Can databases be “records”?
Yes, but they’re dynamic records that archivists and records managers expect will be constantly updated. Databases need to be appraised (looked at by an archivist) for enduring value that may be worth capturing via regularly scheduled “snapshots,” or by other specialized means. Some databases serve only as convenience copies for documents kept in hard copy or image files (example: a licensing board’s database of active licensees). Other databases, such as GIS systems, may have enduring value in their current format because being able to manipulate the information they contain is what makes them useful. Such databases require careful, case-by-case planning for accession by the Maine State Archives, in cooperation with the Office of Information Technology.
