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Security Copies Program

The Security Copies Program with the Colorado State Archives is a voluntary program that allows state and local government offices to store their digital files in CSA’s digital repository for a small fee. 

 

Benefits of this program include:

  • Frees up digital storage space with secure backups
  • Easy to retrieve files, including older outdated formats
  • Notification when temporary files can be destroyed per retention
  • Records with PII or other sensitive information are stored securely in accordance with State OIT standards
  • Protects against file corruption with backups across multiple servers.
  • Puts files in a centralized location that can be accessed by other staff in the event of turnover.

 

FAQs for Transferring Records to the Security Copies Program

What are digital security copies?

“Digital security copies” are back-up copies of original records that meet all legal and authenticity requirements to replace an original. Security copies can be of permanent or temporary retention. The creating office maintains all rights, including access.

What are the storage options?

Deep Storage or On Demand Storage

 

Same level of preservation, On Demand storage, however, has the benefit of allowing you to retrieve files quickly.

 

Files stored in Deep Storage require CSA staff to retrieve and could take approximately 2-3 business days to complete. 

How much does it cost?

See Our Fees page for current digital preservation costs

Do you still accept microfilm/microfiche?

Yes.

How do we know the files are being backed up properly?

The Colorado State Archives partners with Preservica, which is a best-in-class program for preserving digital content. Your data will have redundant copies across several servers, will have rendering and migration options for rare and outdated file types, and automatic, daily integrity checks.

I am interested - how do I get started?

Let us know you are interested in knowing more by sending an email to dpa_digarchives@state.co.us and include any specific questions you may have about the Digital Security Copies program. The Digital Archivist will respond with our policy and Deed of Transfer, discuss your files and determine the best mode of transfer for depositing them in our digital repository, and let you know a general timeline of the process.