Collaborating for Success
– the New Zealand Government Digital Archive experienceAlison Fleming, Michael Upton
Archives New Zealand
Future Perfect Conference
26-27 March 2012
Wellington, NZ
New Zealand Public Sector - archiving context
96 kilometres of paper archives
2.4 million photographic negatives and prints
552,000 maps, blueprints and plans
21,500 reels of film
1,545 works of art
1,000 video tapes
4 regional repositories/offices
2500 public agencies with obligations under the
Public Records Act 2005
Archives New Zealand today
33 Tbs of digitised records
1 digital repository
New Zealand Public Sector – digital continuitycontext
•Investigate shared service for storage of digital information
•Ensure New Zealand government has comprehensive digital archiving capability
Goal 3: Infrastructure
New Zealand Public Sector - operating context
• Agency amalgamations • Down-sizing, staff ceilings• Budget cuts • Shared services to achieve greater efficiency
• Meeting citizen’s expectations
• New Chief Archivist, National Librarian• Amalgamation into Department of Internal Affairs
http://www.flickr.com/photos/aribakker/2270028709/
shared with NDHA (National Library), supported by GTS
AGENCIES
Government Digital Archive – technical systems
Archives’ transfer /
ingest processes
PUBLIC USERS
Iden
tity/
Access
Preservation processes
ARCHWAY
AGENCIES or
ARCHIVES
Digital Repository
Data storage & server infrastructure
Searc
h &
dis
pla
y to
ols
selected digital information
Agency tools
CONTENT AGGREGATORS
AGENCIES
unre
stricted
item
s
restricte
d
item
s
WEB APPS
selected digitised copies
intellectual metadata
digital content & technical metadata
standard transfer format file
secure logon; agency links to “their” records
shared with NDHA (National Library), supported by GTS
AGENCIES
Archives’ transfer /
ingest processes
PUBLIC USERS
Iden
tity/
Access
Preservation processes
ARCHWAY
AGENCIES or
ARCHIVES
Digital Repository
Data storage & server infrastructure
Searc
h &
dis
pla
y to
ols
selected digital information
Agency tools
CONTENT AGGREGATORS
AGENCIES
unre
stricted
item
s
restricte
d
item
s
WEB APPS
selected digitised copies
intellectual metadata
digital content & technical metadata
standard transfer format file
secure logon; agency links to “their” records
Digital RK processes,
advice
Online services
strategy – public users
Digitisation strategy & processes
Digital preservation policies and processes
Tra
nsf
er
and
ing
est
pro
cess
es
Online services strategy - agencies
Acc
ess
po
licie
s an
d
pro
cess
es
Archives control / description
standards and processes
But a GDA is much more …
Ap
pra
isal
p
olic
y an
d
pro
cess
es
GDAP delivery phases (approximate!)
Phase 1 May 2012
Phase 3 mid 2013
Phase 2 late 2012
•Agency digital transfers, including tools & support.
•Digital repository with complex ingest processesfor transfers.
•Public access to transferred unrestricted digital archives.
•Agency access to own restricted items.
•Basic Agency workbench.
• Identity access management.
•Digital preservation capability.
Ongoing agency conversations & Archives NZ process transformation
•Base digital repository with ingest processes for digitised records.
•Archives process & data model redesign.
The GDAP approach – benefits led
•Increased ease of access
•Confidence in government maintained
•Potential for harmonised access
•Increased ability to reuse
Citizens Public Sector Agencies
•Reduced loss of important information
•Reduced cost of providing access
•Reduced cost of long term paper storage
•Agency confidence for planning digital transfers
•Reduced duplication of government investment
Archives / National Library
•Ability to meet statutory obligations
•Reduced individual costs
•Leverage of NDHA knowledge and experience
•Ability to influence software development
•Reduced long term expansion of paper storage facilities
Digital Archive
Programme
Collaboration
Archives New Zealand
National Library NZ, Government
Technology Services
Rosetta, infrastructure,
IT services
Agencies
Reference group,Digital Continuity Action
Plan, transfer process design,
tools and support, pilot transfers,
medium / long term transfer planning
Researchers / Public
Reference groups, search pilot trial,
feedback
Peers
International research
community, other archives,
peer review,universities
Risks and challenges
“What’s the point? My agency can look after it.”
“But my agency has 10 staff!”vs.
“But my agency has 10,000 staff!”
“My organisation won’t exist after June. Help!”
Risks and challenges
“People have a right to see everything we have.”
vs.“We must manage restricted access
archives for decades.”
“Those gold CDs didn’t work. Cloud storage?”
Pilot transfers
The Private Office
of the Prime Minister
Royal Commission on
the Pike River Coal
Mine Tragedy
What’s going to be different?
Integrated digital and physical processes
Metadata exports for transfer
Regular, routine transfers
IT and records management working together
More detailed, flexible description
Agency access to their archived records
Open access digital records a click away
Ongoing, active digital preservation
This truly is a journey
Collaboration is about achieving something together, for the benefit of all
stakeholders.
Where can I find out more?
www.archives.govt.nz/gdap