Digital Continuity - Recordkeeping Forum Sep 2009 Digital Continuity: Launching into Action! Evelyn Wareham Programme Manager, Digital Continuity

Digital Continuity - Recordkeeping Forum Sep Launch!

Digital Continuity - Recordkeeping Forum Sep 2009 “Houston, we have a problem”

Digital Continuity - Recordkeeping Forum Sep % of New Zealand public sector agencies hold records they can no longer access 2009 Govt. Recordkeeping Survey

Digital Continuity - Recordkeeping Forum Sep 2009

Q8. What steps have been taken, or are planned, to ensure their accessibility over time?

Digital Continuity - Recordkeeping Forum Sep 2009 Digital information lasts forever, or five years, whichever comes first. Jeff Rothenberg., Scientific American, January 1995.

Digital Continuity - Recordkeeping Forum Sep 2009 Team Digital Preservation to the Rescue!

Digital Continuity - Recordkeeping Forum Sep 2009 Digital Continuity at Archives NZ Digital Continuity is ensuring digital information is trusted and useable for as long as it is needed Team established 2006 Researching what’s happening here and elsewhere Developing guidance and requirements Trialling a Digital Archive for digital archives Digital archaeology: dealing with legacy formats Community of Practice / Practical Implementers Guild Digital Continuity Action Plan

Digital Continuity - Recordkeeping Forum Sep 2009

What is the Digital Continuity Action Plan? The plan is an all-of-government approach to digital continuity 6 goals and 15 actions areas for implementation over the next 3 years For the whole of the public sector Covers all public sector digital information Launched 7 August 2009

Digital Continuity - Recordkeeping Forum Sep 2009 Key messages There when you need it. Public sector digital information will be maintained so that it can be accessed when it is needed. Authentic and reliable. Public sector digital information is tamper-proof and free of technological digital rights restrictions. Trusted access. New Zealanders can be confident that they will be able to find, retrieve and use all public sector digital information that can be made 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.

Digital Continuity - Recordkeeping Forum Sep 2009 Collaboration The DCAP is a collaborative initiative. We are focussing on cross-agency and cross-discipline solutions, working together to achieve positive outcomes. Archives New Zealand’s role is to provide leadership, support and advice to agencies on this issue.

Digital Continuity - Recordkeeping Forum Sep 2009

Goal 1: Understanding People involved in digital continuity communicate effectively with each other and have a common understanding of the problem space Raise awareness of digital continuity issues at a strategic level Form communities of practice which cross professional and occupational boundaries Organise conference and training opportunities Compile and maintain glossary, including legislative definitions Research agenda

Digital Continuity - Recordkeeping Forum Sep 2009

Practical Implementers Guild Archives New Zealand National Library Statistics New Zealand Victoria University Te Papa

Digital Continuity - Recordkeeping Forum Sep 2009 Goal 2: Well-managed from Day One All digital information is well-managed from the point of creation onwards Comprehensive framework of standards and guidance Monitoring and audits Support appropriate information systems procurement

Digital Continuity - Recordkeeping Forum Sep 2009

Goal 3: Infrastructure A robust infrastructure exists to support interoperability of systems and cost effective digital preservation. Leverage the government’s existing investment in existing digital preservation initiatives Implement National Digital Heritage Archive FUTURE: Investigate shared service for storage of digital information Ensure New Zealand government has comprehensive digital archiving capability

Digital Continuity - Recordkeeping Forum Sep 2009

Archives NZ - Interim Digital Archive

Digital Continuity - Recordkeeping Forum Sep 2009 Goal 4: High-value Information Kept Significant government digital information is captured and preserved Target at risk areas of public sector information Analyse the functions of public sector bodies likely to generate significant digital information that will need to be kept long- term

Digital Continuity - Recordkeeping Forum Sep 2009 Identifying ‘At Risk’ Information Collaborative project Gather information / research results Assess risk factors Develop guidance for public sector Prioritisation matrix to target actions Digital Archaeology. We hold: 297 floppy disks 113 CDs or DVDs 21 9-track tapes 16 data cartridges 2 ZIP disks

Digital Continuity - Recordkeeping Forum Sep 2009 Goal 5: Trusted Access People are able to access digital information now and/or in the future, and information is protected from unauthorised access Facilitate sharing and re-use of information Ensure that access restrictions can be applied and maintained to certain types or categories of information Understand implications for Māori and ensure these perspectives are taken into account

Digital Continuity - Recordkeeping Forum Sep 2009

The Objective Public sector digital information is trusted and accessible when it is needed now and in the future

Digital Continuity - Recordkeeping Forum Sep 2009 Don’t forget! There when you need it: it’s our job to maintain public sector digital information, so that it’s available when needed. 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 to support awareness raising, communities of practice, research and collaborative solutions for real data – are you interested? The longer you wait, the harder it gets: The problem of digital continuity just gets bigger. Why not started acting now?

Digital Continuity - Recordkeeping Forum Sep 2009