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PARBICA 14 Recordkeeping for Good Governance Toolkit Training Workshop 1 – Digital records Samoa , August 23, 2011. Helen Walker – National Archives of Australia Emma Buckley - National Archives of Australia Anna Gulbransen – Archives New Zealand. August 23 - Workshop 1 sessions. Yesterday…. - PowerPoint PPT Presentation

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  • PARBICA 14Recordkeeping for Good Governance Toolkit TrainingWorkshop 1 Digital recordsSamoa, August 23, 2011

    Helen Walker National Archives of Australia Emma Buckley - National Archives of AustraliaAnna Gulbransen Archives New Zealand

  • August 23 - Workshop 1 sessions

    TimeSession9.00 10.00Session 1 Managing Email10.00 10.30Morning Tea10.30 12.00Session 2 Scanning Paper Records to Digital Records12.00 1.00Lunch

  • YesterdayPhase 5 Toolkit productsDigital records and recordkeeping - similar to, but different from traditional record keepingAssessed level of digital readinessLooked at the best strategy for managing digital records

  • Session 1 Managing email

  • Managing email key pointsEmail is a type of record and needs to be capturedNot all emails are recordsTitles of email should have a clear meaning (eg removing the RE: and indicating what the email is about)Staff need rules about what to capture, who will capture and where to capture for ongoing management

  • What to capture?The email record decision tree can help you decide

  • Using the email decision tree

    Example 1:

  • Using the email decision tree

    Example 2:

  • Using the email decision tree

    Example 3:

  • Who is responsible for capturing emails?Everyone uses email everyone is responsible!Organisations need to establish rules for email capture. Common options are:the sender of the emaila recipient with responsibility for an actiona secretary or personal assistant

  • When should an email thread be captured?Capture each email as it is sent or received (lots of email, but less risk of emails not being captured)Capture the last email of the thread (not as many emails, but more risk of emails not being captured)Capture the significant points in the thread, such as which/when major decisions were made.

  • Where should email be captured?Into a records management systemIf your organisation doesnt have an EDRMS, options include:Printing to paper and filingSaving emails to directories, archiving systems or shared drives

  • When should I use email?

  • When should I use email? you want to deliver a message quickly, but do not necessarily need a quick replyyou want to deliver the same message to a large number of peopleyou want to create a record of a spoken conversationyou need to contact a colleague in a different time zone.

  • When should I use a different method of communication?

  • When should I use a different method of communication?you need an immediate responseyou are sending confidential information and you cannot risk a breach of privacyyou need to hold a back-and-forth discussionyou need to deliver bad news or discuss an emotional matteryou need to involve a lot of people in your discussion an option such as teleconferencing may be better.

  • Email checklistQuestionY/NAm I sending the message to the right person? Does the subject line clearly convey what the message is about? Is the body of the email well-structured and clearly written? Does the message contain anything that could offend or harm someone? Have I checked the spelling, grammar and punctuation? Do I expect a reply or some other action? If so, have I specified a timeframe? Does the message contain sensitive information? If so, should I still send it by email? Does the message contain previous messages? If so, do they need to be included as part of the email or can I delete them?Is there an attachment? If so, have I included it? If there is an attachment, does the person I am sending it to have the right software to be able to read it?

  • Morning tea

  • Session 2 Scanning paper records to digital records

  • What is scanning?A digital copy made of a physical record, such as a paper file or photographThe process is also known as digitising, digital reformatting, and imagingEquipment used includes flat-bed scanners, sheet-feed scanner and digital cameras

  • Reasons for scanningOrganisations scan records for both records management and archival purposes:In the course of businessTo improve access to recordsTo provide backup copies as securityTo preserve the original recordsTo save physical storage space (depends on the organisation being able to dispose of paper originals)

  • Plan before you scan!Before starting a scanning project, it is very important to ask questions such as:

    What records will you be scanning?Why are you scanning them?How well-organised are the records?What hardware and software will be used?What types of files will be generated?What software will be used to store and manage the images?What quality assurance mechanisms will be in place?How will the files be stored? Backup very important

