Digital continuity: current problems, ongoing trends and [Archives NZ’s] solutions Presentation for Auckland Recordkeeping Forum Evelyn Wareham Programme Manager, Digital Sustainability

The Wild Frontier? Public records include: Text messages Databases GIS Voice recordings Audiovisual recordings Websites Wikis, blogs, etc.

Volume

Formats

Software Application software Operating System Display

Data corruption Only one bit of a Byte is corrupted in this image!

“Houston, we have a problem”

“The preservation of authentic digital records is a continuous process that begins with the process of records creation and whose purpose is to transmit authentic records across time and space” Interpares Strategy Task Force Report, Principle Four

A Brief History of Digital Continuity 1960sEarly digital archive programmes 1990sResearch (InterPARES I, Pittsburgh, Monash, etc.) Post-custodialism and paradigm shifts Awareness raising: “The lost decades”, “digital amnesia” 2000sDigital recordkeeping programmes Collaborative, intensified research (ErpaNet, PLANETS, InterPARES II & III, DELOS) Standards (OAIS, PREMIS, ADRI etc)

Open Archival Information OAIS

Popular Myths? (Chris Rusbridge) 1.Digital preservation is very expensive -- not compared to print preservation 2.File formats become obsolete very rapidly -- slower than thought 3.Interventions must occur frequently so costs stay high – less is more 4.Digital preservation repositories should have very long timescale aspirations -- adjust to funding, prepare succession (2006)

Where Are We Now? International Congress on Archives, Kuala Lumpur 2008 Shift of focus to practice Many examples of digital archives systems: Korea, Malaysia, Switzerland, Netherlands, France, Australia, etc Useful experiences to share Digital preservation = community

Collaborative Research and Practice Archives, libraries, science / research sectors, arts, academics Preservation planning services Methodologies, tools and services Preservation action tools Testbeds and prototypes Aim for dissemination and take-up

Shift to Practical - InterPARES III

Interesting Trends Out of the box software E.g. Safety Deposit Box (Tessella Support Services and The National Archives UK) Malaysia Switzerland Netherlands and others Further developments for each implementation Open source add-ons

Obstacles? Transfer a problematic concept Slow rates of transfer to established digital archives Most common transfers from last resort context Agencies keeping copies of records Mixed approaches to access Still an afterthought, with focus on preservation? (e.g. Swiss handling of databases) Often access is through existing finding aids systems Agency access interface for direct transfers (e.g. France)

Shared Services for (Non-Archival) Information

Integrated Digital RM and Archives - Korea

What’s Archives New Zealand Doing? Digital Continuity is ensuring digital information remains available and useable for as long as it is needed New programme team Digital Continuity Strategy development (Budget 07 support) Trialling Interim Digital Archive for digital archives Considering shared service possibilities

What’s in a name? Digital sustainability Digital continuity Digital recordkeeping futures Digital archive Digital repository Digital library Digital preservation Digital curation

Digital Continuity Strategy

A whole of government approach to a whole of government issue Mandated under the Digital Strategy 2.0 and supports the Digital Content Strategy Need common vision, approach and understanding of roles Interdepartmental strategic advisory group Consultative process

Digital Continuity Strategy: Key Messages There when you need it. Information will be maintained as long as needed. Some is needed only for a few months, some forever. Authentic and reliable. Information is tamper-proof and free of technological rights restrictions. It can be trusted to be authentic and reliable. Trusted access. New Zealanders can be confident that can find and use information that is publicly available, and that their sensitive information will be protected from unauthorised access. Do nothing, lose everything. If no action is taken, public sector digital information will be lost. We need a proactive approach to maintain information for the future.

Draft Digital Continuity Strategy Vision: Information is trusted and accessible when it is needed, now and in the future. Goals: 1.Understanding 2.Well-managed from Day One 3.Infrastructure 4.Significant Information Preserved 5.Trusted Access 6.Good Governance

Next steps Wider consultation Sep- Nov 2008 Review and make changes Dec 2008 Final Strategy to Cabinet early 2009

Archives NZ - Interim Digital Archive

How the Interim Digital Archive Works Refer PRONOM format registry, TNA Digital Record Analyse & prepare Assign archival metadata IngestIdentify DROID Identify & validate JHOVE Nomalise XENA Manage & preserve in repository

Ingest and Normalisation

Interim Digital Archive - Principles Enables some transfers of public archives Opportunity to learn and build capability Minimal solution Automation wherever possible Manual supporting process acceptable Open source No direct online public access Also used for digitised content

Don’t forget! It’s all about digital: The public records and archives of today and tomorrow will be in digital formats. Archives New Zealand is supporting digital continuity across the broader public sector. Do nothing, lose everything: if we don’t actively manage digital records and archives, we will have nothing in the future. We need to work together: Archives New Zealand is looking for partners to help trial new systems with real data – are you interested?