Australasian Digital Recordkeeping Initiative
Developed and hosted by the National Archives of Australia, the Australasian Digital Recordkeeping Initiative website is a collaboration between all ten national, state and territory public record institutions in Australia and New Zealand.
View the Work Items Schedule of all current ADRI projects (redirects to ADRI wiki).
Exposure Draft – for comment by 31 Jan 2012:
This draft glossary of disposal triggers was developed by ADRI to define the terms and meanings of commonly used triggers in ADRI disposal authorities. It will assist in:
- promoting greater consistency in the terms used in Australian and New Zealand disposal authorities
- the automation of triggers in electronic document and records management systems (EDRMS)
- consistency in records retention across the sectors.
The draft is being released to the wider recordkeeping community in Australia and New Zealand for review and feedback.
Comments are invited on any aspect of the draft Glossary and are due back by Tuesday 31 January 2012. Comments should be forwarded to Kevin Chin, ADRI Secretariat at kevin.chin@prov.vic.gov.au.
Completed ADRI Products released in 2011:
As part of the ongoing development of the Queensland Government Recordkeeping Policy Framework, Queensland State Archives has recently published the Guideline for Managing Digital Photographic Images and supporting public record briefs. The Guideline provides advice to help public authorities meet their information management and recordkeeping obligations under the Public Records Act 2002. The Guideline will assist public authorities manage digital photographic images by creating images that are fit for purpose, and captured with adequate contextual information required to make the image meaningful to current and future audiences.
Two Public Records Briefs have been developed to accompany the Guideline, Guideline for Managing Digital Photographic Images - an overview and Managing Digital Photographic Images as Public Records.
This project has been supported by the Queensland Government ICT Innovation Fund. Consequently, the Guideline's content is centred within Queensland's legislative framework and is designed to assist Queensland public authorities to meet their recordkeeping obligations under the Public Records Act 2002. For more information on the Innovation Fund, visit
http://qgcio.govnet.qld.gov.au/govnet/projectsandservices/funding/Pages/index.aspx .
These new resources are now available on the Queensland State Archives website
http://www.archives.qld.gov.au/government/Publicationsbytype.asp
(under guidelines and public records briefs).
Completed ADRI Products released in 2010:
CCTV has been increasingly deployed across public authorities for a variety of visual surveillance purposes. Challenges which impact the management of CCTV records include the proliferation of proprietary visual surveillance systems and encodings, overcoming poor picture quality owing to the lack of operational standards, the divergence in business processes to manage the records, and a lack of recognition of the total cost of ownership in managing records throughout their lifecycle.
These comprehensive guidelines outline the legislative and regulatory requirements for the management of visual surveillance records; provide an organisational framework for the management of CCTV records; and detail the recordkeeping processes in the creation, use, storage, retrieval and disposal of CCTV records. The Guideline provides practical advice, key considerations, and step-by-step guides to all aspects of managing CCTV records. The Guideline can be used by public authorities to assist in either implementation of CCTV systems or in the evaluation of existing CCTV processes against specific minimum recordkeeping and legislative requirements.
While the guidelines have been written specifically for Queensland Public Authorities, the operational issues and advice provided can be adapted to apply across Australian and New Zealand jurisdictions.
Cloud computing is an increasingly common business practice, which provides new opportunities and challenges for storing digital records. Often cloud computing is an internet service where data is stored by a service provider which may be outside of Australia and New Zealand territory borders.
In addition to offering substantial cost savings, it can reduce the pressure on ICT departments to provide ever increasing storage capacity. However there can also be risks associated with the use of cloud computing services where they are used to manage official government information.
This new guideline provides a list of practical measures to advise how government organisations can best utilise this emerging technology. It provides a checklist for organisations to determine which records could be kept using cloud computing applications. It details the potential risks that need to be considered, and offers a list of useful contractual arrangements, as well as questions to ask of internet service providers.
By clarifying the what how and why, these guidelines allow government organisations to maintain the integrity of their recordkeeping and fully benefit from the advantages of cloud computing.
Archival staff training workshops in digital recordkeeping
Course 1, Introduction to Digital Recordkeeping and Archiving (2 day course)
Workshop plan
Facilitator's manual and course material
Participant Manual and course material
Course Objectives:
Day 1:
- Define the terms “digital records”, “digital recordkeeping” and “digital archiving”
- Identify the principles of recordkeeping within a government environment and discuss the issues relevant to both paper and electronic recordkeeping
- Develop solutions to the problems associated with managing digital records in a contemporary recordkeeping environment
Day 2:
- Discuss current processes of archival management
- Identify models for digital archive development and the elements that contribute to its functional entities
- Identify and prioritise elements of a digital archiving model for functional application
- Use a functional model to develop solutions to archiving digital records in a contemporary archival environment
Course 2, Community Training
Community training course material
A short training course to introduce members of the community to digital recordkeeping and archiving. The course provides background and definitions to the digital recordkeeping environment and demonstrates how to access digital records online.
Course 3, Manager Training
Manager training course material
A short training course targeted at public service managers, detailing the challenges with digital records, the principles of digital archiving, and defining the roles and responsibilities of agencies, executives, managers, and staff.
Course 4, Records Manager Training
Records Manager training course material
A short training course for the Recordkeeping Manager, which expands on the material in Course 3, Manager Training. This course also describes the Electronic Document and Records Management System (EDRMS), how metadata is used in digital recordkeeping processes, and current standards and models for digital archives around the world.