Digital Storage & Other Issues Graham Chapman Information & Data Architect

MoJ Enterprise Architecture – Digital Storage 2 Scanning is Easy

MoJ Enterprise Architecture – Digital Storage 3 NOT!

MoJ Enterprise Architecture – Digital Storage 4 Case Study #1: An SOE Building Move No more than two boxes MFDs for scanning Skips for rubbish

MoJ Enterprise Architecture – Digital Storage 5 Case Study #2: MoJ

MoJ Enterprise Architecture – Digital Storage 6 The Future State  Capability added – secure printing, desk top faxing, scanning, ECM integration & self service printer setup  Compliance – enables fax and scanning compliance with security requirements of Public Records Act and NZSIT 502  Open plan office spaces will generally only be served by multifunction devices (MFDs) combining duplex A3 and colour capability with print, copy, scan and fax (via gateway) capability.  Secure/sensitive printing will be supported via pull-printing using appropriate authentication (eg pin, card or token). The default will be monochrome duplex printing.

MoJ Enterprise Architecture – Digital Storage 7 Policies (Sample)  MFDs are to be provided based on actual print type and quantities, maximum acceptable waiting time and the requirement to maintain business with one device out of service  Specialist devices will only be used for specialist need (eg negative scanning, batch printing, courtrooms, A1 printing etc)  All printing/scanning services will encrypt traffic across the network. Similarly all mass storage that caches print/scan content must be encrypted and have robust overwrite protection  Higher volume print and scan jobs which do not involve sensitive material may be undertaken by outsource service providers

MoJ Enterprise Architecture – Digital Storage 8 Future State Standards (Sample)  Ministry of Justice: Interim Security Policy, D Mollan 2005  Government Communications Security Bureau (GCSB) standard series NZSIT 400 & 500. In particular NZ Security of Information Technology Standards NZSIT 502 – The use of Digital Photocopiers and Multi- Function Devices within NZ Government  Ministry of Justice: Security Standard – Multi Function Devices V June 2006 and later revisions  Digitisation Standard – Archives NZ Government Recordkeeping Group  Public Records Act 2005 – requirements for holding and transfer of records  JSR170 – MFD to ECM interfacing

MoJ Enterprise Architecture – Digital Storage 9 Digitisation Considerations

MoJ Enterprise Architecture – Digital Storage 10 Mandatory Requirements

MoJ Enterprise Architecture – Digital Storage 11 Mandatory Requirements (Cont.)

MoJ Enterprise Architecture – Digital Storage 12 Definitions

MoJ Enterprise Architecture – Digital Storage 13 A Multi-Function Device: the Scanner Part One page out of 132 pages dealing with just the Scanner part of our Ricoh Aficio 3245C MFD Part of the technical specifications from the standard.

MoJ Enterprise Architecture – Digital Storage 14 And then into storage …

MoJ Enterprise Architecture – Digital Storage 15 What about the rest of the digital content?

MoJ Enterprise Architecture – Digital Storage 16 Storing Digital Content Documents in file shares … Documents in other applications … Process diagrams & workflows … Audio … Video … Images … Maps … Reports …

Questions ?