Transfer processes to the Government Digital Archive

Michael Upton

Senior Advisor, Digital Continuity

Archives New Zealand

Government Recordkeeping Forum

13 June 2012

Wellington, NZ

Background (1 of 2)

• Ready for digital transfer by mid-2013

• Physical transfers will continue!

• Align physical and digital wherever possible

• No legislation or standards change

• As easy as practically possible

Background (2 of 2)

• Disposal authorities more flexible, less starting from scratch

• Access restriction classification documents de-coupled from transfer

• Transfer metadata with files

• More regular transfers

Agreed disposal authority

• Ongoing

• Suspend and review, not expire and start again

• Tested for how it could be implemented

Tools/resources? Guidance documents, Appraisal training course

Access classification agreed

• Developed alongside disposal authorities

• Restrictions applied to record classes

• Can change for whole class

• Can add classes where required

Tools/resources? Guidance documents with templated options

Identify records to transfer

• Leads on from disposal schedule

• Archives NZ staff member actively involved

• Review systems and identify right approach

• Discuss sentencing

Tools/resources? Disposal guidance, Appraisal training course

Prepare records for transfer

• Note access restrictions – in your system?

• Export metadata file + any digital files

• Save to portable media

Tools/resources? Detailed metadata format guidance; mapping tools?; Archives NZ to engage vendors

Agency check metadata and digital files

• Anti-virus

• Metadata format validation, match # of files

• Generate checksums

Tools/resources? Validation tool, suggestions for checksum generator?

Provide metadata & digital files to Archives NZ

• Metadata and digital files on portable media

• Physical files in boxes

• Into temporary, secure storage

• Digital still in the agency’s custody

Tools/resources? Physical media, including boxes

Archives NZ check transfer files

• Anti-virus

• Metadata validation, match # of files

• Compare checksums

Tools/resources? Validation tool

Digital files transferred into permanent archive

• Open access records – files served up on public website

• Restricted access records – metadata on public website

• Backed up in multiple places

Tools/resources?

Acceptance of transfer

• Legal custody accepted by Archives NZ

• Notification of acceptance

• Agency finalises transfer in its system(s) (preferably destroys copies)

Tools/resources?

What could you do?

• Sort out disposal coverage

• Consider transfer in your planning

• System changes in your agency? How do your systems support retention & disposal?