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A case study led forum from the Australian Public Sector

and their processes and procedures to preserve its digital


collections and enhance datas richness and integrity

A Digital Preservation
Government Assembly
One day connected forum with two half day post-forum workshops
25-26 February 2015, Rydges Capital Hill, Canberra

Australian War Memorial


Airservices Australia
National Archives of Australia
Department of Education & Employment
National Gallery of Australia
State Library of South Australia
Deakin University
Adept KM
Recordkeeping Innovation Pty Ltd

Half day post-forum workshops:


Thursday, 26 February 2015
A: Digital Records Creating, Managing and Preserving For the Future

Facilitated by: Andrew Stawowczyk Long, Managing Director, Mus Callidus Services

B: Issues and options with continuing to work with digital records long-term

Facilitated by: Geoff Smith, Records and archives professional

w w w. a r k g r o u p a u s t r a l i a . c o m . a u

AGENDA

A Digital Preservation Government Assembly


25-26 February 2015, Rydges Capital Hill, Canberra

The Australian Government has an enormous body of records that need more than just digitising. These files
date back years into the past or belong to the present, making them invaluable pieces of information for the
future. Since degeneration of records is a natural cycle, the challenge is to vigilantly preserve, protect and
renew this data for continual re-use and accessibility. Preservation however, is an active, painstaking and long
term commitment. How can one continually enhance the quality, while retaining the originality of the record
and preventing information decay, is an ongoing concern for all practitioners. At the same time, achieving this
in a cost effective manner while aligning preservation with the goals of the company is equally important.
Since organisations have their own unique processes (and challenges) of preserving records, learning from
the experiences of peers is an invaluable advantage.
How are government organisations, apart from your own, preserving their records? What challenges are they
grappling with? What are the latest trends, formats, quality control procedures & security measures operative?
How are they ensuring long term enduring access to the digital files and the metadata?

Highlights
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Developing and implementing a digital preservation strategy


Managing the digital transition process
Preserving, Curating, Linking, Crowd sourcing and Visualising data
Progressive digitisation and web publication
Strategies for change
Risk versus compliance
Preserving websites
Right Platform for maximising research
Semantics
Understanding RIM issues during machinery of government changes
Managing change & control in an agency splitting many directions
Understanding differences in (multiple government agencies) operations
Merging together with a variety of government agencies
Manage, Transfer, Preserve and Provide access to multiple digital formats with different
security classifications
Transfer, preserve and provide access to digital records in a way that maintains the datas
richness and integrity
Sustainability of Digital Resources: Active and Passive Approaches

COnnected forum - Wednesday, 25 Feb 2015


This two day event puts forward the latest in digital preservation within the Australian Government, from
leading practitioners and organisations, sharing invaluable case studies in their journey as record and
information managers.
8:30 Registration and refreshments
9:00 Chairperson's opening remarks

Barbara Reed, Principal Consultant,
Recordkeeping Innovation Pty Ltd
9:30 Managing the digital transition process: an Airservices
Australia Case Study
Transferring information to new systems while
retaining data integrity
Managing stakeholder expectations and meeting user
requirements
Facilitating access and re-use of digital information
now and into the future
Colette Raison, Director, Adept KM and
Anita Grzeszkiewicz, Corporate Archives Coordinator,
Airservices Australia
10:15 Australian War Memorial Case Study

Anzac Connections - Bringing historic documents
from the Australian War Memorials archive to all
Australians as well as preserving, curating, linking,
crowd sourcing and visualising data
Anzac connections project involves the progressive
digitisation and web publication of thousands of
pages of personal accounts, letters and diaries from
the First World War
Data produced from cataloguing, indexing and
digitising collections has enormous research potential
when placed on the right platform
Digitisation data to become semantic data about
entities and relationships. Transcription and subject
tagging to be added to the pool of data available for
researchers
Robyn van Dyk, Head, Research Centre,
Australian War Memorial
11:00 Morning refreshments and networking
11:15 MOG Mayhem
RIM issues encountered during machinery of
government changes
Managing change and control in an agency splitting
many directions
Major differences in how government agencies
operate and how to merge together
Matthew Jordan, Assistant Director, Records &
Information Management, Shared Services Centre,
Department of Education & Employment
12:00 Digital preservation of our nations works of art
Clyde will talk about developing and implementing
a digital strategy and the digital preservation of
the organisations National Works of Art collection,
supported by a case study for providing access
Developing and implementing a digital preservation
strategy
Case study of the Gallerys Digital Asset Management
to help discovery (searching, accessing and reusing)
our digital assets
Clyde D'Rosario, Head of Digital Strategy, National
Gallery of Australia

12:45 Business networking lunch (let us know if you have any


special dietary requirements two weeks prior to forum)
1:45 Digital First: Transforming the National Archives
Business
The National Archives of Australia (the Archives)
provides leadership and support across the Australian
Government for the transition to digital information
and records management
Developing an enterprise architecture that supports
National Archives digital business
Transfer, preserve and provide access to digital
records in a way that maintains the datas richness
and integrity
Karen Horsfall, Assistant Director, Digital Preservation
Program, National Archives of Australia
2:30 Audience Interactive: Sustainability of Digital
Resources: Active and Passive Approaches

