Establishing a digitisation programme: Some considerations

1
Establishing a digitisation programme Some
considerations

• Alison Midwinter
• Archives New Zealand

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Definitions

• Digitisation The process of creating a digital
  image from a hardcopy original such as paper or
  photograph, and atoring it in electronic media

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Definition of public records

• Public records means all papers, documents, or
  records of any kind whatsoever officially made or
  received by any Government office in the conduct
  of its affairs or by any employee of the Crown in
  the course of his official duties and, without
  limiting the generality of the foregoing
  provisions of this definition, includes
  registers, books, maps, plans, drawings,
  photographs, cinematograph films, and sound
  recordings so made or received and also includes
  copies of public records. s2 Archives Act 1957

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Digital objects are records

• They must be managed
• They are subject to disposal requirements
• ISO 15489

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Why?

• Business drivers.
• Purpose and outsomes.
• User needs, including quality of images created
  and likely use.
• Risks associated.

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Is this the best solution?

• Fitting solution to the need
• Total costs
• Hidden costs
• Staff capability and capacity

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What to get?

• Technological fit
• Technological infrastructure
• Technological support

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The records themselves

• Retrievqal likely usage
• Physical attributes
• Desirable image formats

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What else?

• Project plan, purpose, goals outcomes
• Full documentation, including hit by a bus
  operational specifications
• Clear procedures, including managing digital and
  original records

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Outsourcing

• A feasible alternative
• Still requires management and maintenance systems
• Be clear as to expectations
• Requirements for metadata

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Conclusion

• Images produced during digitisation must
• Be included in all aspects of a well-managed
  recordkeeping programme
• Must suffer no loss of functionality or usability
• Must suffer no reduction in security
• Must be able to be managed over time