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Australasian Digital Recordkeeping Initiative

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National Archives of Australia's Digital Preservation Program Xena, etc ... National Archives of Australia. Archives New Zealand. Public Record Office Victoria ... – PowerPoint PPT presentation

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Title: Australasian Digital Recordkeeping Initiative


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)
  • 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 in Australia and New Zealand
    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.

10
ADRI Objectives (2)
  • 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 for Australia
    and New Zealand.
  • 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.

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.
  • Digital records need to be actively managed and
    maintained.
  • Preservation formats should not be constrained by
    proprietary rights.
  • Need for trusted digital repositories.
  • 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.,
    email 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
  •    XMLbased 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 147212003 (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 147212003 -
  • Reference Model for an Open Archival Information
    System

21
Uniform Australasian Approach Implementation-leve
l 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
  • http//www.adri.gov.au
  • http//www.adri.govt.nz
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