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Preserving Court Records in the Digital Age: Best Practices and Guidelines

In an era where information can easily be lost, preserving court records is paramount. This comprehensive guide discusses the transition from physical to digital records, including how to access scanned court activity records. It presents insights from experts like Rick Hogan and Dietrich Schüller on the importance of data preservation. Key administrative orders provide clarity on format retention and reformatting practices. Learn about the roles of IT professionals, archiving methods (like PDF-A), and the importance of planning for future record management.

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Preserving Court Records in the Digital Age: Best Practices and Guidelines

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  1. The Computer and The Court Clerk Rick Hogan Chief Records Manager NYS Office of Court Administration 212-428-2875 rhogan@courts.state.ny.us Becky Letko Court Analyst (518) 238-4399bletko@courts.state.ny.us

  2. “In the digital age, if we do nothing to preserve information, we will lose everything” Dietrich Schüller, IFAP Vice-President and Audiovisual Archive Specialist (Information For All Program at the UN)

  3. Scanned Record AND Data • I May Only Have Data • Record of Court Activity • How Do I Find The Scanned Record (“Pointers”)

  4. What Allows Me To Change The Format? ADMINISTRATIVE ORDER OF THE CHIEF ADMINISTRATIVE JUDGE Part 104 of the Rules of the Chief Administrator.

  5. Format Does Not Control Retention • Retention Periods are for the information – Not The Physical Form Of the Record. • Approved re-formatting of a paper record is “allowable”. • What happens to the paper original?

  6. How Do I (Can I? ) Get Rid Of the Paper Original?

  7. How Can I Do This? • Use Your Information Technology Professional (or Vendor). • Archive Writing • PDF-A • Back-up

  8. Planning, Planning, Planning! Is the Town or Village Clerk able to accept the final digital record?

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