1. Washington State Archives Documenting Democracy Washington State Archives Digital Archives MOVING E-RECORDS INTO THE FUTURE Presented by Leslie Koziara Washington State Archives, April 2010

2. Washington State Archives Documenting Democracy Digital Archives Services and Benefits Transferring Your Records Modern Records Storage Value to Government Agencies

3. Washington State Archives Documenting Democracy Transferring Your Records 1. Consultation 2. Transmittal Agreement (TA) 3. Transfer Information Plan (TIP) 4. Transfer Methods 5. Ingestion 6. Access Information Gathered: Identify Record Series Identify File Formats Identify Recording System

4. Washington State Archives Documenting Democracy Transferring Your Records 1. Consultation 2. Transmittal Agreement (TA) 3. Transfer Information Plan (TIP) 4. Transfer Methods 5. Ingestion 6. Access

5. Washington State Archives Documenting Democracy Transmittal Agreement (TA) Agency information Agreement to transfer data Scope of work

6. Washington State Archives Documenting Democracy Transferring Your Records 1. Consultation 2. Transmittal Agreement (TA) 3. Transfer Information Plan (TIP) 4. Transfer Methods 5. Ingestion 6. Access

7. Washington State Archives Documenting Democracy Open your “savings account” Identify record series/DAN number Access - any restrictions? Chain of custody Technical information Formats Size – how many bytes, gigs? Access for ingestion purposes Indexing/search criteria Set up account for copy charges/revenue (If applicable)

8. Washington State Archives Documenting Democracy Transferring Your Records 1. Consultation 2. Transmittal Agreement (TA) 3. Transfer Information Plan (TIP) 4. Transfer Methods 5. Ingestion 6. Access Options: Hard Drive ‘Archive This’ Secure File Transfer Protocol (SFTP) Tool

9. Washington State Archives Documenting Democracy Transferring Your Records 1. Consultation 2. Transmittal Agreement (TA) 3. Transfer Information Plan (TIP) 4. Transfer Methods 5. Backup and Ingestion 6. Access Verify security Create report Copy data to backup Byte count Store security copy Ingest

10. Washington State Archives Documenting Democracy Transferring Your Records 1. Consultation 2. Transmittal Agreement (TA) 3. Transfer Information Plan (TIP) 4. Transfer Methods 5. Ingestion 6. Access Access Tools: Search Description Holding Electronic Records Tank (HERT)

11. Washington State Archives Documenting Democracy Transferring Your Records Biggest Challenge Biggest challenge to the Digital Archives: Multiple proprietary formats! When purchasing an electronic records management system, please let your vendor know that the Digital Archives has an acceptable data export format. We will be glad to work with your vendor so that we can preserve your records.

12. Washington State Archives Documenting Democracy Modern Records Storage Digital Archives Racks 2005 3.5 million records 2006 6 million records 201085 million records

13. Washington State Archives Documenting Democracy Digital Archives Value 1. Access and convenience 2. Reduce agency workload 3. Limited business resumption 4. Digital Archives migration strategy It is the State Archivist’s duty to “centralize the archives of the state of Washington, to make them available for reference and scholarship, and to ensure their proper preservation. RCW 40.14.020 Benefits of centralization

14. Washington State Archives Documenting Democracy Digital Archives Value 1. Access and convenience 2. Reduce agency workload 3. Limited business resumption 4. Digital Archives migration strategy Eliminates vague search requests which require considerable staff time Reduces public records requests Eliminates microfilm searches and reproductions Provides option of certification by the DA Avoids cost of hardware and software obsolescence Use of DA resources and staff

15. Washington State Archives Documenting Democracy Digital Archives Value 1. Access and convenience 2. Reduce agency workload 3. Limited business resumption 4. Digital Archives migration strategy Retrieval of records for agency or customers.

16. Washington State Archives Documenting Democracy Digital Archives Value 1. Access and convenience 2. Reduce agency workload 3. Limited business resumption 4. Digital Archives migration strategy In-house architecture and migration strategy As needed for technology obsolescence

17. Washington State Archives Documenting Democracy Our New Services Tab www.digitalarchives.wa.gov

18. Washington State Archives Documenting Democracy Contacts and Website Debbie Bahn, Lead Archivist (509) 235-7500 ext. 207 debbie.bahn@sos.wa.gov June Timmons, Chief Applications Architect (509) 235-7500 ext. 202 june.timmons@sos.wa.gov Washington State Archives, Digital Archives www.digitalarchives.wa.gov

19. Washington State Archives Documenting Democracy Records Managers Rock! Thank You!