthermore, this case identifies the need to re-examine archival methodologies to protect the authenticity of structured data. Originality/value This case exemplifies how archives can help private organizations address issues related to guaranteeing and demonstrating the evidential nature of digital records and provides empirical evidence for archives being conceptualized as a trusted third party in maintaining and preserving digital records.

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References

2012Reference Model for an Open Archival Information System (OAIS)1997What is Past is Prologue: A History of Archival Ideas Since 1898, and the Future Paradigm Shift 2006The Concept of Record in Interactive, Experiential and Dynamic Environments: the View of InterPARES*2007Digital curation 1981Archival Strategies for the Post-Custodial Era 1992The Concept of the Archival Fonds in the Post-Custodial Era: Theory, Problems and Solutions 1994Electronic records, paper minds: the revolution in information management and archives in the post/ custodial and post/ modernist era. [Based on a presentation delivered by the author during his November 1993 Australian tour.]1996Structuring the records continuum (Series of two parts) Part 1: post custodial principles and properties

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