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PARBICA 14 Recordkeeping for Good Governance Toolkit Training Workshop 1 – Digital records Samoa , August 23, 2011. Helen Walker – National Archives of Australia Emma Buckley - National Archives of Australia Anna Gulbransen – Archives New Zealand. August 23 - Workshop 1 sessions. Yesterday….

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Helen Walker – National Archives of Australia Emma Buckley - National Archives of Australia

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PARBICA 14Recordkeeping for Good Governance Toolkit TrainingWorkshop 1 – Digital recordsSamoa, August 23, 2011

Helen Walker – National Archives of Australia

Emma Buckley - National Archives of Australia

Anna Gulbransen – Archives New Zealand

August 23 - Workshop 1 sessions


  • Phase 5 Toolkit products

  • Digital records and recordkeeping - ‘similar to, but different from’ traditional record keeping

  • Assessed level of digital readiness

  • Looked at the best strategy for managing digital records

Session 1 – Managing email

Managing email – key points

  • Email is a type of record and needs to be captured

  • Not all emails are records

  • Titles of email should have a clear meaning (eg removing the ‘RE:’ and indicating what the email is about)

  • Staff need rules about what to capture, who will capture and where to capture for ongoing management

What to capture?

  • The email record decision tree canhelp you decide

Using the email decision tree

  • Example 1:

Using the email decision tree

Example 2:

Using the email decision tree

Example 3:

Who is responsible for capturing emails?

  • Everyone uses email – everyone is responsible!

  • Organisations need to establish rules for email capture. Common options are:

    • the sender of the email

    • a recipient with responsibility for an action

    • a secretary or personal assistant

When should an email thread be captured?

  • Capture each email as it is sent or received (lots of email, but less risk of emails not being captured)

  • Capture the last email of the thread (not as many emails, but more risk of emails not being captured)

  • Capture the significant points in the thread, such as which/when major decisions were made.

Where should email be captured?

  • Into a records management system

  • If your organisation doesn’t have an EDRMS, options include:

    • Printing to paper and filing

    • Saving emails to directories, archiving systems or shared drives

When should I use email?

When should I use email?

  • you want to deliver a message quickly, but do not necessarily need a quick reply

  • you want to deliver the same message to a large number of people

  • you want to create a record of a spoken conversation

  • you need to contact a colleague in a different time zone.

When should I use a different method of communication?

When should I use a different method of communication?

  • you need an immediate response

  • you are sending confidential information and you cannot risk a breach of privacy

  • you need to hold a back-and-forth discussion

  • you need to deliver bad news or discuss an emotional matter

  • you need to involve a lot of people in your discussion – an option such as teleconferencing may be better.

Morning tea

Session 2 – Scanning paper records to digital records

What is scanning?

  • A digital copy made of a physical record, such as a paper file or photograph

  • The process is also known as digitising, digital reformatting, and imaging

  • Equipment used includes flat-bed scanners, sheet-feed scanner and digital cameras

Reasons for scanning

  • Organisations scan records for both records management and archival purposes:

    • In the course of business

    • To improve access to records

    • To provide backup copies as security

    • To preserve the original records

    • To save physical storage space (depends on the organisation being able to dispose of paper originals)

Plan before you scan!

  • Before starting a scanning project, it is very important to ask questions such as:

  • What records will you be scanning?

  • Why are you scanning them?

  • How well-organised are the records?

  • What hardware and software will be used?

  • What types of files will be generated?

  • What software will be used to store and manage the images?

  • What quality assurance mechanisms will be in place?

  • How will the files be stored? Backup very important

Technical standards

  • The proposed use of the digital file will determine the technical standards you need

  • Technical standards need to be established at the start in order to get the results you want


  • Computers

  • Scanners

  • Cameras

  • Imaging software

Managing your digital files

  • Like all records, digital files need to be managed so they can be found, retrieved and used over time

  • Files should be ideally captured into a system (an image or contents management system) along with the necessary metadata

  • Storage of digital files and backup copies

  • Preservation of files (migration, refreshing)

Managing your digital files

  • Metadata

  • Content management software for metadata (that ‘talks’ to the database housing the images)

  • Disposing of original records

Digitisation vs micrographics

Digitisation vs micrographics

A 10-step process for scanning projects

  • Why?

  • What?

  • Technical Specifications

  • Plan (who, how much?)

  • Prepare

  • Image capture

  • Metadata capture

  • Quality control

  • Storage, preservation, backup

  • Access

Samoa Digitization Project 2009 - 2011

Project Planning


Preserve the German records collection within Samoa.

Digitize records of German Administration 1900 -1914

Produce and deliver copies for the Federal Republic of Germany.

2.Project Proposal

Cooperation Agreement





Federal Republic of Germany

Digitization Equipments

Technical Advisors/Trainers

Ministry of Education, Sports and Culture



Preparation of Files

Item listing


Folio numbering



Paper ironing (if required)

Paper mending (if required)


Atiz model B copying system

2 canon 5D Cameras

2 50mm prime lens with filters

2 35mm prime lens with filters

Dell graphic PC

Eizo Graphic monitor

External hard drives (1tb)

UPS power conditioner

DigitizationTechnical standards

Familiarizing with required software.

Focus to meet digitization/scanning as required by Archives NZ

Where Samoa stand from the regions digitization/scanning technical standards?

Areas needed to be further developed.

Lessons Learned

Dealing with unplanned circumstances.

The advantages of the project.

Capacity building of employees


Thank you!

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