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Managing and Preserving Electronic Records at McGill University: The digitalpermanence initiative.

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Presentation on theme: "Managing and Preserving Electronic Records at McGill University: The digitalpermanence initiative."— Presentation transcript:

1 Managing and Preserving Electronic Records at McGill University: The digitalpermanence initiative

2 6/1/2015McGill University Archives :: ICA Seminar 20052 Objectives McGill University Archives (MUA) digitalpermanence initiative  Projects  Results Next steps Q & A

3 6/1/2015McGill University Archives :: ICA Seminar 20053 Montreal, Quebec, Canada Established in 1821 Research intensive/graduate programs 32,143 Students - 8,850 Employees Existing IT infrastructure in transition  ERP, document imaging  Increasing RM implications McGill University

4 6/1/2015McGill University Archives :: ICA Seminar 20054 McGill University Archives Established in 1962 Reports to the Secretary-General of McGill (corporate head office of the University) First university archives in Canada Campus Archival & RM authority Quebec legislative framework  Access Act (1982) and Archives Act (1983)

5 6/1/2015McGill University Archives :: ICA Seminar 2005 5

6 6/1/2015McGill University Archives :: ICA Seminar 20056 What is digitalpermanence? Launched in December 2003 “A McGill University Archives initiative, promoting the collaborative, strategic, long-term management and preservation of McGill University’s electronic records.”

7 6/1/2015McGill University Archives :: ICA Seminar 20057 Why digitalpermanence? A new records management reality  Electronic format “Born-digital” or converted to digital Manage e-records for business interests  Fragile Not like paper Preserve e-records for research interests

8 6/1/2015McGill University Archives :: ICA Seminar 20058 Phase I - digitalpermanence January 2004 – October 2004 Goals Projects Results (Oct-Nov 2004)

9 6/1/2015McGill University Archives :: ICA Seminar 20059 Goals - Info Gathering Determine the extent of electronic records on campus Examine and select software solutions (e-records management & preservation) Review and develop new policies

10 6/1/2015McGill University Archives :: ICA Seminar 200510 Project – E-Records Inventory Extend and types of e-records Results:  Enterprise systems = structured, organized, well-documented  Office Systems, Email = unstructured, at times chaotic  Absence of tools and policies  Localized RM “solutions”

11 6/1/2015McGill University Archives :: ICA Seminar 200511 Project – Software Review DM & Web Archiving Results:  DM software – function-rich – but costly, no univ. clients, IT infrastructure, long- term preservation?  McGill “Gateway” – web presence  Web archiving – HTTrack – Static vs. Dynamic web pages

12 6/1/2015McGill University Archives :: ICA Seminar 200512 Project – Policy Development Absence of policies in dealing with:  Corporate e-records, emails, and document imaging (paperless initiatives) Results:  Corporate e-records classification schemes  Email Best Practices  Document imaging standards

13 6/1/2015McGill University Archives :: ICA Seminar 200513 Phase II - digitalpermanence On-going Projects as of June 2005

14 6/1/2015McGill University Archives :: ICA Seminar 200514 Phase II McGill Web System Snapshot Tool  To capture McGill “Gateway” web pages  Static and Dynamic web pages  Joint effort with McGill Web Service Group  XHTML (web pages) and XML (databases)

15 6/1/2015McGill University Archives :: ICA Seminar 200515 Phase II Email Conversion (link)link  To convert email from proprietary to non- proprietary file format  Email in.PST – batch process to HTML, PDF, XML, etc  ABC Amber Outlook Converter software  Good software, good results, but large- scale email conversion??

16 6/1/2015McGill University Archives :: ICA Seminar 200516 Phase II Transfer and Access Protocols Document (link)link  To develop e-records’ transfer and access strategies  Themes: transferring, processing, preserving, and accessing e-records  digitalpermanence storage server: centralized or federated

17 6/1/2015McGill University Archives :: ICA Seminar 200517 Phase II Document Management Software  To organize office e-records  Campus-wide vs. office by office solutions  Joint committee between University Archives and University IT sector

18 6/1/2015McGill University Archives :: ICA Seminar 200518 Phase II Outreach to University Offices (link)link  To raise awareness on campus  Advise on email best practices  Advise on document imaging projects  Proactive approach = Changes staff perception on e-records

19 6/1/2015McGill University Archives :: ICA Seminar 200519 Phase II Revision to Terms of Reference  Accepted by Board of Governors 2005  New language reflects role of Archives in governing, and accounting for, campus electronic records

20 6/1/2015McGill University Archives :: ICA Seminar 200520 Next Steps Retention Rules  Enterprise Systems (SIS, FIS, HRIS)  Email

21 6/1/2015McGill University Archives :: ICA Seminar 200521 Overall Observations Collaboration  Cannot do e-records project alone  Work with experts in other fields (IT, records creators) Achievable project goals  Complex project but…  Proper resources, clear strategy, take risks, test and try – success!

22 6/1/2015McGill University Archives :: ICA Seminar 200522 Staffing - digitalpermanence Archivist-Electronic Records  David Kemper Archivist/Records Analyst  Aaron Spreng Senior Archivist-Records Management  Alex Richmond (start Oct. 2005)

23 6/1/2015McGill University Archives :: ICA Seminar 2005 23 Johanne Pelletier, Associate Secretary-General and University Archivist (johanne.pelletier@mcgill.ca) McGill University Archives website http://www.archives.mcgill.ca/ David Kemper, Archivist-Electronic Records (david.kemper@mcgill.ca) digitalpermanence initiative http://www.archives.mcgill.ca/dp/ Aaron Spreng, Archivist/Records Analyst (aaron.spreng@mcgill.ca) Questions ?

24 6/1/2015McGill University Archives :: ICA Seminar 2005 24

25 6/1/2015McGill University Archives :: ICA Seminar 2005 25 References Outreach to University Offices resources Email Best Practices & Office Records Classification http://www.archives.mcgill.ca/dp/practices/office.htm Document Imaging (scanning) Standards http://www.archives.mcgill.ca/dp/practices/scanning.htm

26 6/1/2015McGill University Archives :: ICA Seminar 2005 26 References Terms of Reference The mission of the McGill University Archives (MUA) is to promote good governance, and accountability, through the protection of the University’s documentary heritage and records/information assets, in all formats, by combined archives and records management services.

27 6/1/2015McGill University Archives :: ICA Seminar 2005 27 Why digitalpermanence? To take on the challenge of managing electronic records – “born-digital” or converted to digital – for business interests To develop strategies to preserve electronic records, in collaboration with the university’s IT sector, for research interests

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