The International Research on Permanent Authentic Records in Electronic Systems (InterPARES Project) is a "major international research initiative in which archival scholars, computer engineering scholars, national archival institutions and private industry representatives are collaborating to develop the theoretical and methodological knowledge required for the permanent preservation of authentic records created in electronic systems." [1] As a global consortia that works to develop preservation strategies, the project focuses on "developing the knowledge essential to the long-term preservation of authentic records created and/or maintained in digital form and providing the basis for standards, policies, strategies and plans of action capable of ensuring the longevity of such material and the ability of its users to trust its authenticity." [1]
The InterPARES Project was initiated in 1999 by Professor Luciana Duranti at the School of Library, Archival and Information Studies (since 2020, School of Information), at The University of British Columbia, in Vancouver, British Columbia, Canada. [2] Employing an interdisciplinary and multidisciplinary approach, the project has relied on the principles of “interdisciplinarity, transferability, open inquiry, and multimethod design” and has utilized a variety of methodologies, including case studies, surveys, prototyping, diplomatic and archival analysis, text analysis, statistical analysis, digital forensics, and visual analysis. [3]
The Project developed in four phases, each focusing on key issues regarding the authenticity, reliability, and accuracy of records. [4] Phase 1 (1999-2001) centered on the long-term preservation of records created and maintained in databases and document management systems. Phase 2 (2002-2007) focused on records produced in dynamic and interactive systems in the course of scientific, artistic, and governmental activities. Phase 3 (2007-2012) concentrated on the application of findings from the first two phases in small to medium-sized archival institutions. Phase 4 (2013-2018) focused on digital records entrusted to the Internet. [5]
Major funding contributions to the InterPARES Project have been provided by Canada’s Social Science and Humanities Research Council (SSHRC), the American National Historical Publications and Records Commission (HPRC), the National Archives and Records Administration (NARA) of the United States, UNESCO’s Memory of the World Program, and the Italian National Research Council. In fact, National Archives and Records Administration (NARA) has become one of the principal supports of the InterPARES Project. [6] Universities and archival institutions from around the world have participated in the project, including institutions in Canada, the United States, Italy, Croatia, Brazil, Mexico, Belgium, The Netherlands, Sweden, Norway, France, Spain, Portugal, England, Ireland, Australia, Malaysia, and China. Individual researchers from other countries, such as Russia, Chile, and Peru, have also contributed.
In June 1998, a preliminary planning meeting was sponsored by the U.S. National Archives and Records Administration and held in Washington D.C. At the meeting, a research plan was drafted and the project name was selected. The project name “InterPARES” is an acronym for “International Research on Permanent Authentic Records in Electronic Systems,” but it is also Latin for “amongst peers,” a fitting name reflecting the collaborative nature of the project. After another planning meeting in October 1998 in Cagliari, Italy, the project was officially launched on January 1, 1999.
The InterPARES Project was initiated at the University of British Columbia and was based on the findings of an earlier research project conducted there, titled “The Preservation of the Integrity of Electronic Records” (known as “The UBC Project”), which was also funded by SSHRC. The UBC Project principal investigators, Dr. Luciana Duranti and Dr. Terry Eastwood, worked closely with the United States Department of Defense to develop requirements for creating trusted electronic records and for maintaining their authenticity throughout the entire record life cycle from the perspective of the records creator. This collaborative effort resulted in the development of the DOD 5015.2 standard, which is used by the United States Defense Information Systems Agency to certify Records Management Application (RMA) vendors and has served as the foundation for several other standards, such as the European Moreq.
The first phase of the InterPARES Project, titled “The Long-Term Preservation of Authentic Electronic Records,” started in 1999 and was completed in 2001. Phase 1 examined the record lifecycle from the perspective of the record preserver and worked to “establish the means against the digital technological background for assessing and maintaining the authenticity of electronic records once they become inactive and are selected for permanent preservation.” [7] More specifically, Phase 1 "used contemporary archival diplomatics and theoretical-deductive methods to derive models of reliable and authentic electronic records in administrative and archival contexts respectively, drawing on the general principles of diplomatics relating to the essential attributes of records." [8] In order to test the validity of those models, four task forces were established that conducted studies on authenticity, appraisal, preservation, and preservation strategy.
