Digital Preservation 2020Digital Preservation 2020Future proofing data and avoiding the digital dark age

About ADHC -

? ADHC is an agency of 13,500 people in the larger Department of Family and Community Services

? ADHC operates from multiple service delivery outlets, including residential facilities, local and branch offices, regional offices and central office in Sydney

? ADHC delivers services, support and information to older people, persons with a disability, their carers and families and also manages the funding for all State based support programs as well as some joint programs with the Commonwealth

Other relevant operating requirements -

? ADHC shares clients with Health, Justice, Education and Community Service agencies

? ADHC has a multitude of external stakeholders, including regulatory oversight from the Ombudsman, Children’s Guardian and others

? As a direct service provider to a vulnerable client group there is automatic review of any death in care

? Given the combination of State and Commonwealth funds there is extensive reporting and accounting to State and Commonwealth Treasuries

Most importantly -

? Agency client records have extremely long retention periods (80+ years) – we retain care and control prior to tranfer to State Archives for care and control

? Client records have extremely long closed access periods (110+ years)

? Shelf life of the technology supporting corporate systems averages 5-6 years – version upgrades of off-the-shelf software averages 1 behind, corporate systems in a constant state of modification and upgrade

? ADHC still has an embryonic recordkeeping culture

Recordkeeping for the foreseeable future -

? A mixed media environment – both hard and soft copy recordkeeping systems and requirements

? Direct care environments do not currently suit other than paper based records for client support

? Where services are delivered to clients in their own homes paper based systems/notes remain prime evidence of agreements and are linked to the CIS for event tracking

? The allegiance to ‘signed’ copies of documents for approvals moving through many hands remains

An evolutionary digital journey -

? Where records are ‘born digital’ they are mirrored in some instances with hard copy processes and duplication of effort

? There is a need to declare the ‘official record’ across business activities in order to reduce duplication

? A priority to unbundle content in corporate systems to improve business processes

? The changing use of the TRIM ERDMs and linking it to corporate systems is influencing the procedural components of administrative processes, forcing the review of practices and offering up BPR opportunities

Proxy serverIdentify Management,

Internet, Intranet and Email Access

Client Information System

Funding informationSystem

SAP HR

SAP Finance

TRIM ERDM

Flat architecture -

Email

Applicationservers

Proxy Server Identity Management,

Internet, Intranetand Email Access

CIS

FMS

SAP HR

SAP $

TRIM ERDM

Email

Integrated RM System Support -

Limitedapplicationserver use

The elephant in the room -

? EMAIL MANAGEMENT ? Business rules on what and when? Links to corporate systems? Single point of capture (ODMA enabled TRIM)

Order from chaos – redressing neglect:

Towards a digital future -

? Three cornered process = consistent creation, managed use and compliant and timely archiving

? State Records Act 1998 as primary compliance requirement

? Shift to Government Information Public Access Actfrom Freedom of Information Act focusing content management

? New Functional Retention and Disposal Authority (FA306) – July 2011

? Linking to Corporate Support Systems and loaded to TRIM next phase

The continuing the journey -

? Corporate governance - recordkeeping embedded into business as usual framework

? Digital preservation embedded into IT Service Level Agreements? Robust information architecture and security model? Disaster recovery and business continuity planning? Investment in archive practices, preservation and engagement

on digital archiving as corporate systems are retired? Retention requirements attached to all corporate systems and

the EDRMs system? Managed retention periods – reducing to critical content only

using Retention Authorisation whilst mixed environment remains? Baseline of skills and ongoing training/education

Further contact -

Christine MacqueenCorporate Records Manager ADHCMobile: 0429085983