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Transfer processes to the Government Digital Archive
Michael Upton
Senior Advisor, Digital Continuity
Archives New Zealand
Government Recordkeeping Forum
13 June 2012
Wellington, NZ
Background (1 of 2)
• Ready for digital transfer by mid-2013
• Physical transfers will continue!
• Align physical and digital wherever possible
• No legislation or standards change
• As easy as practically possible
Background (2 of 2)
• Disposal authorities more flexible, less starting from scratch
• Access restriction classification documents de-coupled from transfer
• Transfer metadata with files
• More regular transfers
Agreed disposal authority
• Ongoing
• Suspend and review, not expire and start again
• Tested for how it could be implemented
Tools/resources? Guidance documents, Appraisal training course
Access classification agreed
• Developed alongside disposal authorities
• Restrictions applied to record classes
• Can change for whole class
• Can add classes where required
Tools/resources? Guidance documents with templated options
Identify records to transfer
• Leads on from disposal schedule
• Archives NZ staff member actively involved
• Review systems and identify right approach
• Discuss sentencing
Tools/resources? Disposal guidance, Appraisal training course
Prepare records for transfer
• Note access restrictions – in your system?
• Export metadata file + any digital files
• Save to portable media
Tools/resources? Detailed metadata format guidance; mapping tools?; Archives NZ to engage vendors
Agency check metadata and digital files
• Anti-virus
• Metadata format validation, match # of files
• Generate checksums
Tools/resources? Validation tool, suggestions for checksum generator?
Provide metadata & digital files to Archives NZ
• Metadata and digital files on portable media
• Physical files in boxes
• Into temporary, secure storage
• Digital still in the agency’s custody
Tools/resources? Physical media, including boxes
Archives NZ check transfer files
• Anti-virus
• Metadata validation, match # of files
• Compare checksums
Tools/resources? Validation tool
Digital files transferred into permanent archive
• Open access records – files served up on public website
• Restricted access records – metadata on public website
• Backed up in multiple places
Tools/resources?
Acceptance of transfer
• Legal custody accepted by Archives NZ
• Notification of acceptance
• Agency finalises transfer in its system(s) (preferably destroys copies)
Tools/resources?
What could you do?
• Sort out disposal coverage
• Consider transfer in your planning
• System changes in your agency? How do your systems support retention & disposal?