The Authenticity Task Force was tasked with developing "conceptual requirements for assessing and maintaining the authenticity of electronic records." [9] The Authenticity Task Force produced a report that proposed two sets of requirements to support authenticity: the benchmark requirements to support the presumption of authenticity of archives, and the baseline requirements to support the certification of copies of records, by an archival institution. [10] These authenticity requirements have been adopted by many organizations and have already been adopted by China as law. [11]
Phase 1 also resulted in the creation of methodologies of appraisal and preservation from the perspective of the preserver, a number of analytical tools for studying new types of digital records, and a conceptual framework for the development of strategies, standards, and policies pertaining to the creation, maintenance, and preservation of digital records which can be shown to be authentic over time. [2]
During Phase 1, researchers found that the classic concept of records hindered their ability to fully understand and engage with electronic systems and that a complementary inductive framework was needed. As a result, a new research project was developed and executed as Phase 2 of the InterPARES Project.
Phase 2 of the InterPARES Project, titled “Experiential, Interactive, Dynamic Records,” was initiated in 2002 and completed in 2006. While Phase 1 dealt with textual records created and maintained in static documentary systems, Phase 2 focused on multimedia records created and maintained in dynamic, experiential, and interactive systems. [12]
The primary objective of Phase 2 was “to ensure that the portion of society’s recorded memory digitally produced in dynamic, experiential, and interactive systems in the course of artistic, scientific, and e-government activities can be created in accurate and reliable form, and maintained and preserved in authentic form, both in the short and long term, for the use of those who created it and of society at large, regardless of digital technology obsolescence and media fragility.” [13] By achieving a better understanding of these records, their process of creation, and their potential use, InterPARES 2 built upon the findings of InterPARES 1 “to address the challenge of the permanent preservation of reliable, accurate, and authentic digital records created and maintained in interactive and dynamic systems in the course of all kinds of human activities.” [13]
The project’s study of complex system cases across various fields led to a reconsideration of the concept of the electronic record determined during the first phase, along with the development of policy frameworks, creator and preserver guidelines, benchmark requirements, file format selection guidelines, a terminology database, and two records management models (the Chain of Preservation Model and the Business-Driven Recordkeeping Model). The findings of InterPARES 1 and 2, specifically the resulting concepts, principles, and methodologies, were able to provide “an essential foundation and framework for all digital preservation solutions.” [14]
Phase 3 of the InterPARES Project, “Theoretical Elaborations into Archival Management (TEAM),” was initiated in 2007 and completed in 2012. Working from the point of view of the preserver, researchers in Phase 3 built upon the findings of the previous phases to produce “concrete action plans for existing bodies of records that are to be kept over the long term by archives.” [15] The project involved twelve national and regional teams, including Brazil, Canada, China, Italy, as well as Africa and among others.
The primary objective of Phase 3 was to enable “small and medium sized public and private archival organizations and programs, which are responsible for the digital records resulting from government, business, research, art and entertainment, social and/or community activities, to preserve over the long term authentic records that satisfy the requirements of their stakeholders and society’s needs for an adequate record of its past.” [16] Based on general and case studies, as well as earlier InterPARES products and findings, the project was able to generate a variety of practical strategies for preserving access to digital records, producing policies and procedures for the preservation of digital records, improving recordkeeping systems, and managing data warehouses.
InterPARES Trust, or ITrust, started in 2012 and ended in 2019. ITrust was “a multi-national, interdisciplinary research project exploring issues of trust and trustworthiness of records and data in online environments." [17] The project's goal was to "generate the theoretical and methodological frameworks to develop local, national and international policies, procedures, regulations, standards and legislation, in order to ensure public trust grounded on evidence of good governance, a strong digital economy, and a persistent digital memory.” [18] Researchers who participated in ITrust were experts in a variety of fields, including archival science, diplomatics, records management, law, information technology, information governance, information policy, digital forensics, cybersecurity, computer engineering, e-commerce, and communication.
The project involved more than fifty universities and organizations that formed an International Alliance. The International Alliance included participants from across North America, Latin America, Europe, Africa, Australasia, Asia as well as international institutions. Some of the notable institutions that participated were the British Library, European Commission Anti-Fraud Office, International Federation of Red Cross and Red Crescent Societies, International Monetary Fund, International Records Management Trust, Israel State Archives, Mid-Sweden University, National Archives of Mexico, National Archives of Brazil, National Institute of Standards and Technology, NATO, Renmin University of China, Government of British Columbia, University of Zagreb, State Archives Belgium, UNESCO, University College London, and University of Washington. [19]
The key findings of InterPARES Trust included "theoretical and methodological frameworks for the development of local, national and international policies, procedures, regulations, standards and legislation, to ensure public trust grounded on evidence of good governance, strong digital economy and persistent digital memory." [20] InterPARES Trust explored various themes and topics including has enterprise architecture, information governance, open government, security classified records [21] and declassification. The project generated several knowledge products including three books [22] [23] [24] and numerous peer-reviewed articles and conference papers.
