The document summarizes the minutes from a State Records NSW Community Advisory Committee meeting held on September 22, 2010. Key topics discussed included: [1] updates to the State Records website and online resources, including digital galleries and exhibitions; [2] the conclusion of the "In Living Memory" travelling exhibition; [3] plans for a proposed Digital State Archive; [4] a new agreement providing access to land records through kiosks; and [5] preparations for State Records' 50th anniversary in 2011, including a commemorative book and digital gallery.

1. State Records
Agenda and Report of State Records NSW
Community Advisory Committee meeting
10am, Wednesday 22 September 2010, Sydney Records Centre
Agenda
Present
Apologies
Confirmation of previous Minutes
Business arising
Updates
5.1 Addition to State Records’ website and online resources (including indexes)
• Macquarie digital gallery and the Macquarie 2010 celebrations
• Garden Palace fire (coming attraction)
• Web 2.0
5.2 In Living Memory travelling exhibition
5.3 Digital State Archive (Alan Ventress)
Special Business
6.1 Land and Property Management Authority Pixel Kiosks.
6.2 State Records’ 50th anniversary
6.3 Digital Records and Archives (Cassie Findlay)
Other Business
Date of next meeting
At a date to be determined in 2011 at 10:00am at the Sydney Records Centre.

2. Minutes of meeting
Report
Updates
State Records’ website and online resources
A PowerPoint presentation on updates to State Records’ website and online resources
including:
• Online indexes
• Digitisation from microfilm
• Digital galleries
• In Living Memory exhibition
is available at http://www.records.nsw.gov.au/about-us/advisory-groups/community-
advisory-committee click here
In Living Memory travelling exhibition
In Living Memory comes to an end as travelling exhibition at the current venue (Broken
Hill). The exhibition team also took a suitcase version of the exhibition to Menindee and
Wilcannia.
State Records is looking at possible future uses for the exhibition including possible
placement of images with the relevant communities.
Digital State Archive
The Department of Services, Technology and Administration (DSTA) is submitting a
funding bid for the Digital State Archive to the ICT Capital Reinvestment Fund.
Special Business
Land and Property Management Authority Pixel Kiosks
State Records has entered into an agreement with the Land and Property Management
Authority (LPMA) to provide access to three collections of land records on PCs located in
the SRC and WSRC Reading Rooms. This means that researchers can undertake
research on land records at State Records rather than having to go to the LPMA.
The State Library of NSW also provides access to one of the three collections of LPMA
land records. The committee was informed that the Crown Plans are still being digitised,
so not all of them are accessible yet.
Clients cannot print from the LPMA Pixel kiosks. Copies need to be requested from LPMA.
The launch of the LPMA Pixel Kiosks is scheduled for 3 November 2010. The launch will
be held in the SRC Reading Room.
State Records’ 50th anniversary
1 June 2011 marks the 50th anniversary of the commencement of the Archives Act.
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3. Minutes of meeting
Peter Tyler is writing a commemorative book on the history of records and archives in
NSW from 1788 to 2010. The book will be published by Federation Press and will be
launched as close to 1 June 2011 as possible.
A digital gallery which is being developed which will feature 50 archival items which
illuminate life in NSW. The selection of fifty items for the 50th anniversary digital gallery is
almost complete. Work has commenced to digitise the selected fifty items.
The infinity symbol had also been reconstituted for the 50th anniversary.
Digital Records and Archives
The meeting was given a presentation dealing with digital records and archives. Future
Proof is the State Records digital records strategy. State Records provides digital
recordkeeping advice to government.
Future Proof has been in place since 2007. The aim of the Future Proof strategy is to
ensure that the government keeps trustworthy government records. State Records needs
to create a Digital State Archive to collect digital records and store them. This will create
a digital archive.
Digital records are kept in Electronic Document Records Management Systems (EDRMSs)
e.g. TRIM. A virtual file is created. The record is captured in read only format. Records to
be kept as State archives are never to be destroyed or deleted.
Threats to keeping digital records and digital recordkeeping strategies were discussed.
Digitisation is done in accordance with agreed standards. Methods used to digitise
records include scanning and digital photography. Digitisation is both an access and a
preservation strategy. Digitised copies of records are subject to all the same threats as
“born digital” records.
Date of next meeting
The next meeting will be held at a date to be determined in February 2011 at 10:00am at the
Sydney Records Centre.
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