13. Archiving can be implemented within any information system
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Statement Archival actions can take place within any information system, not only in dedicated digital archiving systems. Rational Archiving is foremost about the needs of long-term accessibility, understanding the risks that endanger information accessibility and implementing appropriate measures and technical solutions to mitigate these risks. Traditionally “archiving” has been about transferring content physically to an archive which in turn is a wholly separate entity (i.e. “let’s bring this document to the archive in the cellar”). However, this paradigm is not always valid in the digital age. A growing number of institutions need to use content operationally for extended periods, which might not be possible if the content is transferred to and stored within a separate “digital archive. Institutions must therefore ensure that the risks of long-term accessibility are analysed across all their information systems, and that appropriate measures are implemented in all relevant systems (as opposed to only within a dedicated digital archive). Implications - In extreme cases, digital archiving might be implemented entirely within producers’ live information systems. - An information lifecycle-based risk analysis should be the standard practice in institutions while designing and developing new information systems. - Appropriate decisions in regard to the technical architecture of digital archiving can only be made if the information has been well organised and its value has been assessed (see Principle 4). - Systems must be documented in a way that makes it possible to verify that concerns and requirements regarding archiving are met. Notes (if any)