A View from the Other Side: Digital Continuity in New Zealand: Standards, Services and Solutions Evelyn Wareham Programme ...
Overview <ul><li>Digital Continuity </li></ul><ul><li>Approaches on the Other Side </li></ul><ul><li>Current Initiatives i...
What’s in a name? <ul><li>Digital continuity </li></ul><ul><li>Digital sustainability  </li></ul><ul><li>Recordkeeping </l...
Australian and New Zealand Approaches A view from the other side
Continuum Approach PLURALISE ORGANISE CAPTURE CREATE
Influencing Records Creators <ul><li>“ The National Archives has reinvented itself as a proactive promoter of best practic...
Standards and Influence <ul><li>2001 – Archives NZ status raised to Department </li></ul><ul><li>2003 – Continuum Resource...
Public Records Act 2005 (PRA) <ul><li>Reflected changes in: </li></ul><ul><ul><li>technology (e-records, email, web, sms) ...
Public Records Act Key Requirements <ul><li>Organisations must  create and maintain  full and accurate records of their ac...
Public Records Act Compliance Framework Audits Standards Inspection Direction to report Annual report to Parliament Archiv...
Public Records Act Standards <ul><li>Strategy and methodology developed with Standards New Zealand in 2006 </li></ul><ul><...
Public Records Act Audits <ul><li>Act requires Archives New Zealand to commission audits of recordkeeping in all public of...
Implementation – 2008 <ul><li>3 years since Act passed </li></ul><ul><li>Increase in policies to assess compliance with PR...
Digital Continuity: The Remaining Problem <ul><li>67% of New Zealand public sector agencies hold records they can no longe...
2008 Government Recordkeeping Survey <ul><li>Of the 67% of   agencies with inaccessible records </li></ul><ul><ul><li>31% ...
Some Issues <ul><li>Large volumes of information make recordkeeping time consuming </li></ul><ul><li>Digital recordkeeping...
Digital Continuity
Digital Continuity Strategy
Digital Continuity Strategy <ul><li>A whole of government approach to a whole of government issue </li></ul><ul><li>Mandat...
Process <ul><li>Development by interdepartmental advisory group Mar-Jun 2008 </li></ul><ul><li>Cabinet approval to consult...
Digital Continuity Strategy: Key Messages <ul><li>There when you need it .   Information will be maintained as long as nee...
Draft Digital Continuity Strategy <ul><li>Vision:  Information is trusted and accessible when it is needed, now and in the...
Digital Archive Development <ul><li>Slow start? </li></ul><ul><li>Victorian Electronic Records Strategy (VERS) </li></ul><...
Interim Digital Archive
Interim Digital Archive - Principles <ul><li>Enables some transfers of public archives </li></ul><ul><li>Opportunity to le...
Why an Interim Solution? <ul><li>Best way to learn what is required for a full digital archive solution  </li></ul><ul><li...
How the Interim Digital Archive Works Refer  PRONOM  format registry, TNA Digital  Record   Analyse &  prepare Manage & pr...
Ingest and Normalisation
Future Developments <ul><li>Interim digital archive scoped to last 2-3 years. </li></ul><ul><li>ROI process completed and ...
Cooperation and Partnerships <ul><li>CONSULTATION + PARTNERSHIP </li></ul><ul><li>= OWNERSHIP + ACCEPTANCE </li></ul>© Chr...
 
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Digital Continuity in New Zealand: Standards, Services and Solutions, Presentation to DLM Forum Conference, Toulouse, 2008

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An overview of current initiatives at Archives New Zealand in the area of digital continuity. It covers standards and influence, strategy development and digital archive programmes.

