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Blazing a Trail Towards Trustworthy Electronic Document Preservation
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Welcome to the Trustworthy Electronic Document Preservation Webinar recording with our guest, Bruce G Meier, CEO of Records Control Services. This session will discuss the critical aspects of building and maintaining secure, reliable systems in today’s rapidly evolving technological landscape. Industry experts will share their insights on best practices, emerging trends, and practical solutions for ensuring the integrity and resilience of your systems. Whether you're an IT professional, a systems architect, or a cybersecurity enthusiast, this webinar offers valuable knowledge to help you enhance your organization's trust in its digital infrastructure.
What You Will Learn
This presentation provides a comprehensive roadmap for organizations transitioning from paper-heavy environments to legally compliant, trustworthy electronic document preservation systems. It addresses the common misconception of the "paperless office" by highlighting that many organizations remain 70-80% dependent on physical records, a vulnerability exposed by the COVID-19 pandemic.
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The overview covers the critical legal frameworks—specifically California Government Code 60203 and Code of Regulations 22620—that dictate how electronic copies can officially replace original paper records. Viewers will learn the technical requirements for a "trusted system," including the use of PDF/A formats, WORM (Write Once, Read Many) storage, and the necessity of robust metadata and taxonomy. Beyond technology, the video emphasizes the "human" side of records management: securing executive buy-in, establishing departmental records coordinators, and implementing systematic "baby steps" to ensure long-term organizational compliance and disaster resilience.
FAQ
Is the "paperless office" a reality?
Answer:
Not entirely. While the industry promotes the "less paper" office, human nature still leans toward physical copies for ease of sorting and viewing without multiple screens. Statistics show:
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70–80% of organizational documents are still in paper format.
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19–29% are electronic.
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Computers actually increased paper quantity by 400% due to the prevalence of printers.
What is the formal definition of Records & Information Management
Answer:
It is the systematic control of recorded information regardless of media. It covers the entire lifecycle: active use, management, storage, and ultimate disposition.
Does every organization need to be in full compliance?
Answer:
Most organizations are not in full compliance because of the complexity. However, if you intend to destroy the paper original after scanning, compliance is mandatory. If you keep the paper (even off-site), you are technically compliant because the paper remains the official record.
Is Laserfiche’s native TIFF format considered "Trusted"?
Answer:
Technically, the TIFF format has tags that can be modified, making it less "trusted" than PDF/A on its own. However, by using security mechanisms (limiting user access, deletion, and modification rights), Laserfiche can function as a trustworthy system.
What is the process for back-file scanning (legacy paper/film)?
Answer:
CPS provides batch scanning services for banker's boxes, maps, and microfilm.
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Access during scanning: If an agency needs a document currently being scanned, CPS guarantees a 24-hour response (often 2–4 hours for urgent requests) via a secure download link.
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Ingestion: Once scanned, data is securely ingested directly into the agency’s Laserfiche system.
How do you build a logical structure for a digital repository?
Answer:
Use your Records Retention Schedule as the foundation. This listing of record series should serve as your file plan. By assigning the same coding system to your digital folders that you use for your physical records, you ensure organizational consistency.
What is the best way to handle Metadata (Templates)?
Answer:
Information about each document is stored in a Template using specific Fields (e.g., date, document title, address).
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The Golden Rule: Keep it simple. Do not require 30 or 40 fields; staff will refuse to fill them out.
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The "Layperson" Approach: Use systems that offer Classification Routing. When a user fills in a few template fields, the system should automatically route the document to the correct spot in the database.
How can you find documents if metadata wasn't fully entered?
Answer:
Most systems use OCR (Optical Character Recognition) to allow for full-text searching within the document content. For large scanning projects where entering metadata for every file is too time-consuming, Bruce recommends a strict Naming Convention—putting enough information in the file name itself to make the document identifiable at a glance.
Where should an organization start its rollout?
Answer:
Start with a Pilot Program, typically in the Clerk's Office. Because Clerks are the primary records managers, they are best suited to test the system, refine the policies, and then roll it out to other departments incrementally.
How do you handle a transition to a new system if the current one fails?
Answer:
Always develop an Exit Strategy before full implementation. Negotiate terms like a money-back guarantee or a six-month "back out" period. This mitigates risk and ensures the organization isn't locked into a system that staff refuses to use.
What are "WORM" systems and why do they matter?
Answer:
WORM (Write Once, Read Many) systems are hard drive configurations that prevent any modification of data once it is written. State guidelines often require official, final records to be stored on unmodifiable media. While CDs and DVDs used to fill this role, modern WORM drives are the professional standard for ensuring record integrity.
What distinguishes a "Vital" record in a Disaster Recovery Plan?
Answer:
Not all records are vital. Vital records are those essential to the history, decisions, or legal standing of the organization (e.g., minutes, ordinances).
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Short-term Vital: Accounts Receivable (you need this to get paid after a disaster).
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Storage: Vital records require offsite dispersion (e.g., storing data in a geographically different zone like Arizona or Sacramento) to ensure access if the local site is destroyed.
How should you manage cloud providers for disaster recovery?
Answer:
Confirm your provider has redundant security and backup protocols. Most importantly, ensure your contract allows you to retrieve your data at no cost if you terminate the service. "Hoarding" data on shared drives is prohibited; staff must understand that records belong to the organization, not the individual creator.
