On September 7, 2005, the McGill University Archives presented its digitalpermanence initiative to the International Council on Archives / Section on University and Research Institution Archives (ICA/SUV) 2005 Annual Seminar, held between September 6 and 9, 2005, on the campus of Michigan State University in East Lansing, Michigan.

The presentation was well-received, as many of our colleagues from different universities from around the world asked us questions following the presentation.

The PowerPoint presentation is available to download [PPT, 290KB].

The McGill University Archives is exploring email conversion software in an effort to convert emails from their native and proprietary format to a non-proprietary format in order to ensure long-term preservation and accessibility.

A brief report [PDF, 36KB] outlining our tests and results with a product called ABC Amber Outlook Converter is available.

The McGill University Archives has written a discussion document called digitalpermanence: Transfer and Access Protocols (electronic records) [PDF, 328KB] in an effort to develop the procedures for the transfer of and access to McGill University's institutional electronic records.

This document, which took shape after the University Archives’ electronic records campus-wide inventory in 2004, introduces McGill stakeholders, as well as a general audience, to the proposed strategies, methods, and mechanisms for transferring, accessing, managing and preserving electronic records in a digital environment at McGill. It also highlights the activities the McGill University Archives is pursuing in managing and preserving such electronic records as email and websites.

Moreover, the document is meant to build upon the existing research carried out by institutions and organizations around the world involved in managing electronic records and, in turn, to stimulate discussion within the records management and archival communities.

Download the document now.

The digitalpermanence initiative is ongoing with the continuing development of retention rules for electronic records, collaboration with campus IT sectors on Document Management (DM--what is DM?) applications, and the development of policies on scanning, email and office records management.

1. Completion of comprehensive campus-wide summary of the extent, nature and risks associated with ongoing management of electronic records (including data on enterprise systems, office systems and email);
2. New records retention rules for enterprise data and office systems/email;
3. Review of software and technical requirements for the long-term preservation of electronic records transferred to the custody of the McGill University Archives
4. Preliminary review of document management tools for University offices;
5. Best practices for the interim management of office-based electronic records and email;
6. Draft email and electronic records policies affecting University administrative records;
7. Draft McGill University Scanning Policy for University offices interested in paper-less office initiatives.