digitisation: do it well, do it once government recordkeeping forum auckland 29 october 2010 anna...
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Digitisation: Do it Well, Do it OnceGovernment Recordkeeping ForumAuckland 29 October 2010
Anna Gulbransen, Advisor, Government Recordkeeping Programme
Clip art licensed from the Clip Art Gallery on DiscoverySchool.com
Overview
• What is digitisation• The legislative framework• Key requirements of the digitisation
standard• GDA 5: Original Source Records• Certificate of Compliance• Archives New Zealand’s advice and
support
‘Digitisation is the means of converting hard-copy or non-digital records into digital formats.
Hard copy and non-digital records include audio,visual, image, or, text.’
A best practice guide for use
in the design and conduct of
responsible digitisation by
all organisations covered by the Public
Records Act 2005
Public RecordsAct 2005
Mandatory Standards
Discretionary Standards
General Disposal Authorities
GDA1: Human Resources
Digitisation
Section 17Section 18
Create and Maintain
Disposal
Metadata
Storage
Access
Digital Recordkeeping
Electronic Transactions
Act 2002
Evidence Act 2006
GDA2: Financial
GDA3: Housekeeping
GDA 4: Admin and Corporate
GDA 5: Digitised Original Source Records
increase access to your organisations information
increase access to your organisations information
Support a business process
increase access to your organisations information
Support a business processpreservation
increase access to your organisations information
Support a business processpreservation
Integrate with existing business systems
increase access to your organisations information
Support a business processpreservation
move away from a hybrid system
Integrate with existing business systems
increase access to your organisations information
Support a business processpreservation
move away from a hybrid system
reduce need for physical storage space
Integrate with existing business systems
Business Process Digitisation…
is ongoing, routine digitisation forregular business use.
Digitisation Projects…
are retrospective or project-based digitisation of existing sets of non-digital records.
Official Record
is the one used in the transaction of business
Business Case
• Benefits and improvements• Anticipated costs• Capability to commit• Resourcing required
• Appendix 4
Requirement 1
All digitisation and digitisation processes must be planned, scoped and documented
• Who• How• Where• Technical Specifications• Managing digital records• Software and image
manipulation• Review
Planning you digitisation
Requirement 2
Systems to support management of the digital output of digitisation as records must be in place
Requirement 3
Disposal of all records must be authorised
Prior to disposal ensure…• the records are not the official records• you have met all the mandatory
requirements of the digitisation standard• you have met the requirements of section
25 of the Electronic Transactions Act• you have a Certificate of Compliance
(appendix 2) signed by your Chief Executive
•
Public offices only
Let’s just digitise everything and throw away the paper?
Requirement 4
Long-term management systems, where required, for both source and digital records, must be documented and implemented.
The future of the Digitisation Standard
Contact us
(04) 499 5595 Government
Recordkeeping Programme
Questions?
