kerry gutowski

Digitisation of CPA Australia’s Corporate

Archives

Kerry Gutowski Knowledge Manager

Agenda

+ About CPA Australia+ The Corporate archives + Project Details

• Prioritisation process for digitisation• Classification and storage • Access and delivery

+ Some artefact examples

About CPA Australia

Primary Aim+Enhance our members’ professional knowledge and support their career development

Facts+132,000 members working in 111 countries+Provide education and ongoing career development+Support through networks and advocacy+Celebrating 125 years

Corporate Archives

+ Unique collection of records extending back over 125 years+ Boxes of minutes, correspondence, history of CPA Australia

+ Photos of members across the years+ Evolution of the corporate logo

+ Insights into development of accounting profession+ Exam materials+ Information on antecedent bodies

Project Scope

+ ARC Linkage Grant over 3 years+ Investigators from Melbourne, Ballarat & Deakin

universities and National Archives+ CPA Australia involvement+ Develop framework with guidelines for preservation of

CPA Australia’s archives+ Development of policy & procedures+ Establishment of archive repository+ Commenced October 2010

Stakeholders

+ Academics• Use of materials for research

+ Internal staff• Use of materials for multitude of purposes

+ Members • Finding details of family members

+ General Public• General interest

Progress to date

+ Commenced review of Materials+ Development of Prioritisation Matrix+ Investigation of Archive repository+ Validation of taxonomy

Review of Materials

+ Assessment of materials • Risk factor

– physical state

• Provenance• Primary Value

– Membership details– Financial details – Merger details

• Secondary Value– Contextual– Historic

Prioritisation Matrix

Criteria 1 Criteria 2 Criteria 3 Criteria 4

Value Is the item rare/unique?

Can the item be replaced if it disappeared? How easily?

Is the item of value to organisation itself?

Does the item have sufficient intrinsic value to justify digitisation, eg research value ?

Preservation Is the item fragile?

Is item susceptible to damage eg printed on highly acidic paper?

Does the format lend itself to best display in a electronic environment eg photographs?

In a format no longer viable eg floppy disk?

Use & access Is the item of high use?

Will digitisation reduce wear on the original?

Will digitisation increase use?

Intellectual Property/ Copyright

Is item available in the public domain?

Is there a need for copyright clearance?

Is the item of a 'sensitive' nature from CPA Australia viewpoint? NOTE: if an issue then item NOT weighted for scanning

Are there IP/Privacy issues involved? NOTE: if an issue then item NOT weighted for scanning

Taxonomy

+ Based on archival guidelines+ Specific to the CPA Australia archives+ Top level is provenance based+ Twelve series

• Series 1 - Governance: – Constitutional Documents; by-laws; articles of association;

code of ethics; memorandum of understanding

Potential Repository

+ Digital Content system• Excellent security model• Able to segregate content • Provide access to external parties• Metadata template development• Publish to various platforms

Issues to Date

+ Prioritisation process+ Access to the materials

• Transfer between locations • Security

+ Retrieval of digitised materials • Transfer between locations• Potential duplication

+ Linking to other Archive collections+ Regular communication with major stakeholders

• Minimise duplication of effort

Issues to date continued

+ File format • Future proofing• “Born digital” content

+ Access rights• Management of the master file

+ File naming convention+ Metadata

Artefacts from the CIA Jubilee Banquet

Artefacts from the CIA Jubilee Banquet

Biblion – The Boundless Library

Potential Environment

Asset record

Digital Content repository (including Copyright detail)

Library management system

Federated Search

Asset

App X

Archive Application

Summary

+ Developing framework+ Have agreed taxonomy+ Prioritisation process+ Established regular reporting mechanisms+ Identified a storage repository

Contact:kerry.gutowski@cpaaustralia.com.au

Thank you