1. MOVING E-RECORDS INTO THE FUTURE Washington State Archives
Digital Archives
MOVING E-RECORDS
INTO THE FUTURE
Presented by
Debbie Bahn and June Timmons
Washington State Archives,
October 15, 2010

2. Digital Archives Services and Benefits
WHAT: Introduction to the Digital Archives
WHY: Value to Agencies and the Public
HOW: Transferring Your Records

3. Introduction to the Digital Archives Open in 2004 in Cheney, WA
million records
million records
million records
What kinds of records?
Most from local government agencies: County Auditors recordings, Minutes, Ordinances, Resolutions from governing bodies – municipal, county, and special districts. Historical records from the past from our branches: birth, death, census, naturalization.

4. Introduction to the Digital Archives
Multi-disciplinary: Network, Development, and Archives/Records professionals
Network to protect the system; Development to develop tools, manage the preservation and access, create tools, etc; Archives/Records for appraisal, reference, description, legal, etc.

5. Digital Archives Value
It is the State Archivist’s duty to “centralize the archives of the state of Washington, to make them available for reference and scholarship, and to ensure their proper preservation.
RCW
Benefits of centralization
1. Access and convenience
2. Reduce agency workload
3. Limited business resumption
4. Digital Archives migration strategy
Benefits the public

6. Digital Archives Value
Eliminates vague search requests which require considerable staff time
Reduces public records requests
Eliminates microfilm searches and reproductions
Avoids cost of hardware and software obsolescence
Use of DA resources and staff
1. Access and convenience
2. Reduce agency workload
3. Limited business resumption
4. Digital Archives migration strategy

7. Digital Archives Value
1. Access and convenience
2. Reduce agency workload
3. Limited business resumption
4. Digital Archives migration strategy
Agency’s access to confidential and non-confidential records through password-protected website.

8. Digital Archives Value
1. Access and convenience
2. Reduce agency workload
3. Limited business resumption
4. Digital Archives migration strategy
In-house architecture and migration strategy
As needed for technology obsolescence

9. Transferring Your Records
Part 1:
Set up Record Series in Digital Archives system
Part 2:
Self-service records transfers to Digital Archives

10. Transferring Your Records
Part 1: Set Up Record Series
1. Consultation
2. Transmittal Agreement (TA)
3. Transfer Information Plan (TIP)
4. Transfer
5. Ingestion
Information Gathered:
Identify Record Series
Identify File Formats
Identify Recording System 10

11. Transferring Your Records
Part 1: Set Up Record Series
1. Consultation
2. Transmittal Agreement (TA)
3. Transfer Information Plan (TIP)
4. Transfer
5. Ingestion 11

12. Transferring Your Records
Part 1: Set Up Record Series
1. Consultation
2. Transmittal Agreement (TA)
3. Transfer Information Plan (TIP)
4. Transfer
5. Ingestion 12

13. Transferring Your Records
Part 1: Set Up Record Series
1. Consultation
2. Transmittal Agreement (TA)
3. Transfer Information Plan (TIP)
4. Transfer
5. Ingestion
“ArchiveThis!” transfer tool
Hard Drive for large initial transfers 13

14. Transferring Your Records
Part 1: Set Up Record Series
1. Consultation
2. Transmittal Agreement (TA)
3. Transfer Information Plan (TIP)
4. Transfer
5. Backup and Ingestion
Verify security
Create report
Copy data to backup
Byte count
Store security copy
Ingest 14

15. Transferring Your Records
Part 2: Self-Service Transfers
Tools
Order Fulfillment
Support
“ArchiveThis!” transfer tool
Password-protected access to your records 15

16. Transferring Your Records
Part 2: Self-Service Transfers
Tools
Order Fulfillment
Support
Certified copy orders 16

17. Transferring Your Records
Part 2: Self-Service Transfers
Tools
Order Fulfillment
Support
Digital Archives staff
Electronic Records Management Consultant for your region 17

18. Transferring Your Records
Biggest Challenge
Biggest challenge to the Digital Archives:
Multiple proprietary formats!
When purchasing an electronic records management system, please let your vendor know that the Digital Archives has an acceptable data export format. We will be glad to work with your vendor so that we can preserve your records. 18

19. Our Services Tab

20. Contacts and Website Debbie Bahn, Lead Archivist
(509) ext. 207
June Timmons, Chief Applications Architect
(509) ext. 202
Washington State Archives, Digital Archives

21. Thank You