Washington State Archives Digital Archives MOVING E-RECORDS INTO THE FUTURE

1. Washington State Archives Digital Archives MOVING E-RECORDS INTO THE FUTURE Debbie Bahn and Scott Sackett Washington State Archives May 6, 2011

2. Digital Archives • Services and Benefits • WHAT: Introduction to the Digital Archives • WHY: Value to Agencies and the Public • HOW: Transferring Your Records

3. Introduction to the • Digital Archives • Open in 2004 in Cheney, WA 2005 3.5 million records 2006 6 million records 2011 99 million records

4. Digital Archives Value It is the State Archivist’s duty to “centralize the archives of the state of Washington, to make them available for reference and scholarship, and to ensure their proper preservation. RCW 40.14.020 Benefits of centralization 1. Access and convenience 2. Reduce agency workload 3. Limited business resumption 4. Digital Archives migration strategy

5. Digital Archives Value • Eliminates vague search requests which require considerable staff time • Reduces public records requests • Eliminates microfilm searches and reproductions • Avoids cost of hardware and software obsolescence • Use of DA resources and staff 1. Access and convenience 2. Reduce agency workload 3. Limited business resumption 4. Digital Archives migration strategy

6. Digital Archives Value 1. Access and convenience 2. Reduce agency workload 3. Limited business resumption 4. Digital Archives migration strategy Agency’s access to confidential and non-confidential records through password-protected website.

7. Digital Archives Value 1. Access and convenience 2. Reduce agency workload 3. Limited business resumption 4. Digital Archives migration strategy • In-house architecture and migration strategy • As needed for technology obsolescence

8. Transferring Your Records Part 1: Set up Record Series in Digital Archives system Part 2: Self-service records transfers to Digital Archives

9. Transferring Your Records Part 1: Set Up Record Series 1. Consultation 2. Transmittal Agreement (TA) 3. Transfer Information Plan (TIP) 4. Transfer 5. Ingestion • Information Gathered: • Identify Record Series • Identify File Formats • Identify Recording System

10. Transferring Your Records Part 1: Set Up Record Series 1. Consultation 2. Transmittal Agreement (TA) 3. Transfer Information Plan (TIP) 4. Transfer 5. Ingestion

11. Transferring Your Records Part 1: Set Up Record Series 1. Consultation 2. Transmittal Agreement (TA) 3. Transfer Information Plan (TIP) 4. Transfer 5. Ingestion

12. Transferring Your Records Part 1: Set Up Record Series 1. Consultation 2. Transmittal Agreement (TA) 3. Transfer Information Plan (TIP) 4. Transfer 5. Ingestion • “ArchiveThis!” transfer tool • Hard Drive for large initial transfers (200+ gigs) or FTPS for smaller volumes

13. Transferring Your Records Part 1: Set Up Record Series 1. Consultation 2. Transmittal Agreement (TA) 3. Transfer Information Plan (TIP) 4. Transfer 5. Backup and Ingestion • Verify security • Create report • Copy data to backup • Byte count • Store security copy • Ingest

14. Transferring Your Records Part 2: Self-Service Transfers • Tools • Order Fulfillment • Support • “ArchiveThis!” transfer tool • Password-protected access to your records

15. Transferring Your Records Part 2: Self-Service Transfers • Tools • Order Fulfillment • Support • Certified copy orders • E-Commerce tool

16. Transferring Your Records Part 2: Self-Service Transfers • Tools • Order Fulfillment • Support • WADA Admin website access • Electronic Records Management Consultant for your region

17. Transferring Your Records Biggest Challenge Biggest challenge to the Digital Archives: Proprietary formats! When purchasing an electronic records management system, please let your vendor know that the Digital Archives has an acceptable data export format. We will be glad to work with your vendor so that we can preserve your records.

18. Our Services Tab www.digitalarchives.wa.gov

19. Thank You