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Similar to Update from Archives New Zealand Wellington forum June 2012
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Update from Archives New Zealand Wellington forum June 2012
- 1. Archives New Zealand Te Rua Mahara o te Kāwanatanga Update on Current Developments Government Recordkeeping Forum 13 June 2012 Department of Internal Affairs
- 2. Overview • An introduction to the Client Capability Directorate • Government Digital Archive Programme • Standards and Guidance • Audit and Monitoring • Recently Approved Disposal Authorities • Disposal and Acquisition Directions • Future Perfect Conference 2012 • New training course • Upcoming training Department of Internal Affairs
- 3. Introducing Client Capability Director, John Roberts Harriet Little, Director’s EA Disposal and Audit and Recordkeeping Acquisition Monitoring Capability Manager Denise Manager Wendy Manager Patrick Williams Stokes Power 2 Senior Advisors 6 Archives 10 Archivists / + Programme Advisors + Team Archives Advisors Coordinator Administrator
- 4. Government Digital Archive Programme This programme means that Archives New Zealand can: • Take digital transfers from mid-2013 • Give online access to open access records • Manage restricted access records securely • Receive more regular, routine transfers • Move towards online agency access to restricted records Department of Internal Affairs
- 5. Standards and guidance • Reviewing mandatory standards • What’s working, what’s not working • Moving to one document, removing duplication • Filling gaps – e.g. digital storage • Adoption of ISO and AS/NZ standards, instead of developing our own • AS/NZS ISO 13028 (Digitisation) to replace S6 • ISO 30300 series (Management systems for records) in process of adoption as AS/NZS • New document on digital records conversion and migration – ISO 13008 – likely to be adopted as an AS/NZS
- 6. Audit and Monitoring • By 30 June 81 public offices have been audited over two years. • 54 organisations scheduled for audit 2012/13. • 40 of these have already been contacted • 21 have been visited by members of the Audit Team. • Government recordkeeping survey was discontinued 2011. Department of Internal Affairs
- 7. Recently Approved Disposal Authorities • Te Wananga o Aotearoa • Health Research Council of New Zealand • New Zealand Forest Research Institute Limited • Mental Health Commission • Transport Accident Investigation Commission • Department of Internal Affairs - Royal Commissions and Commissions of Inquiry • Ministry of Foreign Affairs and Trade, Head Office • Department of Conservation
- 8. Disposal and Acquisition Directions • Review of the Appraisal Framework • Developing an Acquisition Policy – being clearer about the kinds of records we would like to be transferred • Streamlining processes and procedures around appraisal and transfer • Retooling appraisal and transfer for the digital world and the digital archive
- 9. Future Perfect 2012 Conference • Digital Preservation by Design • Te Papa, 26-27 March 2012 • It’s not too late to benefit from the conference! • Conference papers and presentations available at http://tinyurl.com/88bvdkj • Jeff Rothenburg keynote on youtube: http://tinyurl.com/7aw22af
- 10. New Digital Continuity Training Course • Targeted at staff who manage records and information • Digital Continuity Health Check • Raising awareness of risk and possible mitigations • Case studies • First course on 9th July 2012
- 11. Recordkeeping training coming up Appraisal and Disposal of Public Wellington 19-20 Records June ‘Hands on’ training in getting it right Digital Continuity Training Course Wellington 9 July Introduction to the Public Records Act Wellington 6 August Everything you always wanted to know but were too afraid to ask! Introduction to Archives Hawkes 9-10 Bay August
- 12. Recordkeeping forums – time to review • Questions • Are the forums still delivering benefit? • How much impact do they have? • Should we continue to run them? • Could we change the form and content of the forums to make them more effective? • We would like your feedback • Online survey • Email rkadvice@dia.govt.nz • Talk to us!
- 13. Questions? Department of Internal Affairs
Editor's Notes
- New teams, new people The Disposal and Acquisition is a new team responsible for three functions. The rationale for this is to take care of the process from an agency developing its appraisal report and disposal schedule, its access restriction regime and then to oversee the implementation of the disposal schedule and access classification The team is responsible for encouraging agencies to actively and efficiently dispose of records as a vital part of good recordkeeping practice as this is representing a huge cost to government. They are currently partnering with a number of agencies on pilot transfers of digital records to the Government Digital Archive. Recordkeeping Capability is focussed on improving the ability of organisations to create and keep records. We work across the public sector (including DHBs), with local government, and in community archives. Our key goals are 1) promoting recordkeeping and the purposes of the PRA 2) building a skilled recordkeeping workforce through training and other interventions 3) providing a framework of standards, tools and guidance to support records and archives management 4) making it as easy as possible for clients to get the advice they need, when they need it. Audit and Monitoring The key responsibilities are (1) delivery of PRA Audits which measure the recordkeeping capability within an organisation; (2) all monitoring and reporting in accordance with the PRA (2005); (3) any investigations into breaches of the PRA (2005). The key priority areas are: Continue to deliver audits focusing on providing value and a high quality professional service to audit clients Establish and ‘audit-lite’ process to support schools Support Local Authorities via ALGIM with tools to self-assess recordkeeping capabilities Establish a robust process for dealing with complaints and allegations of breaches of the PRA (2005).
