System and method for managing records through establishing semantic coherence of related digital components including the identification of the digital components using templates

Abstract

A method for managing electronic records is provided. Each electronic record includes a data file, a plurality of data files, a portion of a data file, or portions of a plurality of data files. The electronic records include a plurality of record types and data file types. The method includes forming a data file set comprising one or more logically related data files; identifying attributes of each record type in a record type template; identifying specifications of each data file type in a data file type template; and extracting digital components from the data file set. The extracted digital components relate to the attributes in each record type template and the specifications in each data file type template and compose an individual record. An electronic record archive includes record type and data file type templates and a digital component extractor.

Description

CROSS-REFERENCES TO RELATED APPLICATIONS[0001]This application claims the benefit of U.S. Applications 60 / 802,875, filed May 24, 2006, and 60 / 797,754, filed May 5, 2006, each of which is incorporated herein by reference in its entirety.FIELD OF THE INVENTION[0002]The example embodiments disclosed herein relate to systems and methods for managing records through establishing semantic coherence of related digital components including the identification of the digital components using templates.BACKGROUND AND SUMMARY OF THE INVENTION[0003]Since the earliest history, various institutions (e.g., governments and private companies alike) have recorded their actions and transactions. Subsequent generations have used these archival records to understand the history of the institution, the national heritage, and the human journey. These records may be essential to support the efficiency of the institution, to protect the rights of individuals and businesses, and / or to ensure that the private ...

AI Technical Summary

Benefits of technology

[0005]One aspect of the invention is directed to an architecture that will support operational, functional, physical, and interface changes as they occur. In one example, a suite of commercial off-the-shelf (COTS) hardware and software products has been selected to implement and deploy an embodiment of the invention in the ERA, but the inventive architecture is not limited to these products. The architecture facilitates seamless COTS product replacement without negatively impacting the ERA system.

[0020]The ERA solution may complement NARA's other activities and priorities, e.g., by improving the interaction between NARA staff and their customers (in the areas of scheduling, transfer, accessioning, verification, preservation, review and redaction, and / or ultimately the ease of finding and retrieving electronic records).

[0022]ERA and Non-Electronic Records: Although the focus of ERA is on preserving and providing access to authentic electronic records of enduring value, the system's scope also includes, for example, management of specific lifecycle activities for non-electronic records. ERA will support a set of lifecycle management processes (such as those used for NARA) for appraisal, scheduling, disposition, transfer, accessioning, and description of both electronic and non-electronic records. A common systems approach to appraisal and scheduling through ERA will improve the efficiency of such tasks for non-electronic records and help ensure that permanent electronic records are identified as early as possible within the records lifecycle. This same common approach will automate aspects of the disposition, transfer, accessioning, and description processes for all types of records that will result in significant workflow efficiencies. Archivists, researchers, and other users may realize benefits by having descriptions of both electronic and non-electronic records available together in a powerful, universal catalog of holdings. In an embodiment, some of ERA's capabilities regarding non-electronic records may come from subsuming the functionality of legacy systems such the Archival Research Catalog (ARC). To effectively manage lifecycle data for all types of records, in certain embodiments, ERA also may maintain data interchange (but not subsume) other legacy systems and likely future systems related to non-electronic records.

[0025]ERA may address the distinction between permanent and temporary records at various stages of the records life-cycle. ERA may facilitate an organization's records appraisal and scheduling processes where archivists and transferring entities may use the system to clearly identify records as either permanent or temporary in connection with the development and approval of disposition agreements and instructions. The ERA may use this disposition information in association with the templates to recognize the distinctions between permanent and temporary records upon ingest and manage these records within the system accordingly.

[0028]Systems are designed to facilitate the work of users, and not the other way around. One or more of the following illustrative classes of users may interact with the ERA: transferring entity; appraiser; records processor; preserver; access reviewer; consumer; administrative user; and / or a manager. The ERA may take into account data security, business process re-engineering, and / or systems development and integration. The ERA solution also may provide easy access to the tools the users need to process and use electronic records holdings efficiently.

Problems solved by technology

With the advance of technology into a dynamic and unpredictable digital era, evidence of the acts and facts of institutions and the government and our national heritage are at risk of being irrecoverably lost.

The challenge is pressing—as time moves forward and technologies become obsolete, the risks of loss increase.

The creation and use of an unprecedented and increasing volume of Federal electronic records—in a wide variety of formats, using evolving technologies—poses a problem that the ERA must solve.

NARA must meet challenges relating to archival of massive amounts of information, or the American people risk losing essential evidence that is only available in the form of electronic federal records.

The challenges faced by NARA are typical of broader archival problems and reveal drawbacks associated with known solutions.

Unfortunately, these systems all suffer from several drawbacks.

For example, there are limitations relating to the scale of the assets managed and, in particular, the size and number of all the assets maintained.

These systems also have practical limitations in the duration in which they retain assets.

But indefinite longevity of an archives system and its assets pose challenges.

For example, providing access to old electronic assets is complicated by obsolescence of the asset's format.

Regular upgrades of the archives system itself, including migrations of asset data and / or metadata to new storage systems is complicated by extreme size of the assets managed, e.g., if the metadata has to be redesigned to handle new required attributes or to handle an order of magnitude greater number of assets than supported by the old design, then the old metadata generally will have to be migrated to the new design, which could entail a great deal of migration.

Extreme scale and longevity make impractical archives systems that are not designed to accommodate unknown, future changes and reduce the impact of necessary change as much as possible.

All of these storage systems have limitations in terms of scale (though sometimes the limits can be quite high).

In some cases, there may be no products that can make use of the full scale of available file systems.

Few of these systems can scale to trillions of entries (e.g., files).

);Catalog limitations (e.g., number of entries, design bottlenecks);The number of storage subsystems that can be integrated (sometimes termed horizontal scalability);The capacity of underlying storage technologies;Search and retrieval performance considerations (e.g., search can become impractical with extreme size);The ability to distribute system components (e.g., systems can be difficult to distribute geographically); and / orLimitations of system maintenance tasks that are a function of system size (e.g., systems can become impractical to administer with extreme size).

Relational DBs also generally do not perform as well as file systems for simple search and retrieval function tasks because they tend to introduce additional overhead to meet other requirements such as fine-grained transactional integrity.

There is also no viable product that integrates multiple file systems in a way that provides both extreme scaling and longevity suitable for an archives file system.

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