  • Technical standardsThe proposed use of the digital file will determine the technical standards you needTechnical standards need to be established at the start in order to get the results you want

  • Formatthe file type - RAW, JPEG, TIFF, PDF, PNGResolutionthe amount of detail a picture holds, often counted in dpi or dots per inchCompressionthe reduction of the size of an image file for storage purposesBit depththe maximum layers of brightness available in an image - 2-bit, 4-bit

  • EquipmentComputersScannersCamerasImaging software

  • Managing your digital filesLike all records, digital files need to be managed so they can be found, retrieved and used over timeFiles should be ideally captured into a system (an image or contents management system) along with the necessary metadataStorage of digital files and backup copiesPreservation of files (migration, refreshing)

  • Managing your digital filesMetadataContent management software for metadata (that talks to the database housing the images)Disposing of original records

  • Project done in-houseProject outsourcedOriginal records are always available and are controlled by the organization.Original records are unavailable to the organisation for a period of time.Requires purchase (or leasing) of equipment which, if the project is a one-off, may be difficult to justify.Generally requires payment for the cost of scanning, not separate payment for equipment or staffing.Requires specifically skilled staff.Trained operators can be expected.Organisation pays for costs associated with technical infrastructure problems.Quality control still needs to be carried out by the organization, independent of vendor quality processes.Greater controls on the security of the record. Vendor pays for costs associated with technology problems that occur during the scanning process.Skills and quality assurance maintained in house.Involves physical transportation and handling protocols and processes for moving to vendor premises.

  • Digitisation vs micrographics

    DigitisationAdvantagesDisadvantagesHighly accessibleTotally dependent on electronic systemsSoftware and hardware becoming cheaperIf not well organised, images can be hard to findCopies can be made quickly and cheaplyCost required to preserve files can cancel out savings due to extra physical spaceImages can be re-used for various purposesDigital storage media do not last a long time

  • Digitisation vs micrographics

    MicrographicsAdvantagesDisadvantagesLong-established and proven technologyHarder to find informationCan survive a long time when processed and stored wellCan only be used at one time in one locationNot dependent on electricityTechnology falling out of useAdditional set of copies = additional cost

  • A 10-step process for scanning projectsWhy?What?Technical SpecificationsPlan (who, how much?)PrepareImage captureMetadata captureQuality controlStorage, preservation, backupAccess

  • ObjectivesPreserve the German records collection within Samoa. Digitize records of German Administration 1900 -1914Produce and deliver copies for the Federal Republic of Germany.

  • Cooperation AgreementFundsTrainingsEquipments

  • Federal Republic of GermanyDigitization EquipmentsTechnical Advisors/Trainers

    Ministry of Education, Sports and CultureStaffing Facilities/Utilities

  • Item listingCleaningFolio numberingDis-bindingRe-housing/re-boxingPaper ironing (if required)Paper mending (if required)

  • Atiz model B copying system2 canon 5D Cameras2 50mm prime lens with filters2 35mm prime lens with filtersDell graphic PCEizo Graphic monitorExternal hard drives (1tb)UPS power conditioner

  • Familiarizing with required software.Focus to meet digitization/scanning as required by Archives NZWhere Samoa stand from the regions digitization/scanning technical standards?Areas needed to be further developed.

  • Dealing with unplanned circumstances.The advantages of the project.Capacity building of employees

  • Lunch

  • Thank you!

    www.parbica.org

    Digital records similar but different

    This session relates to guideline 17 of the PARBICA toolkit.

    Key take aways include Managing our e-mails, supporting good email management within our organisations and teaching and training other people.

    Id like to start with a couple of questions

    Does everyone know what e-mail is?Who uses e-mail?Who uses e-mail at work?Who has a work e-mail address?How many e-mails do you think youve sent this year?Who thinks an e-mail is a record? Who has a system in place for managing e-mail records?*An email that is written, sent or received in the course of your work is a record. Like all records, emails need to be managed to make sure they can be found and accessed for as long as they are needed. With more and more business being carried out electronically

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