Facilitated by Barbara Reed, Principal Consultant,
Recordkeeping Innovation Pty Ltd

3:15 Afternoon refreshments and networking
3:30 Gone but not forgotten: A case study in preserving
South Australian government websites

The State Library of South Australia harvests websites
to the National Library's PANDORA web archive.
Whilst rich in contemporary and historical value,
preserving South Australian government websites
presents a number of challenges.
Overview of collections
Challenges (legislative, technical, communicative)
Strategies for change
Joanne Hocking, Published Collection Development
Officer, State Library of South Australia
4:15 Developing and implementing a digital preservation
strategy
Risk vs compliance
Relevant contextual metadata
Preservation is not a IT term
Ken Mould, Records Manager, Deakin University
5:00 Chairpersons closing remarks & end of connected
forum

POST- FORUM workshopS


Thursday, 26 February 2015

Digital Records Creating, Managing and Preserving For the Future

Registration: 8.30 am
Workshop starts: 9.00 am
Workshop ends: 12.00 pm
Facilitated by:
Andrew Stawowczyk Long, Managing Director,
Mus Callidus Services Pty Ltd
About the workshop:
All information created, sent and received in the course of
a job is potentially a record. Records are unique source of
evidence providing information about all business activities. This
workshop is designed to give participants an overview and help
understanding of digital record management and preservation.
It explains the current legislation, standards and practices that
are vital for any government employee involved with record management. It will include group discussions, questions and some
exercises designed to help understanding the subject.

About the workshop leader:

Andrews main interests lie in areas of


Digitisation, Digital Preservation and Archiving.
He worked in the past and is still involved
with many private and government organisations including National Archives of Australia,
National Library of Australia, International
Internet Preservation Consortium, National Library of
Indonesia, University of NSW, University of Queensland,
Libraries of Western Sydney, Community Heritage Grants,
Royal Botanic Gardens in Sydney, National Gallery of
Australia, Victorian Jazz Archive and many more.

1. What is a digital record?


2. Why manage Digital Records?
3. Keep, destroy or transfer?
4. The Government Digital Transition Policy
5. National Archives of Australia and Records Authorities (RA)
6. What is Digital Preservation?
7. Digital Preservation
u Obsolescence and other challenges
u Strategies
u Trustworthy Digital Repositories
u Digitisation
u Ingest
u Access
u Metadata
u Standards
8. New and emerging technologies - preserving Websites,
u Databases and Social Media
9. Preservation In-house or outsourcing?
Past projects involved testing emulation and migration
methodologies in Web Archives preservation, designing
digitisation training programs (most notably DOHM
Digitisation of Heritage Materials http://www.nla.gov.au/preserve/dohm), an audit of the National Library of Australia
digital repository and Digital Preservation policy development
at the National Archives of Australia. Currently, Andrew works
as a technical consultant advising on topics related to digital
records management, website and social media archiving,
preservation of databases, metadata and digital transfer.

Issues and options with continuing to work with digital records long-term

Registration: 12.30 pm
Workshop starts: 1.00 pm
Workshop ends: 4.00 pm
Facilitated by:
Geoff Smith, Records and archives professional
About the workshop:
Typically with records requiring to be retained permanently for
government agencies, these can, at some point be transferred
to an archive institution that will do this for you. For some
records though, they require to be retained digitally for very long
periods of time and to be available to the government agency for
ongoing usage, not just reference, for very long periods of time.
Some records requiring permanent retention also require being
available for use by the government agency.

About the workshop leader:

Geoff has over 35 years experience in records


and archives. For 23 years he worked at the
NAA finishing as Assistant Director Government
Branch in Sydney. Subsequently he has worked
as a contractor, Manager Records for the Office
of State Revenue then Corporate Archivist for the

This could possibly be 10 20% of an agencys records (depending


on the agency) so what needs to be considered to allow this to
happen when an agency has a business need to retain records
for very long periods of time itself. In digital terms long-term
retention can create issues with a system upgrade or migration
and this could cause a problem within months not years.
This workshop will cite real examples of records, look at the
issues they raise and explore options on how to proceed.
u How does one ensure they will be available for as long as
they are required?
u How to ensure security is maintained over time?
u What happens when agencies need to share or even
transfer records requiring long-term retention?
u What sorts of records will cause problems?

RTA now RMS. Currently he is Manager Records and


Archives for the Department of Parliamentary Services. He has
spoken at conferences in Australia and Singapore, is a
member of the Australian Society of Archivists (ASA) and Records &
Information Professionals Association of Australasia (RIMPA)
where he was a Branch President and Federal Director.

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+61 (02) 8913 4099

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Web: www.arkgroupaustralia.com.au

Post: Send the completed registration form to Ark Group Australia Pty Ltd, Main level, 83 Walker Street, North Sydney, NSW 2060

A Digital Preservation Government Assembly

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25-26 February 2015, Rydges Capital Hill, Canberra

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