australasian digital recordkeeping initiative by adrian cunningham
TRANSCRIPT
Australasian Digital Recordkeeping Initiative – Adrian Cunningham
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
CHANGES IN THE RECORD KEEPING ENVIRONMENT• Devolution of responsibilities
to individual agencies• Changes in work processes• Internet & data exchange• New public records laws
THE PRESERVATION PROBLEM
• Rapid obsolescence of– Data formats– Digital media, densities etc.– Hardware – Software – operating systems &
applications• Physical instability of digital
media
CONVERGENCE TO XML?
• International standardisation vs proprietary formats
• Extensibility = adaptability• Platform neutral
AUSTRALIA’S 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 Australia’s Digital Preservation
Program – Xena, etc• History of cross-jurisdictional cooperation within a
federal system of government
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
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.
ADRI Objectives (1)1. That all ADRI members are committed to agreed
principles for digital recordkeeping.2. That ADRI supports members in advocating for
appropriate digital recordkeeping to support government in their jurisdictions.
3. 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.
4. That vendors provide implementations of standards developed by ADRI.
ADRI Objectives (2)5. That the evidence of e-government of Australia and
NZ is captured, preserved and accessible for the benefit of current and future generations.
6. That professional leadership and development is provided in digital recordkeeping for Australia and New Zealand.
7. That, in a digital environment, agencies can meet their legal and functional responsibilities effectively and economically.
8. That the best possible strategic use of limited collective resources is made.
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.
ADRI Guiding Principles (2)7. Records that are made in digital form should
be retained in digital form.8. Digital records need to be actively managed
and maintained. 9. Preservation formats should not be
constrained by proprietary rights.10. Need for trusted digital repositories.11. Public access should be maximised by full
use of available networked technologies.
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
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
Keeping Digital Records (both in agencies and in the archives) Guidelines on: Preferred long term data formats XML–based 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
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
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
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
Uniform Australasian Approach
• Public standards– ISO 14721:2003 (OAIS Blue Book)– ISO15489 – Records Management– XML rfc
• Managing the entire continuum– Recordkeeping standards– Metadata standards– Genre schemas
• Implementation approaches
Uniform Australasian Approach Public standards • ISO 14721:2003 -Reference Model for an Open
Archival Information System
4-1.
1 MANAGEMENT
Ingest
Data Management
SIP
AIP DIP
queriesresult sets
Administration
AccessPRODUCER
CONSUMER
Descriptive Info
AIP
orders
Descriptive Info
Archival Storage
Uniform Australasian Approach Implementation-level approaches • XML package wrapping• Industry commodity
platforms• Open, documented formats• Minimise migration
requirements • Provenance & authenticity
mechanisms (e.g. checksums)
Uniform Australasian Approach What is not uniform?
•Legislative regimes•Access regimes• Implementation details•State of play
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
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
ADRI Website– http://www.adri.gov.au – http://www.adri.govt.nz