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Managing digital records Records Managers

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Title: Records Management Fundamentals A State Records Training Course Author: janetk Last modified by: Cassf Created Date: 2/18/2009 3:11:09 AM – PowerPoint PPT presentation

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Title: Managing digital records Records Managers


1
Managing digital recordsRecords Managers
Forum 30 March 2009
2
Why create the guidelines?
  • Needed to
  • address immediate and pressing IT challenges
  • improve business
  • protect businesses and Government
  • protect rights and entitlements of clients
  • avoid litigation
  • protect digital heritage
  • assist public offices with an action plan.

3

4

5

6
The 5 key strategies
  • 1. Make digital recordkeeping achievable for your
    organisation
  • 2. Keep digital records in recordkeeping systems
  • 3. Use recordkeeping metadata for digital
    recordkeeping
  • 4. Effectively manage the migration of your
    digital records
  • 5. Target specific record formats that are
    causing you problems

7
1. Make digital recordkeeping achievable for your
organisation
  • The guidelines encourage you to be proactive
    e.g.
  • limit the number of file formats used in your
    organisation
  • use open formats
  • destroy digital records when appropriate.

8
2. Keep digital records in recordkeeping systems
  • The guidelines explain
  • what a recordkeeping system is
  • what is NOT a recordkeeping system
  • how to purchase or reconfigure systems to become
    recordkeeping systems
  • how to tailor the solution to your specific
    needs.

9
3. Use recordkeeping metadata for digital
recordkeeping
  • The guidelines discuss
  • the value of metadata
  • how to create metadata schemas for your business
    systems
  • key points when developing and implementing
    metadata schemas
  • how to facilitate preservation with metadata.

10
4. Effectively manage the migration of your
digital records
  • The guidelines
  • highlight essential characteristics of records
    that must be preserved
  • promote migration to preserve the long term
    stability of records
  • discuss planning, issues with contractors, pre
    and post migration testing, making records
  • recommend keeping source records for at least 6
    months
  • include a Checklist for migration.

11
5. Target specific formats that are causing you
problems
  • Currently the guidelines include a discussion of
    issues associated with managing
  • email
  • born digital images still photographs
  • CAD records
  • web records.
  • These can be added to over time.

12
Feedback on the guidelines
  • under constant review
  • feedback through our blog on the Future Proof
    website at http//futureproof.records.nsw.gov.au/
  • add to the discussion under Latest Posts
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