The Government of Canada currently provides a variety of links and materials on its website for Digital Preservation. Among these resources is “brochure-style document, created by The InterPARES 2 Project [that] can help your museum make informed decisions about creating and maintaining digital materials in ways that help ensure their preservation for as long as they are needed.” [25] The Beinecke Rare Book & Manuscript Library at Yale University consulted Creator Guidelines: Making and Maintaining Digital Materials: Guidelines for Individuals from InterPARES 2 in the creation of its “Authors’ Guidelines for Preserving Digital Archives.” [26]
According to Charles Sturt University’s first Professor of Library and Information Management Ross Harvey, “the potential to lose vital information with a computer upgrade is huge – including instances where the technology on storing and accessing that information shifts direction.” [27] With an increasing number of records kept in digital formats, the world has arrived at “a crisis point where we depend heavily on electronic records and we have to find new ways to protect them or we’re not only going to lose heritage and memories, but vital data needed to maintain our health and safety.” [27] In order to solve these issues, guidelines must not only be created, but also consistently followed.
The Venice Time Machine is a relatively recent example of a digitization project that suffered as a result of inconsistent adherence to the guidelines produced by InterPARES. Launched by the École Polytechnique Fédérale de Lausanne (EPFL) and the Ca' Foscari University of Venice in 2012, the Venice Time Machine attempted to construct a collaborative multidimensional model of Venice through the creation of an open digital archive of state documents, occupying over 80 kilometers of shelves. In 2019, two partners suspended the project following a disagreement regarding issues of open data and methodology. The State Archive of Venice and the Swiss Federal Institute of Technology in Lausanne (EPFL) halted their data collection. [28]
Gianni Penzo Doria, Director of the State Archive of Venice, expressed concerns regarding the viability of the 8 terabytes of information that has already been collected. Penzo Doria stated that from an archival science standpoint “these files are useless” since the researchers who digitized the documents did not adhere to the archival-science guidelines established by the International Research on Permanent Authentic Records in Electronic Systems (InterPARES) project. [28]
Babak Hamidzadeh, currently the Interim Dean of Libraries at the University of Maryland, described InterPARES as “one of very few efforts that bring together theoreticians and practitioners in digital preservation.” He also commended the Project for its “great work in analyzing problems that exist in practice and in providing solutions to the practitioners.” [29]
Diplomatics, or diplomatic, is a scholarly discipline centred on the critical analysis of documents: especially, historical documents. It focuses on the conventions, protocols and formulae that have been used by document creators, and uses these to increase understanding of the processes of document creation, of information transmission, and of the relationships between the facts which the documents purport to record and reality.
Records management, also known as records and information management, is an organizational function devoted to the management of information in an organization throughout its life cycle, from the time of creation or receipt to its eventual disposition. This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving records. The ISO 15489-1: 2001 standard defines records management as "[the] field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records".
In library and archival science, digital preservation is a formal process to ensure that digital information of continuing value remains accessible and usable in the long term. It involves planning, resource allocation, and application of preservation methods and technologies, and combines policies, strategies and actions to ensure access to reformatted and "born-digital" content, regardless of the challenges of media failure and technological change. The goal of digital preservation is the accurate rendering of authenticated content over time.
In archival science, a fonds is a group of documents that share the same origin and that have occurred naturally as an outgrowth of the daily workings of an agency, individual, or organization. An example of a fonds could be the writings of a poet that were never published or the records of an institution during a specific period.
Archival science, or archival studies, is the study and theory of building and curating archives, which are collections of documents, recordings, photographs and various other materials in physical or digital formats.
The following outline is provided as an overview of and topical guide to library and information science:
Charles M. Dollar, an internationally recognized expert on the life cycle management of electronic records, particularly electronic records archiving, pioneered research into digital preservation of electronic records.
Digital artifactual value, a preservation term, is the intrinsic value of a digital object, rather than the informational content of the object. Though standards are lacking, born-digital objects and digital representations of physical objects may have a value attributed to them as artifacts.
