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Digital transformation at State
         Records NSW
           Cassie Findlay
  Project Manager, Digital Archives
• Something introductory here.. Picci?
Things we looked into & thought
              about
• The experience of other CAARA members
• Developments on the international scene
  in digital preservation
• Thinking on digital recordkeeping by
  Australian and international experts
• The state of digital recordkeeping in NSW
• Wider information & technology issues
• Our resources and skills, and existing
  systems
We already had a policy..
So we moved on to some
   guiding principles
It’s all about recordkeeping
• It’s migration of a recordkeeping system
• Like any migration you plan it, map
  metadata, carry out quality checks
• You also need to document what you do
  and the reasons for the decisions you
  make along the way
• Recordkeeping
  system metadata
• Safe & secure
  migration metadata
• Preservation
  metadata
• Management
  metadata
• Wherever possible
  conforming to
  standards
Let’s not make too much work for
             ourselves
• We will keep as many (or as few) versions
  of each migrated record as is necessary to
  ensure accessibility and integrity.
• No automatic normalisation process –
  decisions made about any new renditions
  as part of preservation planning
• Ongoing monitoring of formats part of the
  Digital Archives system
Systems migrations to archives
• Issues with ‘transfer’:
  – file level focus
  – linear process
  – assumptions about custody
• System migration as just one element of a
  project that we undertake with the agency
Cassie Findlay Digital Transformation SRNSW
Migration projects
• Each one will be different (people,
  recordkeeping systems, timeframes, risk
  factors), but will involve analysis of:
  – recordkeeping system structures, metadata
  – preservation issues
  – possible migration protocols
  – indexing points / potential uses
• Formal transfer stuff (disposal
  authorisation, access rules, t’fer of control)
Systems development
•   Underlying ICT infrastructure
•   Digital archives services
•   Digital archives dashboard
•   Publications NSW
•   The API
Digital archives systems: modular,
          ready to update
                 “You want to be makin
                    moves on the street,
                    have no attachments,
                    allow nothing to be in
                    your life that you
                    cannot walk out on in
                    30 seconds flat if you
                    spot the heat around
                    the corner”
                 - (Heat, 1995)
Cassie Findlay Digital Transformation SRNSW
DA system: a menu of services
• File move / File check / Notification
• Call software for:
  – Virus check
  – Metadata extract
  – File validation
  – Normalisation
  – Create unique ID / URL
  – etc
• Developed in Java, released on GitHub
Digital archives dashboard
• Agencies to log in / out when convenient
• For sharing information about the records
• For submission / issue of required
  authorisations
• Downloadable tools
• Can be used for general digital continuity
  requirements, not just transfer
Some of the tools we’re looking at
     integrating (for now)

               ExifTool by Phil Harvey




 DROID
Standalone tools are also of
         interest



PLATO
Cassie Findlay Digital Transformation SRNSW
Cassie Findlay Digital Transformation SRNSW
What else?
• Migration project advice for agencies
• Metadata management plan, including
  standardisation
• Communications and change
  management
Communications and change
                management
                                                    Change
                                                   Management
                                                    Strategy




                                                              Project       Resistance       Recognition and
Communications
                  Training Plan        Staff Rotation       Sponsorship    Management           Rewards
    Plan
                                                              Support




 Awareness and   Providing Support     Inclusiveness in                                       Celebrating
                                                             Leadership   Developing Trust
  Engagement       and Guidance      Project Deliverables                                     Achievement
Thank you
http://futureproof.records.nsw.gov.au/
@FutureProofNSW

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Cassie Findlay Digital Transformation SRNSW

  • 1. Digital transformation at State Records NSW Cassie Findlay Project Manager, Digital Archives
  • 3. Things we looked into & thought about • The experience of other CAARA members • Developments on the international scene in digital preservation • Thinking on digital recordkeeping by Australian and international experts • The state of digital recordkeeping in NSW • Wider information & technology issues • Our resources and skills, and existing systems
  • 4. We already had a policy..
  • 5. So we moved on to some guiding principles
  • 6. It’s all about recordkeeping • It’s migration of a recordkeeping system • Like any migration you plan it, map metadata, carry out quality checks • You also need to document what you do and the reasons for the decisions you make along the way
  • 7. • Recordkeeping system metadata • Safe & secure migration metadata • Preservation metadata • Management metadata • Wherever possible conforming to standards
  • 8. Let’s not make too much work for ourselves • We will keep as many (or as few) versions of each migrated record as is necessary to ensure accessibility and integrity. • No automatic normalisation process – decisions made about any new renditions as part of preservation planning • Ongoing monitoring of formats part of the Digital Archives system
  • 9. Systems migrations to archives • Issues with ‘transfer’: – file level focus – linear process – assumptions about custody • System migration as just one element of a project that we undertake with the agency
  • 11. Migration projects • Each one will be different (people, recordkeeping systems, timeframes, risk factors), but will involve analysis of: – recordkeeping system structures, metadata – preservation issues – possible migration protocols – indexing points / potential uses • Formal transfer stuff (disposal authorisation, access rules, t’fer of control)
  • 12. Systems development • Underlying ICT infrastructure • Digital archives services • Digital archives dashboard • Publications NSW • The API
  • 13. Digital archives systems: modular, ready to update “You want to be makin moves on the street, have no attachments, allow nothing to be in your life that you cannot walk out on in 30 seconds flat if you spot the heat around the corner” - (Heat, 1995)
  • 15. DA system: a menu of services • File move / File check / Notification • Call software for: – Virus check – Metadata extract – File validation – Normalisation – Create unique ID / URL – etc • Developed in Java, released on GitHub
  • 16. Digital archives dashboard • Agencies to log in / out when convenient • For sharing information about the records • For submission / issue of required authorisations • Downloadable tools • Can be used for general digital continuity requirements, not just transfer
  • 17. Some of the tools we’re looking at integrating (for now) ExifTool by Phil Harvey DROID
  • 18. Standalone tools are also of interest PLATO
  • 21. What else? • Migration project advice for agencies • Metadata management plan, including standardisation • Communications and change management
  • 22. Communications and change management Change Management Strategy Project Resistance Recognition and Communications Training Plan Staff Rotation Sponsorship Management Rewards Plan Support Awareness and Providing Support Inclusiveness in Celebrating Leadership Developing Trust Engagement and Guidance Project Deliverables Achievement