The Digital Continuity Strategy: Consultation Draft

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The Digital Continuity Strategy Consultation
Draft
Stephen Clarke, Senior Advisor Digital
Sustainability Programme
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Why consult when we know all?

• The action points can still be changed or
  influenced
• By both external and internal consultation

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Key Messages

• Consultation ends on 14th of November
• A variety of feedback routes are available
• It will affect you
• Please read and comment!

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Whats in a name?

• Digital sustainability
• Digital continuity
• Digital recordkeeping futures
• Digital archive
• Digital repository
• Digital library
• Digital preservation
• Digital curation

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Digital Continuity at Archives New Zealand

• Digital continuity is ensuring digital
  information remains available and useable for as
  long as it is needed
• New programme team established 2006
• Digital Continuity Strategy under development
• Trialling Interim Digital Archive for digital
  archives
• Considering shared service possibilities

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Did you know?

• 67 of New Zealand public sector agencies hold
  records they can no longer access

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2008 Survey Digital Sustainability

• Of those c. 120 government agencies
• 14 have records stored on obsolete storage media
• 14 have records where controlling index is not
  available
• 13 have records that require computer software
  or hardware that is no longer available
• Archives NZ Government Recordkeeping Survey
• http//continuum.archives.govt.nz/government-recor
  dkeeping-surveys.html

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Digital Continuity

• Digital information lasts forever, or five
  years, whichever comes first. Jeff
  Rothenberg

Courtesy National Archives of Australia
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Collaborative Research and Practice

• Archives, libraries, science / research sectors,
  arts, academics
• Preservation planning services
• Methodologies, tools and services
• Preservation action tools
• Testbeds and prototypes
• Aim for dissemination and take-up

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Shared Services for (Non-Archival) Information
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Some Issues with digital information management

• Large volumes of information make recordkeeping
  time consuming
• Digital recordkeeping methods are still based on
  paper methods
• Solutions based on technology not perfect e.g.
  EDRMS
• Advocates for good information management often
  not part of senior management teams
• Lack of awareness that agency culture change is
  needed in addition to technology responses
• More digital recordkeeping education and training
  opportunities are needed
• Technology moving very fast e.g. wikis, blogs,
  text, facebook
• Low quality metadata

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Did you Know?
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Digital Continuity Strategy

• A whole of government approach to a whole of
  government issue
• Mandated under the Digital Strategy 2.0 and
  complimentary to the Digital Content Strategy
• Need common vision, approach and understanding of
  roles
• Interdepartmental strategic advisory group
• Consultative process

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Digital Continuity Strategy Key Messages

• There when you need it. Information will be
  maintained as long as needed. Some is needed
  only for a few months, some forever.
• Authentic and reliable. Information is
  tamper-proof and free of technological rights
  restrictions. It can be trusted to be authentic
  and reliable.
• 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.
• 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.

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Draft Digital Continuity Strategy Draft Digital
Continuity Strategy

• Vision Information is trusted and accessible
  when it is needed, now and in the future.
• Goals
• Understanding
• Well-managed from Day One
• Infrastructure
• Significant Information Preserved
• Trusted Access
• Good Governance

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Goal 1 Understanding

• People involved in digital continuity communicate
  effectively with each other and have a common
  understanding of the problem space

• Raise awareness of digital continuity issues at a
  strategic level
• Form a community of practice which crosses
  professional and occupational boundaries
• Harmonise existing legislative definitions
• Compile and maintain glossary

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Goal 2 Well-managed from Day One

• All digital information is well-managed from the
  point of creation onwards

• Support appropriate information systems
  procurement
• Develop a comprehensive framework of standards
  and guidance
• Monitoring and audits

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Goal 3 Infrastructure

• A robust infrastructure exists to support
  interoperability of systems and cost effective
  digital preservation.

• Investigate shared service for storage and
  retrieval of digital information
• Ensure New Zealand government has comprehensive
  digital archiving capability
• Leverage the governments existing investment in
  existing digital preservation initiatives

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Goal 4 Significant Information Preserved

• Significant government digital information is
  captured and preserved

• Analyse the functions of public sector bodies
  likely to generate significant digital
  information that will need to be kept long-term
• Target at risk areas of public sector information

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Goal 5 Trusted Access

• People are able to access digital information now
  and/or in the future, and information is
  protected from unauthorised access

• Facilitate sharing and re-use of information
• Ensure that access restrictions can be applied
  and maintained to certain types or categories of
  information
• Understand implications for Maori and ensure
  these perspectives are taken into account

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Goal 6 Good Governance

• Information management across government is
  characterised by good governance, leadership and
  accountability

• Identify lead and specialist agencies and
  articulate responsibilities
• Investigate need for, and role of, governance body

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Early Thinking

• Need to
• Avoid disconnects between record-making and
  archive systems
• Harmonise initiatives network of interoperable
  repositories in the public records system
• Consider possible centralised services (UK
  Washington state)
• Work together so we pool knowledge and skills
• Standardise and automate
• Understand and meet business needs

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Next steps

• Wider consultation Sep-Nov 2008
• Review and make changes Dec 2008
• Final Strategy to Cabinet early 2009

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Digital Continuity Strategy Consultation

• To publicise the consultation process
• send print copy mail-outs to CEs of public
  offices and local authorities (also available on
  request)
• mail-outs to listservs and made available on
  Continuum website
• produce online (and analogue) feedback forms
• Set up a Digital Continuity Strategy wiki
  http//wiki.archives.govt.nz
• focus groups and 1-on1 meetings with key
  audiences
• Consultation will run from 19/09/08 to 14/11/08

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