Online Retention and Disposal Application Damien Hassan Senior Archivist State Records Office of Western Australia Stakeholder Presentation - 25 March 2010

Acknowledgements ORDA is an Australasian Digital Records Initiative project being led by the State Records Office of Western Australia Special thanks to the State Records Authority of NSW for sharing the initial concept

What is ORDA? ORDA: Online Retention and Disposal Application ORCA: Online Recordkeeping Compliance Application Will ultimately form an integrated system to manage all Disposal Authority and Recordkeeping Plan processes and data

Outline of business problem Scope: in Western Australia, all 300+ State and Local govt. agencies now have a Disposal Authority and Recordkeeping Plan in place Format: these are submitted as documents Agency-centric: it is difficult and time- intensive to conduct analysis across documents

Proof of Concept In 2005/06, our office developed a proof of concept prototype of ORDA/ORCA Intention was to test a range of functionality and possible technical solutions Concept demonstrated as sound

Data, not documents Disposal Authorities are highly structured, although typically represented as documents XML: the best of many worlds… XML Schema developed by SRNSW is well suited for ORDA

ORDA - features for clients A tool to draft Disposal Authorities through web interface, by going “out of browser” or via import Intent for clients to search for appraisal precedents across other Authorities Integrating overarching appraisal and restricted access criteria

ORDA - features for clients Ease of use (drop down boxes, linking, etc) Client-to-SRO interactions via the system Client print and export capabilities

ORDA - features for SRO A holistic system for registration, version control, workflow, data storage, reporting. Comparative analysis of decisions Improved re-use of Disposal Authority data Transfer prioritization module: using Authority data to prioritize and monitor archive transfers

The bigger picture… Recordkeeping Plan data A birds-eye view of government recordkeeping Evidential basis to identify deficiencies Can be used to inform targeted standards, training, advice… Longitudinal analysis

Where are we now? Working with ADRI members  System requirements prepared  Stakeholder consultation Technical design and build. Delivery by end of 2010.

Seeking feedback by 1 June Do you have any general or specific concerns or comments about ORDA? If so, what are they? Do you have any concerns about the intended capability for clients to search across approved Disposal Authorities for the purposes of checking precedents? Do you think appraisal and restricted access criteria would assist you in your decision- making when drafting Disposal Authorities?

Questions?