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Institutional Knowledge/Memory

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Institutional memory

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Institutional Knowledge/Memory

  1. 1. Agenda • Rationale • LIASA Online Environment • Digital Preservation • Institutional Memory • Role of Secretary • What to preserve? • Workflow • Uploading digital content
  2. 2. Rationale Strategic Objective: Good Governance Theme 5: Good Governance: Provide and maintain good governance structures for financial growth, accountability and sustainability.
  3. 3. LIASA Online Environment Web www.liasa.org.za Events IR Webinar Blogs Wikis Mail LMS Social Media
  4. 4. Digital Preservation “Digital preservation combines policies, strategies and actions to ensure access to content that is born digital or converted to digital form regardless of the challenges of file corruption, media failure and technological change. The goal of digital preservation is the most accurate rendering possible of authenticated content over time.” Source: http://www.ala.org/alcts/resources/preserv/2009def
  5. 5. Institutional Knowledge Institutional Knowledge: When employees leave, what do we lose?
  6. 6. Role of Secretary • Digital filing of all IG/Branch documentation • Submit using Branch/IG Gmail profile, eg: Username: heligliasa@gmail.com Password: *************
  7. 7. What to preserve? • Branch, IG, Standing Committee … • Governance Manuals (annually) • Quarterly & Annual Reports, incl. Financial Statements • Meeting Notices, Agendas & Minutes • Invoice Registries • Certificate Registries • Strategic & Action Planning Documents • Photos, videos and other media • Letters, emails, official communication • Attendance registers • Newsletters • SAJLIS, LIT – Governance Documentation, Agendas, Minutes etc. • Copyright/Creative Commons Licensing/Permissions
  8. 8. Work in Progress • Branch, IG, Standing Committee … • Gmail • Google Drive • Google Docs • Google Sheets • Google Forms • And more ….
  9. 9. Google Drive
  10. 10. Full Text Files • Protected – not Open Access • Open file formats • Digitally born/scanned (OCR)/converted files • Final completed file (document) • Documentation (print) to be uploaded in MSWord or PDF format • Minimum metadata to be assigned: Owner/Author, Title, Date, Keywords, Description • Describe item uploaded as comprehensively possible, for better retrieval
  11. 11. File Names • Assign and correct before uploading to LR • Brief but descriptive • Lower case • Numbering/date • No spaces • Eg: minutes_01aug2016_helig.pdf
  12. 12. Electronic Workflow Submit (Secretary) Verified (LNO) Collection (LNO) Archive (Access on request)
  13. 13. Implementation • Phase 1: Installation & setting up • Phase 2: Uploading • Phase 3: Sorting • Phase 4: Accessibility & Permissions
  14. 14. Uploading Digital Content
  15. 15. http://www.liasa.org.za/documentation/
  16. 16. Upload to “Submissions Collection” http://www.liasa-new.org.za:8080
  17. 17. Register if your first time using the LIASA Repository
  18. 18. System will send verification email
  19. 19. Click on link in email to verify
  20. 20. Complete your profile & complete registration
  21. 21. Confirmation of successful registration LNO will receive confirmation that a new profile was created and will assign submission rights.
  22. 22. In future, simply login with email & password
  23. 23. Submit: once logged in, click on Submissions
  24. 24. Click on Start a new Submission
  25. 25. Select the Collection to submit to: Submissions
  26. 26. Start describing the item ….. (1)
  27. 27. Start describing the item …..
  28. 28. Start describing the item ….. (2)
  29. 29. Upload full text file/s ….. (3)
  30. 30. Upload full text file/s….. (3)
  31. 31. Review submission….. (4)
  32. 32. License….. (5)
  33. 33. Submission complete ….
  34. 34. Item in LIASA Repository LNO has access. Will move item to Branch/IG Collection. Branch/IG will be granted access to own Collections. Inquiries for access: LNO
  35. 35. Confirmation email – successful submission
  36. 36. Activity • Login • Submit file to “Submissions” • 5 min ……

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