Collaborating for Success

– the New Zealand Government Digital Archive experienceAlison Fleming, Michael Upton

Archives New Zealand

Future Perfect Conference

26-27 March 2012

Wellington, NZ

New Zealand Public Sector - archiving context

96 kilometres of paper archives

2.4 million photographic negatives and prints

552,000 maps, blueprints and plans

21,500 reels of film

1,545 works of art

1,000 video tapes

4 regional repositories/offices

2500 public agencies with obligations under the

Public Records Act 2005

Archives New Zealand today

33 Tbs of digitised records

1 digital repository

New Zealand Public Sector – digital continuitycontext

•Investigate shared service for storage of digital information

•Ensure New Zealand government has comprehensive digital archiving capability

Goal 3: Infrastructure

New Zealand Public Sector - operating context

• Agency amalgamations • Down-sizing, staff ceilings• Budget cuts • Shared services to achieve greater efficiency

• Meeting citizen’s expectations

• New Chief Archivist, National Librarian• Amalgamation into Department of Internal Affairs

http://www.flickr.com/photos/aribakker/2270028709/

shared with NDHA (National Library), supported by GTS

AGENCIES

Government Digital Archive – technical systems

Archives’ transfer /

ingest processes

PUBLIC USERS

Iden

tity/

Access

Preservation processes

ARCHWAY

AGENCIES or

ARCHIVES

Digital Repository

Data storage & server infrastructure

Searc

h &

dis

pla

y to

ols

selected digital information

Agency tools

CONTENT AGGREGATORS

AGENCIES

unre

stricted

item

s

restricte

d

item

s

WEB APPS

selected digitised copies

intellectual metadata

digital content & technical metadata

standard transfer format file

secure logon; agency links to “their” records

shared with NDHA (National Library), supported by GTS

AGENCIES

Archives’ transfer /

ingest processes

PUBLIC USERS

Iden

tity/

Access

Preservation processes

ARCHWAY

AGENCIES or

ARCHIVES

Digital Repository

Data storage & server infrastructure

Searc

h &

dis

pla

y to

ols

selected digital information

Agency tools

CONTENT AGGREGATORS

AGENCIES

unre

stricted

item

s

restricte

d

item

s

WEB APPS

selected digitised copies

intellectual metadata

digital content & technical metadata

standard transfer format file

secure logon; agency links to “their” records

Digital RK processes,

advice

Online services

strategy – public users

Digitisation strategy & processes

Digital preservation policies and processes

Tra

nsf

er

and

ing

est

pro

cess

es

Online services strategy - agencies

Acc

ess

po

licie

s an

d

pro

cess

es

Archives control / description

standards and processes

But a GDA is much more …

Ap

pra

isal

p

olic

y an

d

pro

cess

es

GDAP delivery phases (approximate!)

Phase 1 May 2012

Phase 3 mid 2013

Phase 2 late 2012

•Agency digital transfers, including tools & support.

•Digital repository with complex ingest processesfor transfers.

•Public access to transferred unrestricted digital archives.

•Agency access to own restricted items.

•Basic Agency workbench.

• Identity access management.

•Digital preservation capability.

Ongoing agency conversations & Archives NZ process transformation

•Base digital repository with ingest processes for digitised records.

•Archives process & data model redesign.

The GDAP approach – benefits led

•Increased ease of access

•Confidence in government maintained

•Potential for harmonised access

•Increased ability to reuse

Citizens Public Sector Agencies

•Reduced loss of important information

•Reduced cost of providing access

•Reduced cost of long term paper storage

•Agency confidence for planning digital transfers

•Reduced duplication of government investment

Archives / National Library

•Ability to meet statutory obligations

•Reduced individual costs

•Leverage of NDHA knowledge and experience

•Ability to influence software development

•Reduced long term expansion of paper storage facilities

Digital Archive

Programme

Collaboration

Archives New Zealand

National Library NZ, Government

Technology Services

Rosetta, infrastructure,

IT services

Agencies

Reference group,Digital Continuity Action

Plan, transfer process design,

tools and support, pilot transfers,

medium / long term transfer planning

Researchers / Public

Reference groups, search pilot trial,

feedback

Peers

International research

community, other archives,

peer review,universities

Risks and challenges

“What’s the point? My agency can look after it.”

“But my agency has 10 staff!”vs.

“But my agency has 10,000 staff!”

“My organisation won’t exist after June. Help!”

Risks and challenges

“People have a right to see everything we have.”

vs.“We must manage restricted access

archives for decades.”

“Those gold CDs didn’t work. Cloud storage?”

Pilot transfers

The Private Office

of the Prime Minister

Royal Commission on

the Pike River Coal

Mine Tragedy

What’s going to be different?

Integrated digital and physical processes

Metadata exports for transfer

Regular, routine transfers

IT and records management working together

More detailed, flexible description

Agency access to their archived records

Open access digital records a click away

Ongoing, active digital preservation

This truly is a journey

Collaboration is about achieving something together, for the benefit of all

stakeholders.

Where can I find out more?

www.archives.govt.nz/gdap