On this page
Overview
Digital Preservation & Archiving
Digital preservation and archiving focuses on ensuring that digital records and documents remain accessible, reliable, and usable over time. It addresses the long-term protection of information that has ongoing value beyond day-to-day operations.
At AZITS, digital preservation and archiving is approached as a governance and continuity function, not just a storage exercise.
What Digital Preservation & Archiving Addresses
Protect important digital records over time
Maintain access to historical and institutional information
Support compliance with retention and archival requirements
Reduce the risk of data loss or obsolescence
Ensure records remain usable as systems change
What's Different
Preservation vs. Day-to-Day Document Management
Digital preservation and archiving is distinct from everyday document management. While operational systems support active use of documents, preservation and archiving focuses on records that are no longer actively edited but must be retained for legal, historical, or institutional reasons.
How it Works
What the Archiving Process Involves
Identify Records
Identifying records suitable for long-term preservation
Retention Rules
Applying retention and archival rules
Metadata Organisation
Organising records with appropriate metadata
Record Protection
Protecting records from unauthorised changes
Long-Term Access
Ensuring records remain accessible as systems evolve
What's Supported
Types of Records Supported
Digitised Records
Digitised paper records
Approved Documents
Signed and approved documents
Datasets & Registers
Historical datasets and registers
Policy & Governance
Policy, governance, and administrative records
Digital System Records
Records generated through digital systems and workflows
How it Fits
How Preservation Fits Into Digitization
Digital preservation and archiving typically follows other digitization initiatives such as legacy data migration, eSignature implementation, e-Document Management, and forms and records modernisation. Once records are digitised and managed, preservation ensures they remain protected and accessible for the long term.
Practical Considerations
Retention requirements should be clearly defined
Access rules must reflect sensitivity and confidentiality
Archived records should be protected from modification
Preservation strategies should account for system and format changes
When to Consider
When Digital Preservation & Archiving Is the Right Step
-
Organisations must retain records for extended periods
-
Historical or institutional records need protection
-
Compliance and audit requirements apply
-
Systems are being replaced or upgraded
-
Digitization initiatives are maturing
Moving Forward
Digital preservation and archiving works best when aligned with records management and governance practices. AZITS can help assess what information requires long-term preservation and design an approach that supports compliance, continuity, and future access.
