Digital Innovations Glasgow University Archives and Records Management 17 December 2013

Archives and Record-Keeping Environment Archives in the 21 st century comprehensive online access for archive discovery co-ordinated response to the growing challenge of managing digital information (digital continuity) Public Records (Scotland) Act 2011 Named public authorities to provide Records Management Plan to the Keeper of the Records of Scotland, covering 14 elements : Governance/Business classification/retention schedules/business continuity/data protection/information security/shared information/Records Management competencies, etc. No element for Electronic Records Management systems Good record-keeping practice, the foundation of digital continuity Electronic records keystone for archives and records over the next decades

Glasgow Context Glasgow Life provides archives and records management services to the Council PRSA came in at same time as efficiency drives within the Council GCC reforms: saved £140M in last four years, reforms led to view information as an asset: Centralised ICT and operational property City centre: 19 offices down to 6, with more flexible working and less paper Need to strengthen security and Information Management: spent over £6M (plus staff resources) on introducing EDRMS

Emerging RM/IM agenda EDRMS piloted in two main areas (will eventually cover 16,000) Roll-out suspended, establish clear IM and RM principles Work for EDRMS meant that Glasgow could be early adopter RMP submitted (draft approval), includes: Overarching RM policy, with commitment to: Full and accurate records, resulting evidence to be effectively managed – a major principle of digital continuity EDRMS as the primary record-keeping system Appropriate training and awareness-raising Appraisal and Disposal Policy: safeguarding archival and historic memory of the City - confirming role of City Archives in digital environment Business Continuity and Vital Records Policies

Towards Implementation Plan is an improvement model – a journey, with key actions including Disaster recovery plan for EDRMS Digital Continuity Policy Competency framework for all staff undertaking record-keeping activities Analysing skills gaps, including activities relating to processing/managing records in digital media and formats Co-ordinated response to the growing challenge of managing digital information Do we go it alone, digital repository in Glasgow Do we work with other public authorities Scottish Government National Records of Scotland Challenges ahead

The Prize Digital information as a business, evidentiary and community resource is understood and the information is managed accordingly Governance of digital information is integrated with governance model, with clear roles and responsibilities Digital Information is authentic and reliable Digital information is discoverable, accessible and useable Digital information is managed digitally Digital information is managed, protected and preserved for as long as required and then disposed of appropriately Preservation of those digital records as archives which: Document the rights of the citizen Document the principal actions of the Council and its officials Document the Community experience Preserving the Archival and Historic Memory of Glasgow