DIGITAL RECORDKEEPING INITIATIVES

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DIGITAL RECORDKEEPING INITIATIVES

• Janine Delaney

Manager, Digital Preservation Team
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OVERVIEW

• Archives New Zealands Digital Recordkeeping
  Programme
• Australasian Digital Recordkeeping Initiative
  (ADRI)

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WHAT IS RECORDKEEPING?

• a consistent and coherent regime of management
  processes from the time of the creation of
  records (and before creation, in the design of
  recordkeeping systems), through to the
  preservation and use of records as archives.

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WHY IS IT IMPORTANT?

• High level of risk to digital records from the
  beginning
• Loss due to IT obsolescence
• Loss due to lack of capture and ongoing
  management
• Loss of authenticity and reliability usability

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AUSTRALASIAN APPROACH TO GOVERNMENT RECORDS

• Digital Preservation relies on good digital
  recordkeeping
• Shared responsibility between the Archives and
  government agencies

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STRATEGIES

• Develop recordkeeping policies, guidelines,
  standards, legislation
• Capture records at creation into well-designed
  recordkeeping systems
• Capture appropriate metadata
• Influence vendors in system design of RMS EDRMS
  systems
• Apply appraisal decisions regarding the retention
  of digital records at creation
• Identify preservation strategy early on (what are
  you trying to preserve!)
• Active management of records for as long as they
  are needed
• Standardise on open formats

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ARCHIVES NEW ZEALANDS INITIATIVES

• 1997 Electronic Records Policy
• 2000 Recordkeeping Framework launched
• 2003 Launch of Continuum Programme
• ISO 15489 endorsed
• ERKS standard
• 2004 Appraisal review
• Charged appraisal regime abandoned
• First General Disposal Authorities issued
• 2004/5 Archway launched
• 2005 Public Records Act
• Create and maintain provisions
• Continuation of disposal by authority of Chief
  Archivist
• Mandatory transfer after 25 years
• Audit provisions
• 2004 Member of Australasian Digital
  Recordkeeping Initiative
• 2006 Digital Archives Programme

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DIGITAL ARCHIVES PROGRAMME

• To develop the capability to receive, preserve,
  manage and provide access to born-digital
  government records
• Consistent with the Digital Content Strategy Goal
  1
• Content important to New Zealand is easy to
  access, is protected, and kept safe for use by
  future generations
• Component of the Recordkeeping Programme
• Divided into three stages

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STAGE ONE

• Focused on research, capability building,
  strategy
• Two projects
• business requirements and
• prototype system
• Internally funded
• Up to 2 years duration
• Not a production system

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STAGE TWO

• Develop business case to implement a full digital
  archive
• Funding needed to proceed to stage three

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STAGE THREE

• Digital archive infrastructure development
• Archway integration and development
• Business change
• Staff training
• Communication and marketing
• Agency training and support
• New standards, guidelines and tools
• New appraisal regime

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AUSTRALASIAN DIGITAL RECORDKEEPING INITIATIVE
(ADRI)

• Partnership between state and national government
  archives in Australia and New Zealand
• To share the work of developing tools, standards,
  and guidance in digital recordkeeping
• To share the work of professionally developing
  staff in digital recordkeeping

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ADRI VISION

• All governments in Australia and New Zealand
  implement a uniform approach to making, keeping
  and using digital records to ensure
  accountability and the long-term protection of
  vital cultural heritage.
• This uniformity leads to efficiency, economy and
  interoperability across participating communities.

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ADRI PRINCIPLES

• That all ADRI members are committed to agreed
  principles for digital recordkeeping
• That ADRI supports members in advocating for
  appropriate digital recordkeeping to support
  government in their jurisdictions
• That each government has an e-governance regime
  which is supported by sound strategies for
  making, keeping and using digital records
• That vendors provide implementations of standards
  developed by ADRI

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ADRI PRINCIPLES continued

• That the evidence of e-government of Australia
  and NZ is captured, preserved and accessible for
  the benefit of current and future generations
• That professional leadership and development is
  provided in digital recordkeeping
• That, in a digital environment, agencies can meet
  their legal and functional responsibilities
  effectively and economically
• That the best possible strategic use of limited
  collective resources is made.

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ADRI PROJECTS

• Strategic tools
• Generic business cases for digital recordkeeping
• Archival staff training
• Common standards and specifications
• Standard transfer format for digital records
• Generic specifications for records management
  software functionality
• Generic specifications for recordkeeping
  functionality in business applications

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ADRI PROJECTS continued

• Guidelines and best practice manuals
• Case studies
• Managing recordkeeping metadata in archival
  systems
• Statement on digital rights management
  technologies

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ADRI WEBSITE

• http//www.adri.gov.au/