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The Digital Continuity Strategy: Consultation Draft Stephen Clarke, Senior Advisor Digital Sustainability Programme
Why consult when we know all? <ul><li>The action points can still be changed or influenced </li></ul><ul><li>By both exter...
Key Messages <ul><li>Consultation ends on 14 th  of November </li></ul><ul><li>A variety of feedback routes are available ...
What’s in a name? <ul><li>Digital sustainability </li></ul><ul><li>Digital continuity </li></ul><ul><li>Digital recordkeep...
Digital Continuity at Archives New Zealand <ul><li>Digital continuity is ensuring digital information remains available an...
Did you know? <ul><li>67% of New Zealand public sector agencies hold records they can no longer access </li></ul>
2008 Survey: Digital Sustainability <ul><li>Of those c. 120 government agencies: </li></ul><ul><ul><li>14% have records st...
Digital Continuity <ul><li>Digital information lasts forever,  or five years,  whichever comes first . —Jeff Rothenberg </...
Collaborative Research and Practice <ul><li>Archives, libraries, science / research sectors, arts, academics </li></ul><ul...
Shared Services for (Non-Archival) Information
Some Issues with digital information management <ul><li>Large volumes of information make recordkeeping time consuming </l...
Did you Know?
Digital Continuity Strategy <ul><li>A whole of government approach to a whole of government issue </li></ul><ul><li>Mandat...
Digital Continuity Strategy: Key Messages <ul><li>There when you need it .   Information will be maintained as long as nee...
Draft Digital Continuity Strategy Draft Digital Continuity Strategy <ul><li>Vision:  Information is trusted and accessible...
 
Goal 1: Understanding <ul><li>People involved in digital continuity communicate effectively with each other and have a com...
Goal 2: Well-managed from Day One  <ul><li>All digital information is well-managed from the point of creation onwards   </...
Goal 3: Infrastructure <ul><li>A robust infrastructure exists to support interoperability of systems and cost effective di...
Goal 4: Significant Information Preserved <ul><li>Significant government digital information is captured and preserved   <...
Goal 5: Trusted Access <ul><li>People are able to access digital information now and/or in the future, and information is ...
Goal 6: Good Governance <ul><li>Information management across government is characterised by good governance, leadership a...
Early Thinking <ul><li>Need to:  </li></ul><ul><ul><li>Avoid disconnects between record-making and archive systems </li></...
Next steps <ul><li>Wider consultation Sep-Nov 2008 </li></ul><ul><li>Review and make changes Dec 2008 </li></ul><ul><li>Fi...
Digital Continuity Strategy Consultation <ul><li>To publicise the consultation process: </li></ul><ul><li>send print copy ...
 
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Digital Continuity Strategy Consultation

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Transcript of "Digital Continuity Strategy Consultation"

