• 420 likes • 670 Views
PARBICA 14 Recordkeeping for Good Governance Toolkit Training Workshop 1 – Digital records Samoa , August 23, 2011. Helen Walker – National Archives of Australia Emma Buckley - National Archives of Australia Anna Gulbransen – Archives New Zealand. August 23 - Workshop 1 sessions. Yesterday….
E N D
PARBICA 14Recordkeeping for Good Governance Toolkit TrainingWorkshop 1 – Digital recordsSamoa, August 23, 2011 Helen Walker – National Archives of Australia Emma Buckley - National Archives of Australia Anna Gulbransen – Archives New Zealand
Yesterday… • Phase 5 Toolkit products • Digital records and recordkeeping - ‘similar to, but different from’ traditional record keeping • Assessed level of digital readiness • Looked at the best strategy for managing digital records
Managing email – key points • Email is a type of record and needs to be captured • Not all emails are records • Titles of email should have a clear meaning (eg removing the ‘RE:’ and indicating what the email is about) • Staff need rules about what to capture, who will capture and where to capture for ongoing management
What to capture? • The email record decision tree canhelp you decide
Using the email decision tree • Example 1:
Using the email decision tree Example 2:
Using the email decision tree Example 3:
Who is responsible for capturing emails? • Everyone uses email – everyone is responsible! • Organisations need to establish rules for email capture. Common options are: • the sender of the email • a recipient with responsibility for an action • a secretary or personal assistant
When should an email thread be captured? • Capture each email as it is sent or received (lots of email, but less risk of emails not being captured) • Capture the last email of the thread (not as many emails, but more risk of emails not being captured) • Capture the significant points in the thread, such as which/when major decisions were made.
Where should email be captured? • Into a records management system • If your organisation doesn’t have an EDRMS, options include: • Printing to paper and filing • Saving emails to directories, archiving systems or shared drives
When should I use email? • you want to deliver a message quickly, but do not necessarily need a quick reply • you want to deliver the same message to a large number of people • you want to create a record of a spoken conversation • you need to contact a colleague in a different time zone.
When should I use a different method of communication? • you need an immediate response • you are sending confidential information and you cannot risk a breach of privacy • you need to hold a back-and-forth discussion • you need to deliver bad news or discuss an emotional matter • you need to involve a lot of people in your discussion – an option such as teleconferencing may be better.
What is scanning? • A digital copy made of a physical record, such as a paper file or photograph • The process is also known as digitising, digital reformatting, and imaging • Equipment used includes flat-bed scanners, sheet-feed scanner and digital cameras
Reasons for scanning • Organisations scan records for both records management and archival purposes: • In the course of business • To improve access to records • To provide backup copies as security • To preserve the original records • To save physical storage space (depends on the organisation being able to dispose of paper originals)
Plan before you scan! • Before starting a scanning project, it is very important to ask questions such as: • What records will you be scanning? • Why are you scanning them? • How well-organised are the records? • What hardware and software will be used? • What types of files will be generated? • What software will be used to store and manage the images? • What quality assurance mechanisms will be in place? • How will the files be stored? Backup very important
Technical standards • The proposed use of the digital file will determine the technical standards you need • Technical standards need to be established at the start in order to get the results you want
Equipment • Computers • Scanners • Cameras • Imaging software
Managing your digital files • Like all records, digital files need to be managed so they can be found, retrieved and used over time • Files should be ideally captured into a system (an image or contents management system) along with the necessary metadata • Storage of digital files and backup copies • Preservation of files (migration, refreshing)
Managing your digital files • Metadata • Content management software for metadata (that ‘talks’ to the database housing the images) • Disposing of original records
A 10-step process for scanning projects • Why? • What? • Technical Specifications • Plan (who, how much?) • Prepare • Image capture • Metadata capture • Quality control • Storage, preservation, backup • Access
Project Planning Objectives Preserve the German records collection within Samoa. Digitize records of German Administration 1900 -1914 Produce and deliver copies for the Federal Republic of Germany.
2. Project Proposal Cooperation Agreement Funds Trainings Equipments
Fundings Federal Republic of Germany Digitization Equipments Technical Advisors/Trainers Ministry of Education, Sports and Culture Staffing Facilities/Utilities
Preparation of Files Item listing Cleaning Folio numbering Dis-binding Re-housing/re-boxing Paper ironing (if required) Paper mending (if required)
Equipments Atiz model B copying system 2 canon 5D Cameras 2 50mm prime lens with filters 2 35mm prime lens with filters Dell graphic PC Eizo Graphic monitor External hard drives (1tb) UPS power conditioner
DigitizationTechnical standards Familiarizing with required software. Focus to meet digitization/scanning as required by Archives NZ Where Samoa stand from the regions digitization/scanning technical standards? Areas needed to be further developed.
Lessons Learned Dealing with unplanned circumstances. The advantages of the project. Capacity building of employees
Thank you! www.parbica.org