Electronic Records Management Guidelines
File Formats
Annotated List of Resources
Primary Resources:
Clausen, Lars R. Handling File Formats. Denmark: The State and University Library, The Royal Library, May 2004.
http://netarchive.dk/publikationer/FileFormats-2004.pdf
This report is a publication of the Netarchive.dk project, which seeks strategies for archiving the Danish part of the World Wide Web. The report offers a succinct and intelligent analysis of the issues surrounding file format preservation, including the categorization of formats, aspects of preservation quality, assessment criteria for future usability, and preservation strategies.
DLM Forum Guidelines on Best Practices for Using Electronic Information. Luxembourg: European Communities, 1997.
http://dlmforum.typepad.com/
This white paper (pdf) was published by the DLM Forum, an organization of records management experts from the Member States of the European Union and the European Commission. The paper provides a basic overview of the file formats in use worldwide. Topics include the information life cycle; the design, creation, and maintenance of electronic records; short-term and long-term access; and accessing and sharing information.
Lawrence, G.W., W.R. Kehoe, O.Y. Rieger, et al. Risk Management of Digital Information: A File Format Investigation. Washington, D.C.: Council on Library and Information Resources, 2000.
http://www.clir.org/pubs/abstract/pub93abst.html
This publication provides an overview of file format issues related to records management strategies. The publication also provides a comprehensive workbook for users to help them develop a records management strategy.
Additional Resources:
Electronic Recordkeeping Resources.
http://www.kshs.org/government/records/electronic/ermlinks.htm
This web site provides a comprehensive list of links to other Internet resources related to electronic records management. The site is managed by Cal Lee, who originally constructed it while employed at the Kansas State Historical Society. Topics include security, preservation, access, and technology infrastructure.
Minnesota Historical Society, State Archives Department. Trustworthy Information Systems Handbook. Version 4, July 2002.
http://www.mnhs.org/preserve/records/tis/tis.html
This handbook provides an overview for all stakeholders involved in government electronic records management. Topics center around ensuring accountability to elected officials and citizens by developing systems that create reliable and authentic information and records. The handbook outlines the characteristics that define trustworthy information, offers a methodology for ensuring trustworthiness, and provides a series of worksheets and tools for evaluating and refining system design and documentation.
PRONOM: The File Format Registry.
http://www.nationalarchives.gov.uk/pronom/
PRONOM is maintained by the Digital Preservation Department of the UK National Archives. Visitors to the site can search within five areas (File Format, Product, Vendor, Support Period, and Release Date), each of which offer more options. Choosing "File Format," for instance, allows visitors to search just by extension to get a straightforward list of associated software or by compatible products, which returns a list of products, versions, release dates, vendors, read/write capabilities, and invariance. Links on vendor and product lead to a wealth of additional detail. Reports can be easily printed or exported into XML or CSV (Comma Separated Value file) for further use.
Wotsit's Format: The Programmer's Resource.
http://www.wotsit.org
This online catalog of file formats is broken down into categories such as "Graphics Files," "Text Files/Documents," and "Spreadsheet/Database." Visitors can browse each section or can use the provided search engine to zero in on their mark. Each format carries a one-line description and a link to further information either online or in a download file.
World Wide Web Consortium (W3C).
http://www.w3.org
W3C is a consortium of organizations around the world that develops and promotes common web protocols. The site contains news, specifications, guidelines, software, and tools for web development on a wide variety of topics, including markup languages and transfer protocols.
Storage Facilities and Procedures
Electronic Records Management Guidelines, March 2004, Version 4.