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  • Digital Continuity in New Zealand: Standards, Services and Solutions, Presentation to DLM Forum Conference, Toulouse, 2008

    1. 1. A View from the Other Side: Digital Continuity in New Zealand: Standards, Services and Solutions Evelyn Wareham Programme Manager, Digital Sustainability Archives New Zealand
    2. 2. Overview <ul><li>Digital Continuity </li></ul><ul><li>Approaches on the Other Side </li></ul><ul><li>Current Initiatives in New Zealand </li></ul><ul><ul><li>Standards and Influence </li></ul></ul><ul><ul><li>Digital Continuity Strategy </li></ul></ul><ul><ul><li>Digital Archive Solutions </li></ul></ul>
    3. 3. What’s in a name? <ul><li>Digital continuity </li></ul><ul><li>Digital sustainability </li></ul><ul><li>Recordkeeping </li></ul><ul><li>Records management </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>
    4. 4. Australian and New Zealand Approaches A view from the other side
    5. 5. Continuum Approach PLURALISE ORGANISE CAPTURE CREATE
    6. 6. Influencing Records Creators <ul><li>“ The National Archives has reinvented itself as a proactive promoter of best practice recordkeeping - our core business now spans the entire records continuum” </li></ul><ul><ul><ul><li>Adrian Cunningham, 1999 </li></ul></ul></ul>
    7. 7. Standards and Influence <ul><li>2001 – Archives NZ status raised to Department </li></ul><ul><li>2003 – Continuum Resource Kit </li></ul><ul><li>2005 – Public Records Act </li></ul><ul><li>2005-08 – Standards </li></ul><ul><li>2010 – Audits </li></ul>
    8. 8. Public Records Act 2005 (PRA) <ul><li>Reflected changes in: </li></ul><ul><ul><li>technology (e-records, email, web, sms) </li></ul></ul><ul><ul><li>business practice (devolution, restructuring, corporatisation eg State Owned Enterprises) </li></ul></ul><ul><ul><li>other legislation (Official Information Act, Privacy) </li></ul></ul><ul><li>Clean slate approach – i.e. complete review of legislation </li></ul><ul><li>Third generation law </li></ul><ul><li>Holistic approach to public sector recordkeeping </li></ul>
    9. 9. Public Records Act Key Requirements <ul><li>Organisations must create and maintain full and accurate records of their activities, and maintain them in accessible form (s17) </li></ul><ul><li>Organisations must manage disposal of records in accordance with the Chief Archivist’s authorisation (s18) </li></ul><ul><li>Also a framework of requirements for preservation and access for archival records </li></ul>
    10. 10. Public Records Act Compliance Framework Audits Standards Inspection Direction to report Annual report to Parliament Archives New Zealand must undertake independent audits of recordkeeping in public offices starting from 2010. Audits will measure compliance against some of the requirements of the mandatory standards. Standards will have been in existence for 2 years before they are audited against. Archives New Zealand has the right to inspect the archives and records of public offices and local authorities. Chief Archivist must report to Parliament on the state of recordkeeping in public offices. Public offices can be directed to report on any aspect of recordkeeping or on the records they control.
    11. 11. Public Records Act Standards <ul><li>Strategy and methodology developed with Standards New Zealand in 2006 </li></ul><ul><li>Identifies priority areas for standards – digital recordkeeping , metadata, digitisation, etc. </li></ul><ul><li>Linked to audit programme </li></ul><ul><li>Required to consult with all organisations covered </li></ul><ul><li>Collaborative process </li></ul>Set Up Advisory Group Consult on Draft Initiate (or Review) Issue and Support Use for Audits
    12. 12. Public Records Act Audits <ul><li>Act requires Archives New Zealand to commission audits of recordkeeping in all public offices </li></ul><ul><li>Audits begin 2010/2011 </li></ul><ul><li>Nearly 2700 public offices to be audited </li></ul><ul><li>Audits based on key requirements of the Public Records Act </li></ul>
    13. 13. Implementation – 2008 <ul><li>3 years since Act passed </li></ul><ul><li>Increase in policies to assess compliance with PRA </li></ul><ul><ul><li>In 2006, 43% of agencies had policies, in 2007 it was 70% </li></ul></ul><ul><li>Significant increase in recordkeeping activity </li></ul><ul><li>High demand for skilled recordkeeping staff </li></ul><ul><li>Jump in demand for Archives NZ advice services and recordkeeping forums </li></ul><ul><li>Requests for transfers outnumbering capacity 10:1 </li></ul>
