Transfer overview for Wellington government recordkeeping forum June 2012
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Transcript of Transfer overview for Wellington government recordkeeping forum June 2012
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?