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Digital Continuity Strategy Consultation

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  • 1. The Digital Continuity Strategy: Consultation Draft Stephen Clarke, Senior Advisor Digital Sustainability Programme
  • 2. Why consult when we know all?
    • The action points can still be changed or influenced
    • By both external and internal consultation
  • 3. Key Messages
    • Consultation ends on 14 th of November
    • A variety of feedback routes are available
    • It will affect you
    • Please read and comment!
  • 4. What’s in a name?
    • Digital sustainability
    • Digital continuity
    • Digital recordkeeping futures
    • Digital archive
    • Digital repository
    • Digital library
    • Digital preservation
    • Digital curation
  • 5. Digital Continuity at Archives New Zealand
    • Digital continuity is ensuring digital information remains available and useable for as long as it is needed
    • New programme team established 2006
    • Digital Continuity Strategy under development
    • Trialling Interim Digital Archive for digital archives
    • Considering shared service possibilities
  • 6. Did you know?
    • 67% of New Zealand public sector agencies hold records they can no longer access
  • 7. 2008 Survey: Digital Sustainability
    • Of those c. 120 government agencies:
      • 14% have records stored on obsolete storage media
      • 14% have records where controlling index is not available
      • 13% have records that require computer software or hardware that is no longer available
            • Archives NZ Government Recordkeeping Survey
            • http://continuum.archives.govt.nz/government-recordkeeping-surveys.html
  • 8. Digital Continuity
    • Digital information lasts forever, or five years, whichever comes first . —Jeff Rothenberg
    Courtesy National Archives of Australia
  • 9. Collaborative Research and Practice
    • Archives, libraries, science / research sectors, arts, academics
    • Preservation planning services
    • Methodologies, tools and services
    • Preservation action tools
    • Testbeds and prototypes
    • Aim for dissemination and take-up
  • 10. Shared Services for (Non-Archival) Information
  • 11. Some Issues with digital information management
    • Large volumes of information make recordkeeping time consuming
    • Digital recordkeeping methods are still based on paper methods
    • Solutions based on technology not perfect e.g. EDRMS
    • Advocates for good information management often not part of senior management teams
    • Lack of awareness that agency culture change is needed in addition to technology responses
    • More digital recordkeeping education and training opportunities are needed
    • Technology moving very fast – e.g. wikis, blogs, text, facebook
    • Low quality metadata
  • 12. Did you Know?
  • 13. Digital Continuity Strategy
    • A whole of government approach to a whole of government issue
    • Mandated under the Digital Strategy 2.0 and complimentary to the Digital Content Strategy
    • Need common vision, approach and understanding of roles
    • Interdepartmental strategic advisory group
    • Consultative process
  • 14. Digital Continuity Strategy: Key Messages
    • There when you need it . Information will be maintained as long as needed. Some is needed only for a few months, some forever.
    • Authentic and reliable . Information is tamper-proof and free of technological rights restrictions. It can be trusted to be authentic and reliable.
    • Trusted access . New Zealanders can be confident that can find and use information that is publicly available, and that their sensitive information will be protected from unauthorised access.
    • Do nothing, lose everything . If no action is taken, public sector digital information will be lost. We need a proactive approach to maintain information for the future.
  • 15. Draft Digital Continuity Strategy Draft Digital Continuity Strategy
    • Vision: Information is trusted and accessible when it is needed, now and in the future.
    • Goals:
      • Understanding
      • Well-managed from Day One
      • Infrastructure
      • Significant Information Preserved
      • Trusted Access
      • Good Governance
  • 16.  
  • 17. Goal 1: Understanding
    • People involved in digital continuity communicate effectively with each other and have a common understanding of the problem space
    • Raise awareness of digital continuity issues at a strategic level
    • Form a community of practice which crosses professional and occupational boundaries
    • Harmonise existing legislative definitions
    • Compile and maintain glossary
  • 18. Goal 2: Well-managed from Day One
    • All digital information is well-managed from the point of creation onwards
    • Support appropriate information systems procurement
    • Develop a comprehensive framework of standards and guidance
    • Monitoring and audits
  • 19. Goal 3: Infrastructure
    • A robust infrastructure exists to support interoperability of systems and cost effective digital preservation.
    • Investigate shared service for storage and retrieval of digital information
    • Ensure New Zealand government has comprehensive digital archiving capability
    • Leverage the government’s existing investment in existing digital preservation initiatives
  • 20. Goal 4: Significant Information Preserved
    • Significant government digital information is captured and preserved
    • Analyse the functions of public sector bodies likely to generate significant digital information that will need to be kept long-term
    • Target at risk areas of public sector information
  • 21. Goal 5: Trusted Access
    • People are able to access digital information now and/or in the future, and information is protected from unauthorised access
    • Facilitate sharing and re-use of information
    • Ensure that access restrictions can be applied and maintained to certain types or categories of information
    • Understand implications for Māori and ensure these perspectives are taken into account
  • 22. Goal 6: Good Governance
    • Information management across government is characterised by good governance, leadership and accountability
    • Identify lead and specialist agencies and articulate responsibilities
    • Investigate need for, and role of, governance body
  • 23. Early Thinking
    • Need to:
      • Avoid disconnects between record-making and archive systems
      • Harmonise initiatives: network of interoperable repositories in the public records system
      • Consider possible centralised services (UK; Washington state)
      • Work together so we pool knowledge and skills
      • Standardise and automate
      • Understand and meet business needs
  • 24. Next steps
    • Wider consultation Sep-Nov 2008
    • Review and make changes Dec 2008
    • Final Strategy to Cabinet early 2009
  • 25. Digital Continuity Strategy Consultation
    • To publicise the consultation process:
    • send print copy mail-outs to CE’s of public offices and local authorities (also available on request)
    • mail-outs to listservs and made available on Continuum website
    • produce online (and analogue) feedback forms
    • Set up a Digital Continuity Strategy wiki http:// wiki.archives.govt.nz
    • focus groups and 1-on1 meetings with key audiences
    • Consultation will run from 19/09/08 to 14/11/08
  • 26.  

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