A digital library, also called an online library, an internet library, a digital repository, a library without walls, or a digital collection, is an online database of digital objects that can include text, still images, audio, video, digital documents, or other digital media formats or a library accessible through the internet. Objects can consist of digitized content like print or photographs, as well as originally produced digital content like word processor files or social media posts. In addition to storing content, digital libraries provide means for organizing, searching, and retrieving the content contained in the collection. Digital libraries can vary immensely in size and scope, and can be maintained by individuals or organizations. The digital content may be stored locally, or accessed remotely via computer networks. These information retrieval systems are able to exchange information with each other through interoperability and sustainability.
The following outline is provided as an overview of and topical guide to information science:
Terence M. Eastwood is best known for his pioneering roles in archival education internationally and the creation of archival descriptive standards in Canada. He has published widely on a number of topics of importance to the development of archival theory and has lectured and presented throughout the world. His work supervising archival studies students helped craft a whole new generation of archivists who themselves have gone on to make important contributions to the field.
UBC School of Information is a graduate school at the University of British Columbia in Vancouver offering a Master of Archival Studies (MAS), a Master of Arts in Children's Literature (MACL), a Master of Library and Information Studies (MLIS), a DUAL Master of Archival Studies/Master of Library and Information Studies (MASLIS) and a Doctor of Philosophy in Library, Archival and Information Studies (Ph.D.). Founded in 1961 as the School of Librarianship, the iSchool is currently located in the Irving K. Barber Learning Centre. The school changed its name in 2018, but was previously known as the School of Library, Archival and Information Studies. UBC iSchool is an internationally ranked, multi-disciplinary school, ranked first in the world for graduate education in library and information management based on 2019 and 2020 QS ranking.
The archival bond is a concept in archival theory referring to the relationship that each archival record has with the other records produced as part of the same transaction or activity and located within the same grouping. These bonds are a core component of each individual record and are necessary for transforming a document into a record, as a document will only acquire meaning through its interrelationships with other records.
Luciana Duranti is an archival theorist and professor of archival science and diplomatics at the School of Library, Archival and Information Studies, University of British Columbia in Vancouver, Canada. She is a noted expert on diplomatics and electronic records. Since 1998, she has been the director of the electronic records research project, InterPARES. She has disclosed the concept of the archival bond originally initiated by Italian archivist Giorgio Cencetti in 1937.
Records in Contexts, or RiC, is a conceptual model and ontology for the archival description of records, designed by the Expert Group on Archival Description (EGAD) established by the International Council on Archives (ICA). The EGAD initially began work on the standard between 2012 and 2016, with a conceptual model (RiC-CM) and an ontology (RiC-O) released for comment during 2016. Version 0.2 was released in 2021, now featuring an independent introduction to archival description (RiC-IAD) and updates to the original RiC-CM and RiC-O. A fourth part of the standard covering Application Guidelines (RiC-AG) is also expected, prior to a completed RiC version 1.0 being released as an official ICA recommendation.
Data preservation is the act of conserving and maintaining both the safety and integrity of data. Preservation is done through formal activities that are governed by policies, regulations and strategies directed towards protecting and prolonging the existence and authenticity of data and its metadata. Data can be described as the elements or units in which knowledge and information is created, and metadata are the summarizing subsets of the elements of data; or the data about the data. The main goal of data preservation is to protect data from being lost or destroyed and to contribute to the reuse and progression of the data.
Keeping the foresight of rapidly changing technologies and rampant digital obsolescence, in 2008, the R & D in IT Group, Ministry of Electronics and Information Technology, Government of India envisaged to evolve Indian digital preservation initiative. In order to learn from the experience of developed nations, during March 24–25, 2009, an Indo-US Workshop on International Trends in Digital Preservation was organized by C-DAC, Pune with sponsorship from Indo-US Science & Technology Forum, which lead to more constructive developments towards formulation of the national program.
The Emmett Leahy Award is given annually to individuals who have had major impact on the field of information management. The award has been given since 1967, and honors Emmett Leahy, a pioneer in records management.
Kenneth Francis Thibodeau is an American specialist in electronic records management who worked for many years at the National Archives and Records Administration (NARA). He was responsible for development of the pioneering DoD 5015.02 standard for electronic records management and for creation of NARA's Electronic Records Archives System (ERA).
Victoria Louise Lemieux is a Canadian specialist in records management and Associate Professor of Archival Studies at the University of British Columbia (UBC). She is known for her research into financial information management, risk mitigation including using blockchain technology in risk reduction.
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