From Proprietary Format to Open Source – Preserving Digital Resources

Liz Reuben

Manager, Knowledge Services and Information Futures

Australian Government Dept. of Family and Community Services

Quote re opportunity - Edison

Social Security Law:• Social Security Act 1947• Social Security Act 1991 (“plain English”)• 20 March 2000 three acts:

– Social Security Act 1991– Social Security (Administration) Act 1999– Social Security (International Agreements) Act 1999– Associated subordinate legislation

Social Security Law:

S o c ia l S ec u rity A c t 1 9 91S o c ia l S e curity (A d m in is tra tion ) A ct 1 9 99

S o c ia l S ec u rity (In te rn a tio n a l A g re e m e n ts) A c t 1 9 992 0 M a rch 1 9 9 9 - cu rre n t

S o c ia l S ec u rity A c t 1 9 911 9 91 - 2 0 M a rch 19 99

S o c ia l S ec u rity A c t 1 9 47(S S A )

M a n ua ls o f Ins tru ctio ns(P a pe r fo rm a t)

-1 993

G u id e to S oc ia l S e cu rity L awG u id e R e -w rite

H T M Lla te 1 9 97 - cu rre n t

G u id e g ro w s to be co m e a " lib ra ry"G u id e , S S A , up to 7 o th er ac ts , 3 m a nu a ls

E p ub lish1 9 93 - la te 19 97

G u ide to th e S o c ia l S ecu rity A ct(E le c tro n ic fo rm a t)

E p ub lish1 9 91 - 19 93

M a n ua ls o f Ins tru ctio ns(P a pe r fo rm a t)

The Guide to Social Security Law• Three Manuals of Instructions (loose-leaf)• Phased out over 1991 – 1994 and replaced by the

Guide• The Guide available on floppy disk or CD-Rom• From approx. 2000 available only via Internet or

intranet

The Guide 1991 – 1999• Proprietary Format using Epublish• Fortnightly release• 10 – 14 floppy disks per release• Could only load one release at a time, and for

superseded releases, could only load on a standalone PC

Reasons for the Project

• Responsibility – We are accountable for our decisions and behaviours.

• Wisdom – We use our collective and individual knowledge, insight and judgment.

• Fairness – Our decisions and behaviours will be free of self-interest and bias.

Reasons for the Project – continued

• Accuracy of information – We will maintain accurate and comprehensive records. We will provide accurate and relevant information. We will keep our publications up-to-date. We will clearly explain the reasons for any decisions we make.

• Effective partnerships - We aim to consult widely to make sure that the views of our partners, clients and stakeholders are properly considered in developing or reviewing policies or services. We will also provide as much time as possible for comment on any proposals that affect our business with you.

The Project Parameters

• Releases lost, corrupt, difficult to use – find, replace• Epublish no longer supported – convert to open

format• Risk management and preservation – archival

protection• Quality Control

Planning and Communication

• Planning began October 2002, formally ended December 2002

• Communications strategy• Focus group December 2002 in conjunction with

Guide Management Group

Conversion to HTML

• Extraction of data from Epublish• Building the prototype• Testing the prototype• Quality Assessment and exceptions

Archival preservation

• Investigating what we should do• Investigating the proposed solution• Metadata• Implementing the solution• Implications of the solution

How to blow out the project parameters

• Do something that no-one else in your organisation has done

• Add a significant body of work to the project scope• Keep your high standards• Project management: Time / Quality / Cost

HTML output

What did we gain from the Project?

• Outcomes:– Ready access increases productivity and timeliness of accessing this

information for staff– Self help for staff– Project exceeded expectations– Customer satisfaction

• Lessons learned:– Planning– Project management skills– XML