2. Agenda
+ About CPA Australia
+ The Corporate archives
+ Project Details
• Prioritisation process for digitisation
• Classification and storage
• Access and delivery
+ Some artefact examples
3. About CPA Australia
Primary Aim
+Enhance our members’ professional knowledge and
support their career development
Facts
+132,000 members working in 111 countries
+Provide education and ongoing career development
+Support through networks and advocacy
+Celebrating 125 years
4. Corporate Archives
+ Unique collection of records extending back over 125 years
+ Boxes of minutes, correspondence, history of CPA Australia
+ Photos of members across the years
+ Evolution of the corporate logo
+ Insights into development of accounting profession
+ Exam materials
+ Information on antecedent bodies
5. Project Scope
+ ARC Linkage Grant over 3 years
+ Investigators from Melbourne, Ballarat & Deakin
universities and National Archives
+ CPA Australia involvement
+ Develop framework with guidelines for preservation of
CPA Australia’s archives
+ Development of policy & procedures
+ Establishment of archive repository
+ Commenced October 2010
6. Stakeholders
+ Academics
• Use of materials for research
+ Internal staff
• Use of materials for multitude of purposes
+ Members
• Finding details of family members
+ General Public
• General interest
7. Progress to date
+ Commenced review of Materials
+ Development of Prioritisation Matrix
+ Investigation of Archive repository
+ Validation of taxonomy
8. Review of Materials
+ Assessment of materials
• Risk factor
– physical state
• Provenance
• Primary Value
– Membership details
– Financial details
– Merger details
• Secondary Value
– Contextual
– Historic
9. Prioritisation Matrix
Criteria 1 Criteria 2 Criteria 3 Criteria 4
Value Is the item Can the item be Is the item of value Does the item have
rare/unique? replaced if it to organisation sufficient intrinsic
disappeared? How itself? value to justify
easily? digitisation, eg
research value ?
Preservation Is the item Is item susceptible to Does the format In a format no longer
fragile? damage eg printed on lend itself to best viable eg floppy
highly acidic paper? display in a disk?
electronic
environment eg
photographs?
Use & access Is the item of Will digitisation Will digitisation
high use? reduce wear on the increase use?
original?
Intellectual Is item Is there a need for Is the item of a Are there IP/Privacy
Property/ available in the copyright clearance? 'sensitive' nature issues involved?
Copyright public domain? from CPA Australia NOTE: if an issue
viewpoint? NOTE: if then item NOT
an issue then item weighted for
NOT weighted for scanning
scanning
10. Taxonomy
+ Based on archival guidelines
+ Specific to the CPA Australia archives
+ Top level is provenance based
+ Twelve series
• Series 1 - Governance:
– Constitutional Documents; by-laws; articles of association;
code of ethics; memorandum of understanding
11. Potential Repository
+ Digital Content system
• Excellent security model
• Able to segregate content
• Provide access to external parties
• Metadata template development
• Publish to various platforms
12. Issues to Date
+ Prioritisation process
+ Access to the materials
• Transfer between locations
• Security
+ Retrieval of digitised materials
• Transfer between locations
• Potential duplication
+ Linking to other Archive collections
+ Regular communication with major stakeholders
• Minimise duplication of effort
13. Issues to date continued
+ File format
• Future proofing
• “Born digital” content
+ Access rights
• Management of the master file
+ File naming convention
+ Metadata
