Data until eternity
Topic of the practice
document preservation, data storage, archives, document management system
Good Practice Information
PAs need to preserve their documents for centuries but it is not certain if data formats used will be read in 20 years’ time. The project, through data storage and open source data tools keeps data records machine readable for a very long time, through a construct of several open source solutions combined (Invisible DMS, open formats, open structure, archiving as a service).
The City of Schwäbisch Hall purchases services such as: archiving, email and calendar functions, cloud service, DMS and fileserver. Open solutions save money, improve transparency and benefit local suppliers. These benefits are directly transferrable to tax payers and historians. The IT solutions are local, so support of local IT-/Service-/Cloud-Providers and the local economy.
Evidence of success
Archiving is managed cheaply, and can be sustained with minimal personnel within city ICT department of 4 people. Running costs ~ 1000€/month, according to service and (disk-)space used. It also guarantees data storage, and frees infrastructure resources and reduces the need for server infrastructure locally. Reduction in workload allows the IT department to focus on more client-centered approach.
Contact details to obtain further information on the practice
City of Schwäbisch Hall
Annex completed on: 08-05-2013