    14. 14. Digital Continuity: The Remaining Problem <ul><li>67% of New Zealand public sector agencies hold records they can no longer access </li></ul>
    15. 15. 2008 Government Recordkeeping Survey <ul><li>Of the 67% of agencies with inaccessible records </li></ul><ul><ul><li>31% have records where controlling index is not available </li></ul></ul><ul><ul><li>20% have records that require computer software or hardware that is no longer available </li></ul></ul><ul><ul><li>15% have records stored on obsolete storage media </li></ul></ul><ul><li>However, many are planning steps to deal with this </li></ul><ul><ul><li>33% undertaking a records audit to find lost records </li></ul></ul><ul><ul><li>39% migrating to new hardware/software/formats </li></ul></ul><ul><ul><li>29% copying or digitising records </li></ul></ul>
    16. 16. Some Issues <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 training opportunities are needed </li></ul><ul><li>Technology moving very fast – e.g. wikis, blogs, text, facebook </li></ul>
    17. 17. Digital Continuity
    18. 18. Digital Continuity Strategy
    19. 19. Digital Continuity Strategy <ul><li>A whole of government approach to a whole of government issue </li></ul><ul><li>Mandated under Digital Strategy 2.0 </li></ul><ul><li>Need common vision, approach and understanding </li></ul><ul><li>Interdepartmental strategic advisory group </li></ul><ul><li>Consultative process </li></ul>
    20. 20. Process <ul><li>Development by interdepartmental advisory group Mar-Jun 2008 </li></ul><ul><li>Cabinet approval to consult Aug 2008 </li></ul><ul><li>Wide 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>
    21. 21. 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>
    22. 22. 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>
    23. 23. Digital Archive Development <ul><li>Slow start? </li></ul><ul><li>Victorian Electronic Records Strategy (VERS) </li></ul><ul><li>National Library of Australia </li></ul><ul><li>National Archives of Australia – Xena and DPR </li></ul><ul><li>National Library New Zealand </li></ul><ul><li>Many others still starting out or seeking resources </li></ul>
    24. 24. Interim Digital Archive
    25. 25. Interim Digital Archive - Principles <ul><li>Enables some transfers of public archives </li></ul><ul><li>Opportunity to learn and build capability </li></ul><ul><li>Minimal solution </li></ul><ul><li>Automation wherever possible </li></ul><ul><li>Manual supporting process acceptable </li></ul><ul><li>Open source </li></ul><ul><li>No direct online public access </li></ul><ul><li>Also used for digitised content </li></ul>
    26. 26. Why an Interim Solution? <ul><li>Best way to learn what is required for a full digital archive solution </li></ul><ul><li>Fulfill responsibilities and protect vulnerable records while a full solution is developed </li></ul><ul><li>Doesn’t require the same level of resource as a full solution </li></ul><ul><li>A pick and mix approach </li></ul><ul><li>Open source (Fedora / Fez) </li></ul><ul><li>Not adopting a specific preservation approach – migration, encapsulation, emulation? </li></ul><ul><li>Temporary and minimal solution </li></ul>
    27. 27. How the Interim Digital Archive Works Refer PRONOM format registry, TNA Digital Record Analyse & prepare Manage & preserve in repository Nomalise Identify & validate Identify Ingest Assign archival metadata DROID JHOVE XENA
    28. 28. Ingest and Normalisation
    29. 29. Future Developments <ul><li>Interim digital archive scoped to last 2-3 years. </li></ul><ul><li>ROI process completed and planning underway for a full digital archive solution </li></ul><ul><li>Public Records Act and inaccessibility give incentives for agencies to transfer </li></ul><ul><li>Demand for more open source tools </li></ul><ul><li>BUT digital archive systems are only one part of the puzzle </li></ul><ul><li>Digital Continuity Strategy guiding future developments </li></ul>
    30. 30. Cooperation and Partnerships <ul><li>CONSULTATION + PARTNERSHIP </li></ul><ul><li>= OWNERSHIP + ACCEPTANCE </li></ul>© Chris McGrath/Getty Images

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