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Australasian Digital Recordkeeping Initiative – Adrian Cunningham.

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Presentation on theme: "Australasian Digital Recordkeeping Initiative – Adrian Cunningham."— Presentation transcript:

1 Australasian Digital Recordkeeping Initiative – Adrian Cunningham

2 SESSION OUTLINE Challenge – Making, Keeping and Using Digital Records over long term Australasian Digital Recordkeeping Initiative (ADRI) – objectives, principles Uniform Australasian approach ADRI projects Outstanding issues

3 CHANGES IN THE RECORD KEEPING ENVIRONMENT Devolution of responsibilities to individual agencies Changes in work processes Internet & data exchange New public records laws

4 THE PRESERVATION PROBLEM Rapid obsolescence of –Data formats –Digital media, densities etc. –Hardware –Software – operating systems & applications Physical instability of digital media

5 CONVERGENCE TO XML? International standardisation vs proprietary formats Extensibility = adaptability Platform neutral

6 AUSTRALIAS TRACK RECORD The Records Continuum/AS 4390 (1996) E-Permanence/DIRKS/Functional analysis Metadata standards Work Process Analysis for Records, AS 5090 Victorian Electronic Records Strategy National Archives of Australias Digital Preservation Program – Xena, etc History of cross-jurisdictional cooperation within a federal system of government

7 Members since 2004 National Archives of Australia Archives New Zealand Public Record Office Victoria State Records NSW ACT Territory Records Archives Office of Tasmania Northern Territory Archives Service Queensland State Archives State Records South Australia State Records Office Western Australia

8 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.

9 ADRI Objectives (1) 1.That all ADRI members are committed to agreed principles for digital recordkeeping. 2.That ADRI supports members in advocating for appropriate digital recordkeeping to support government in their jurisdictions. 3.That each government in Australia and New Zealand has an e-governance regime which is supported by sound strategies for making, keeping and using digital records. 4.That vendors provide implementations of standards developed by ADRI.

10 ADRI Objectives (2) 5.That the evidence of e-government of Australia and NZ is captured, preserved and accessible for the benefit of current and future generations. 6.That professional leadership and development is provided in digital recordkeeping for Australia and New Zealand. 7.That, in a digital environment, agencies can meet their legal and functional responsibilities effectively and economically. 8.That the best possible strategic use of limited collective resources is made.

11 ADRI Guiding Principles (1) 1. Advocacy and assistance responsibilities of government archives. 2. Primary importance of the design and implementation of recordkeeping systems. 3. Shared rights and responsibilities and the need for adequate support and training. 4. Commitment to common standards. 5. Importance of identifying recordkeeping requirements. 6. Importance of standardised recordkeeping metadata.

12 ADRI Guiding Principles (2) 7. Records that are made in digital form should be retained in digital form. 8.Digital records need to be actively managed and maintained. 9.Preservation formats should not be constrained by proprietary rights. 10.Need for trusted digital repositories. 11.Public access should be maximised by full use of available networked technologies.

13 Uniform Australasian Approach Making & Managing Digital Records Keeping Digital Records (both in agencies and in the archives) Transferring Digital Records to Archives Using Digital Records

14 Making & Managing Digital Records Guidelines and tools for: · Creating accurate & reliable records · Classification and control metadata for records · Technology-specific issues for records (eg., ; encryption; web-based resources) · Functional requirements for r/k systems · Model software procurement specifications · Compliance assessment and/or self-diagnosis · Schemas for record genres Standards for: · Recordkeeping metadata · Methodologies for recordkeeping system design and implementation

15 Keeping Digital Records (both in agencies and in the archives) Guidelines on: · Preferred long term data formats · XML – based approaches to digital preservation · Migration paths for long-term digital records · Preservation treatment of specific data formats (e.g. database-derived records; web records) · Process models for preservation of digital records in agency custody · Dealing with changes in the machinery of government over time · Process models & recommendations for retrieval of records from defunct systems or media

16 Keeping Digital Records (both in agencies and in the archives) Standards for · describing digital records · minimum requirements for preservable data formats · trustworthy digital repositories · maintenance of provenance and authenticity for digital records

17 Transferring Digital Records to Archives Guidelines on: · Preferred data formats & methods for transferring records to archival custody · Methods for automatic transfer of recordkeeping metadata · Maintenance of provenance and authenticity Standards for · Transfer between government agencies and from agencies to archival custody · Minimum authenticity requirements · Transfer media

18 Using Digital Records Guidelines on: · Legal provisions re access to digital archives · Expunging sensitive data from public access copies · Storage & presentation of preserved data formats · Certification of provenance & authenticity · Fraud prevention · Data re-formatting and presentation (e.g. databases) · Searching & discovery mechanisms Standards for · Uniform resource discovery based on metadata sets (e.g. AGLS) · Thesaurus-based searching

19 Uniform Australasian Approach Public standards –ISO 14721:2003 (OAIS Blue Book) –ISO15489 – Records Management –XML rfc Managing the entire continuum –Recordkeeping standards –Metadata standards –Genre schemas Implementation approaches

20 Uniform Australasian Approach Public standards ISO 14721: Reference Model for an Open Archival Information System

21 Uniform Australasian Approach Implementation-level approaches XML package wrapping Industry commodity platforms Open, documented formats Minimise migration requirements Provenance & authenticity mechanisms (e.g. checksums)

22 Uniform Australasian Approach What is not uniform? Legislative regimes Access regimes Implementation details State of play

23 ADRI: Projects/Products Common transfer/ingest format and/or standard for a Submission Information Package (Exposure Draft) Generic business cases for digital recordkeeping Generic specifications for digital archive hardware and software functionality Staff training workshops/modules Generic specs for digital archive hardware/software Generic specs for records management software Advice on Digital Rights Management Technology

24 Issues to be resolved? Whole of archives reinvention for end to end digital archiving Capacity planning/scalability Metadata encapsulated objects vs distributed metadata management? Digital Rights Management technology

25 ADRI Website – –

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