Open Data for Calendar Structures
The National Archives and Records Administration (NARA) has established a comprehensive digital preservation plan for electronic calendars and related record formats, including iCalendar, Lotus Notes Database, Microsoft Schedule+ Contacts, and vCalendar. This plan is an essential part of the broader framework for federal electronic records management and scheduling.
Key Components of NARA's Approach
Records Scheduling and Appraisal
All federal records, including electronic calendars and scheduling formats, must be covered by a NARA-approved records schedule. Agencies propose disposition instructions (either permanent or temporary) for their digital records, including calendar-related records. NARA evaluates and approves these schedules, holding the final authority over disposition.
Electronic Records Archives (ERA)
Agencies submit records schedules via NARA's Electronic Records Archives (ERA) system. ERA includes tools like the Schedule Data Entry Tool to input detailed metadata for various record types, which would encompass digital calendar and contact formats. These descriptions include initial date, volume, annual accumulation, transfer dates, and access restrictions—all critical for preserving and managing calendar data.
Digital Format Considerations
While detailed preservation guidelines specific to iCalendar, Lotus Notes Database, Microsoft Schedule+ Contacts, and vCalendar are not publicly itemized, NARA's general policy ensures that:
- Formats are documented and scheduled within ERA with metadata sufficient to support long-term preservation and access.
- Records in proprietary or less common formats (like Lotus Notes Database or Microsoft Schedule+) are usually examined for migration or emulation strategies to preserve usability over time.
- Common digital calendar standards like iCalendar (.ics) and vCalendar (.vcs) are widely recognized and may be retained or migrated to open, standardized formats as needed for preservation reliability.
Access and Storage
NARA requires agencies to identify any access restrictions (e.g., FOIA exemptions or classification) related to these records during scheduling to ensure appropriate security and legal compliance.
Collaboration and Guidance
NARA appraisers consult with agencies during scheduling to advise appropriate descriptions and disposition for electronic calendars, balancing completeness and usability of records with preservation capabilities.
Training and Best Practices
NARA offers training, job aids, and best practices materials for schedule creation that also cover electronic records management, ensuring consistent quality and thorough documentation of digital calendar records.
In summary, NARA's digital preservation plan for calendars and related electronic formats relies on thorough records scheduling via the ERA system with detailed metadata, appraisal and disposition decisions by NARA, standardization and possible format migration, and compliance with access restrictions. Specific treatment of iCalendar, Lotus Notes Database, Microsoft Schedule+ Contacts, and vCalendar falls under these general federal records management and electronic records scheduling policies rather than a separate specialized plan.
It's important to note that the provided search results do not contain a publicly accessible, detailed technical guide focused exclusively on these calendar formats. For full technical preservation strategies (e.g., format migration, metadata standards, emulation) regarding these formats, consulting NARA’s detailed technical standards or contacting NARA Records Management for guidance would be recommended.
[1] Source: National Archives and Records Administration, Electronic Records Management (ERM) Guidance, [https://www.archives.gov/records-mgmt/policy/electronic-records-management]
The National Archives and Records Administration (NARA) incorporates data-and-cloud-computing technology in its Electronic Records Archives (ERA) system, a tool designed for agencies to input detailed metadata for various record types, which includes digital calendar and contact formats.
NARA's general policy for digital preservation ensures that formats like iCalendar, Lotus Notes Database, Microsoft Schedule+ Contacts, and vCalendar are documented and scheduled within ERA with metadata sufficient to support long-term preservation and access, which is a key component of technology-driven data management.
