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

1. 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

2. August 23 - Workshop 1 sessions

3. Yesterday… • 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

4. Session 1 – Managing email

5. 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

6. What to capture? • The email record decision tree canhelp you decide

7. Using the email decision tree • Example 1:

8. Using the email decision tree Example 2:

9. Using the email decision tree Example 3:

10. 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

11. 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.

12. 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

14. When should I use email?

15. 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.

16. When should I use a different method of communication?

17. 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.

19. Morning tea

20. Session 2 – Scanning paper records to digital records

21. 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

22. 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)

23. 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

24. 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

26. Equipment • Computers • Scanners • Cameras • Imaging software

27. 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)

28. Managing your digital files • Metadata • Content management software for metadata (that ‘talks’ to the database housing the images) • Disposing of original records

30. Digitisation vs micrographics

31. Digitisation vs micrographics

32. 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

33. Samoa Digitization Project 2009 - 2011

34. Project Planning Objectives Preserve the German records collection within Samoa. Digitize records of German Administration 1900 -1914 Produce and deliver copies for the Federal Republic of Germany.

35. 2. Project Proposal Cooperation Agreement Funds Trainings Equipments

36. Fundings Federal Republic of Germany Digitization Equipments Technical Advisors/Trainers Ministry of Education, Sports and Culture Staffing Facilities/Utilities

37. Preparation of Files Item listing Cleaning Folio numbering Dis-binding Re-housing/re-boxing Paper ironing (if required) Paper mending (if required)

38. Equipments 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

39. 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.

40. Lessons Learned Dealing with unplanned circumstances. The advantages of the project. Capacity building of employees

41. Lunch

42. Thank you! www.parbica.org