- In 2010 Archives New Zealand secured Government funding for the development of a digital archive. This digital archive will enable Archives New Zealand to take in large-scale transfers of government agencies’ digital records and provide appropriate public access to these records, such as email messages, videos, databases and electronic documents. Creating the Government Digital Archive allows for the on-going implementation of the Public Records Act 2005 in a digital world. Where we are at Click Take digital transfers from mid-2013 ANZ is transforming its business processes and developing the necessary infrastructure to receive digital records and securely manage them in a digital archive. It includes changing the item model that describes records, reviewing internal processes right throughout ANZ, running pilot transfers and all of the technical work needed. Click Give online access to open access records With the current Archway, people can search and identify holdings in the archives. By the end of the Programme, people will be able to also download available digital files. It will not matter where the files are physically located, which will be an advantage over paper files. This option will be an addition to current services such as reading rooms and the government loans programme. Click Manage restricted access records securely ANZ will be able to keep and manage access restrictions on both digital and paper files. The metadata describing restricted access files will typically be available via the Archway website, but the files themselves will not be. There will also be the option to restrict even the metadata. One clear example of this would be adoption files, which name the person who was adopted in the file title. Click Receive more regular, routine transfers 25 years is a long time in the life of digital records. ANZ is committed to supporting agencies with developing more regular, scheduled transfers. Not only regular in the sense of timing, but in the sense of being well-planned and consistent. This will reduce the resources required per transfer.Click Move towards online agency access to restricted records Changes to the way access restrictions will be recorded in Archway will form the foundations from which to build an online way to give agencies access to records they have transferred. There is a lot to consider here and it is very important to get right, hence this work not being within the scope of GDA Click
- We have found that many entity types (e.g. DHB’s, TEI’s, SOE’s, CE) get together and talk about their experiences through the audit and we encourage our clients to do this as it does assist you through the process. The Government Recordkeeping Survey was discontinued 2011. The report to the Minister on the audits conducted under section 33 of the Act also includes the state of recordkeeping within public offices as set out in section 32.
- This summarises public office disposal authorities that have been approved by the Chief Archivist over the past six months. We’d like to acknowledge the work that these agencies have done in preparing appraisal documentation and consulting with stakeholders, and celebrate the fact that more and more agencies now have comprehensive disposal coverage for their core business records. If you were involved with one of these projects, thank you. Archives NZ took 49 transfers during the same period.
- Nothing stands still in the world of appraisal and, as part of the review of our Appraisal Policy we are taking the opportunity to look at our whole appraisal framework.
- Archives NZ major sponsor
- We're currently developing a one day course on Digital Continuity. The intended audience is RM/IM staff, but its content may be of interest to a broader audience, such as IT or project management staff, etc.Click We're pitching the course as a DC 'health check'. At the end of the day, attendees should be able to rate themselves against some Digital Continuity indicators and see how well their agency is doing in preserving DC. They'll be able to take home a kind of 'report card' which hopefully will both reinforce good practice and provide the basis for concrete action.Click It raises awareness rather than teaching specific digital preservation . The focus is on communicating the particular risks posed by electronic records and talking through the kinds of knowledge, processes, capabilities, and so on, that need to be in place within an agency to manage those risks appropriately.Click The core of the course will be several case studies. The course won't provide specific solutions to complex technical problems--how to migrate records from one EDRMS to another, for example. These problems are just too varied, too context-related and too difficult to cover off in one day. So, the focus is not on digital preservation techniques.Click Picture taken by Viking 1 Lander on Mars, 1977. NASA stored the data from these missions on tape which degraded. They had to recreate the data from printouts.
- The government recordkeeping forums have been run in their current form for more than ten years. They were originally established for a simple reason: to improve communication between Archives New Zealand and government organisations, and build positive relationships. Since then, the forums have gone from strength to strength. In 2002, 50 people was considered a very good attendance. Now, 150 is quite normal. There is a whole community of people who come to these forums on a regular basis. But we think it is time to have a careful look at the forums and consider these questions [read slide above] Issues Too many people? Not strategic enough? Not practical enough? Audience too broad? Not welcoming for ‘outsiders’?