1. Washington State Archives Documenting Democracy Washington State Archives Digital Archives MOVING E-RECORDS INTO THE FUTURE Debbie Bahn and Scott Sackett Washington State Archives May 6, 2011

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

3. Washington State Archives Documenting Democracy Introduction to the Digital Archives Open in 2004 in Cheney, WA 2005 3.5 million records 2006 6 million records 201199 million records

4. Washington State Archives Documenting Democracy Digital Archives Value 1. Access and convenience 2. Reduce agency workload 3. Limited business resumption 4. Digital Archives migration strategy 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 40.14.020 Benefits of centralization

5. Washington State Archives Documenting Democracy Digital Archives Value 1. Access and convenience 2. Reduce agency workload 3. Limited business resumption 4. Digital Archives migration strategy 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

6. Washington State Archives Documenting Democracy 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.

7. Washington State Archives Documenting Democracy 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

8. Washington State Archives Documenting Democracy Transferring Your Records Part 1: Set up Record Series in Digital Archives system Part 2: Self-service records transfers to Digital Archives

9. Washington State Archives Documenting Democracy 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. Washington State Archives Documenting Democracy 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. Washington State Archives Documenting Democracy 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. Washington State Archives Documenting Democracy 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 (200+ gigs) or FTPS for smaller volumes

13. Washington State Archives Documenting Democracy 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. Washington State Archives Documenting Democracy Transferring Your Records Part 2: Self-Service Transfers 1.Tools 2.Order Fulfillment 3.Support “ArchiveThis!” transfer tool Password-protected access to your records

15. Washington State Archives Documenting Democracy Transferring Your Records Part 2: Self-Service Transfers 1.Tools 2.Order Fulfillment 3.Support Certified copy orders E-Commerce tool

16. Washington State Archives Documenting Democracy Transferring Your Records Part 2: Self-Service Transfers 1.Tools 2.Order Fulfillment 3.Support WADA Admin website access Electronic Records Management Consultant for your region

17. Washington State Archives Documenting Democracy Transferring Your Records Biggest Challenge Biggest challenge to the Digital Archives: 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. Washington State Archives Documenting Democracy Our Services Tab www.digitalarchives.wa.gov

19. Washington State Archives Documenting Democracy Thank You