Managing Digital Records in the Long-Term – the NAA Experience James Doig Digital Preservation.
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Transcript of Managing Digital Records in the Long-Term – the NAA Experience James Doig Digital Preservation.
![Page 1: Managing Digital Records in the Long-Term – the NAA Experience James Doig Digital Preservation.](https://reader035.fdocuments.net/reader035/viewer/2022062802/56649eaa5503460f94baf0d2/html5/thumbnails/1.jpg)
Managing Digital Records in the Long-Term – the NAA
ExperienceJames Doig
Digital Preservation
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Overview
• The Role of the National Archives
• Digital Preservation
• Case Studies
• Directions
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Role of the National Archives
• The Archives Act (1983)
– Disposal– Transfer– Preservation– Access
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DISPOSAL / RECORDKEEPING
• Recordkeeping
• Records Disposal Authorities
• Standards
Record Authorities
• Legal Instrument
– Short-term Temporary– Long-term Temporary– Retain as National Archives (RNA)– Destructions: metadata is RNA
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Transfer• Emergency Transfers
- Royal Commissions- Closing Agencies
• Personal Records- Share folders / Email- Election 2007
• Agency Transfers- Sentencing
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Transfer Requirements• Commonwealth Record Series (CRS) system:
- archival descriptive standard for capturing provenance and original order
- by serialising records we preserve the recordkeeping structure in which records were kept
- Agency Registration, Series Form, Item List: these are loaded to RecordSearch
- Manifest provides file-level metadata: used in the digital preservation process
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Preservation & Access
• Preserve significant Commonwealth records for current and future generations
• Make available to the public Commonwealth records more than 30 years old, with certain exemptions
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Digital Preservation Objectives
• Preserve any type of digital record
• Created using any type of application
• On any computing platform
• Delivered on any digital media
• From any agency and any donor
• Provide discovery and access
• For current and future generations
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Digital Archive
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The NAA “Normalisation” Approach
• Translate into open, fully specified formats- essential characteristics- audit trail of the preservation
process
• Keep the original
• Store both with metadata
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Some Preservation Formats
• ODF - Open Document Format
• XML – Extensible Markup Language
• PNG – Portable Network Graphics
• FLAC – Free Lossless Audio Codec
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Case Study 1
• Australian Institute of Criminology
• A13197: Speeches Made by Dr Adam Graycar, Director of the Australian Institute of Criminology
• CD-R received in November 2005: 400 files comprising doc, ppt, pdf
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File Structure
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Transfer Forms: Item List
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RecordSearch
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Manifest
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Original file
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Preserved file
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Xena Viewer
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Case Study 2
• Inquiry into certain Australian companies in relation to the UN Oil-for-Food Programme
• Multiple series
• CDs received in December 2006
• Over 400,000 files, 23 gig – mostly TIFF, some pdf, xls and other formats
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Case Study 2
• The images comprise over 100,000 scanned paper documents
• PM&C gets all the paper records and the actual recordkeeping software for access purposes
• The Archives asks for:
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Export of files
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Letters patent
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Recordkeeping metadata
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Transfer Forms: Item List
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RecordSearch
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Manifest
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Preserved Letters Patent
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Xena uses
• Open source – freely available from sourceforge • University of Sydney – D-Space Repository
• City of Perth – integrated into TRIM- customised Xena metadata wrapper
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Conclusion• Transfer process
- specify requirements for different systems- recordkeeping metadata
• Formats- design, tech drawing (CAD)- geospatial data- video- databases
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