  1. 1. The Digital Continuity Strategy: Consultation Draft Stephen Clarke, Senior Advisor Digital Sustainability Programme
  2. 2. Why consult when we know all? <ul><li>The action points can still be changed or influenced </li></ul><ul><li>By both external and internal consultation </li></ul>
  3. 3. Key Messages <ul><li>Consultation ends on 14 th of November </li></ul><ul><li>A variety of feedback routes are available </li></ul><ul><li>It will affect you </li></ul><ul><li>Please read and comment! </li></ul>
  4. 4. What’s in a name? <ul><li>Digital sustainability </li></ul><ul><li>Digital continuity </li></ul><ul><li>Digital recordkeeping futures </li></ul><ul><li>Digital archive </li></ul><ul><li>Digital repository </li></ul><ul><li>Digital library </li></ul><ul><li>Digital preservation </li></ul><ul><li>Digital curation </li></ul>
  5. 5. Digital Continuity at Archives New Zealand <ul><li>Digital continuity is ensuring digital information remains available and useable for as long as it is needed </li></ul><ul><li>New programme team established 2006 </li></ul><ul><li>Digital Continuity Strategy under development </li></ul><ul><li>Trialling Interim Digital Archive for digital archives </li></ul><ul><li>Considering shared service possibilities </li></ul>
  6. 6. Did you know? <ul><li>67% of New Zealand public sector agencies hold records they can no longer access </li></ul>
  7. 7. 2008 Survey: Digital Sustainability <ul><li>Of those c. 120 government agencies: </li></ul><ul><ul><li>14% have records stored on obsolete storage media </li></ul></ul><ul><ul><li>14% have records where controlling index is not available </li></ul></ul><ul><ul><li>13% have records that require computer software or hardware that is no longer available </li></ul></ul><ul><ul><ul><ul><ul><li>Archives NZ Government Recordkeeping Survey </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>http://continuum.archives.govt.nz/government-recordkeeping-surveys.html </li></ul></ul></ul></ul></ul>
  8. 8. Digital Continuity <ul><li>Digital information lasts forever, or five years, whichever comes first . —Jeff Rothenberg </li></ul>Courtesy National Archives of Australia
  9. 9. Collaborative Research and Practice <ul><li>Archives, libraries, science / research sectors, arts, academics </li></ul><ul><li>Preservation planning services </li></ul><ul><li>Methodologies, tools and services </li></ul><ul><li>Preservation action tools </li></ul><ul><li>Testbeds and prototypes </li></ul><ul><li>Aim for dissemination and take-up </li></ul>
  10. 10. Shared Services for (Non-Archival) Information
  11. 11. Some Issues with digital information management <ul><li>Large volumes of information make recordkeeping time consuming </li></ul><ul><li>Digital recordkeeping methods are still based on paper methods </li></ul><ul><li>Solutions based on technology not perfect e.g. EDRMS </li></ul><ul><li>Advocates for good information management often not part of senior management teams </li></ul><ul><li>Lack of awareness that agency culture change is needed in addition to technology responses </li></ul><ul><li>More digital recordkeeping education and training opportunities are needed </li></ul><ul><li>Technology moving very fast – e.g. wikis, blogs, text, facebook </li></ul><ul><li>Low quality metadata </li></ul>
  12. 12. Did you Know?
  13. 13. Digital Continuity Strategy <ul><li>A whole of government approach to a whole of government issue </li></ul><ul><li>Mandated under the Digital Strategy 2.0 and complimentary to the Digital Content Strategy </li></ul><ul><li>Need common vision, approach and understanding of roles </li></ul><ul><li>Interdepartmental strategic advisory group </li></ul><ul><li>Consultative process </li></ul>
  14. 14. Digital Continuity Strategy: Key Messages <ul><li>There when you need it . Information will be maintained as long as needed. Some is needed only for a few months, some forever. </li></ul><ul><li>Authentic and reliable . Information is tamper-proof and free of technological rights restrictions. It can be trusted to be authentic and reliable. </li></ul><ul><li>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. </li></ul><ul><li>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. </li></ul>
  15. 15. Draft Digital Continuity Strategy Draft Digital Continuity Strategy <ul><li>Vision: Information is trusted and accessible when it is needed, now and in the future. </li></ul><ul><li>Goals: </li></ul><ul><ul><li>Understanding </li></ul></ul><ul><ul><li>Well-managed from Day One </li></ul></ul><ul><ul><li>Infrastructure </li></ul></ul><ul><ul><li>Significant Information Preserved </li></ul></ul><ul><ul><li>Trusted Access </li></ul></ul><ul><ul><li>Good Governance </li></ul></ul>
  16. 17. Goal 1: Understanding <ul><li>People involved in digital continuity communicate effectively with each other and have a common understanding of the problem space </li></ul><ul><li>Raise awareness of digital continuity issues at a strategic level </li></ul><ul><li>Form a community of practice which crosses professional and occupational boundaries </li></ul><ul><li>Harmonise existing legislative definitions </li></ul><ul><li>Compile and maintain glossary </li></ul>
  17. 18. Goal 2: Well-managed from Day One <ul><li>All digital information is well-managed from the point of creation onwards </li></ul><ul><li>Support appropriate information systems procurement </li></ul><ul><li>Develop a comprehensive framework of standards and guidance </li></ul><ul><li>Monitoring and audits </li></ul>
  18. 19. Goal 3: Infrastructure <ul><li>A robust infrastructure exists to support interoperability of systems and cost effective digital preservation. </li></ul><ul><li>Investigate shared service for storage and retrieval of digital information </li></ul><ul><li>Ensure New Zealand government has comprehensive digital archiving capability </li></ul><ul><li>Leverage the government’s existing investment in existing digital preservation initiatives </li></ul>
  19. 20. Goal 4: Significant Information Preserved <ul><li>Significant government digital information is captured and preserved </li></ul><ul><li>Analyse the functions of public sector bodies likely to generate significant digital information that will need to be kept long-term </li></ul><ul><li>Target at risk areas of public sector information </li></ul>
  20. 21. Goal 5: Trusted Access <ul><li>People are able to access digital information now and/or in the future, and information is protected from unauthorised access </li></ul><ul><li>Facilitate sharing and re-use of information </li></ul><ul><li>Ensure that access restrictions can be applied and maintained to certain types or categories of information </li></ul><ul><li>Understand implications for Māori and ensure these perspectives are taken into account </li></ul>
  21. 22. Goal 6: Good Governance <ul><li>Information management across government is characterised by good governance, leadership and accountability </li></ul><ul><li>Identify lead and specialist agencies and articulate responsibilities </li></ul><ul><li>Investigate need for, and role of, governance body </li></ul>
  22. 23. Early Thinking <ul><li>Need to: </li></ul><ul><ul><li>Avoid disconnects between record-making and archive systems </li></ul></ul><ul><ul><li>Harmonise initiatives: network of interoperable repositories in the public records system </li></ul></ul><ul><ul><li>Consider possible centralised services (UK; Washington state) </li></ul></ul><ul><ul><li>Work together so we pool knowledge and skills </li></ul></ul><ul><ul><li>Standardise and automate </li></ul></ul><ul><ul><li>Understand and meet business needs </li></ul></ul>
  23. 24. Next steps <ul><li>Wider consultation Sep-Nov 2008 </li></ul><ul><li>Review and make changes Dec 2008 </li></ul><ul><li>Final Strategy to Cabinet early 2009 </li></ul>
  24. 25. Digital Continuity Strategy Consultation <ul><li>To publicise the consultation process: </li></ul><ul><li>send print copy mail-outs to CE’s of public offices and local authorities (also available on request) </li></ul><ul><li>mail-outs to listservs and made available on Continuum website </li></ul><ul><li>produce online (and analogue) feedback forms </li></ul><ul><li>Set up a Digital Continuity Strategy wiki http:// wiki.archives.govt.nz </li></ul><ul><li>focus groups and 1-on1 meetings with key audiences </li></ul><ul><li>Consultation will run from 19/09/08 to 14/11/08 </li></ul>

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