From Proprietary Format to Open Source – Preserving Digital Resources Liz Reuben

1. From Proprietary Format to Open Source – Preserving Digital Resources Liz Reuben Manager, Knowledge Services and Information Futures Australian Government Dept. of Family and Community Services

2. Quote re opportunity - Edison

3. Social Security Law: • Social Security Act 1947 • Social Security Act 1991 (“plain English”) • 20 March 2000 three acts: • Social Security Act 1991 • Social Security (Administration) Act 1999 • Social Security (International Agreements) Act 1999 • Associated subordinate legislation

4. Social Security Law:

5. The Guide to Social Security Law • Three Manuals of Instructions (loose-leaf) • Phased out over 1991 – 1994 and replaced by the Guide • The Guide available on floppy disk or CD-Rom • From approx. 2000 available only via Internet or intranet

6. The Guide 1991 – 1999 • Proprietary Format using Epublish • Fortnightly release • 10 – 14 floppy disks per release • Could only load one release at a time, and for superseded releases, could only load on a standalone PC

8. Reasons for the Project • Responsibility – We are accountable for our decisions and behaviours. • Wisdom – We use our collective and individual knowledge, insight and judgment. • Fairness – Our decisions and behaviours will be free of self-interest and bias.

9. Reasons for the Project – continued • Accuracy of information – We will maintain accurate and comprehensive records. We will provide accurate and relevant information. We will keep our publications up-to-date. We will clearly explain the reasons for any decisions we make. • Effective partnerships - We aim to consult widely to make sure that the views of our partners, clients and stakeholders are properly considered in developing or reviewing policies or services. We will also provide as much time as possible for comment on any proposals that affect our business with you.

10. The Project Parameters • Releases lost, corrupt, difficult to use – find, replace • Epublish no longer supported – convert to open format • Risk management and preservation – archival protection • Quality Control

12. Planning and Communication • Planning began October 2002, formally ended December 2002 • Communications strategy • Focus group December 2002 in conjunction with Guide Management Group

13. Conversion to HTML • Extraction of data from Epublish • Building the prototype • Testing the prototype • Quality Assessment and exceptions

14. Archival preservation • Investigating what we should do • Investigating the proposed solution • Metadata • Implementing the solution • Implications of the solution

17. How to blow out the project parameters • Do something that no-one else in your organisation has done • Add a significant body of work to the project scope • Keep your high standards • Project management: Time / Quality / Cost

28. HTML output

29. What did we gain from the Project? • Outcomes: • Ready access increases productivity and timeliness of accessing this information for staff • Self help for staff • Project exceeded expectations • Customer satisfaction • Lessons learned: • Planning • Project management skills • XML