Information Technology Reference
In-Depth Information
erences in the popular media and social media. See Chapter 7 for an in-depth dis-
cussion of utilization of information.
Preservation
The ephemeral nature of social media and other digital documents is a factor in
the preservation process, and individuals must make decisions regarding the value
of their communications. Digital communications for organizations can be import-
ant for decision-making and policy-making; consequently, websites, digital docu-
ments, and e-mail should be included in the preservation policies of an organiza-
tion.
As hardware changes are made within an organization, capability for retrieving
digital documents is a consideration in preservation policy. Another consideration
is the protection of digital documents by systematic storage and organization so
that the documents are not lost.
As with utilization, a primary question in preservation/discarding decisions is the
utilization of the document. Is the content of value to the organization now and in
the future? Does the information address the mission of the organization? Regard-
less of the format (paper or digital), is it usable by the potential users?
Discarding
The process of discarding digital records is much the same as with paper doc-
uments. Items may be discarded if the content is irrelevant, obsolete, outdated, or
superseded. If the digital document is flawed or cannot be retrieved because of ob-
solescence, it should be discarded.
Resources in all formats should be evaluated regularly. When resources are no
longer contributing to the mission of the agency, they should be discarded. Policies
should be developed to provide for a regular and systematic review of documents
held by an organization.
Summary
The proliferation of information through a wide variety of both traditional and
newer media is confusing, and the information consumer can feel overwhelmed.
By applying the information transfer model for evaluating information at each stage
of the information transfer process, the information consumer can be a more in-
telligent user of information. The information infrastructure matrix and guide in this
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