Digital Storage

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Digital StorageOther Issues

• Graham Chapman
• Information Data Architect

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Scanning is Easy
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• NOT!

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Case Study 1 An SOE

• Building Move
• No more than two boxes
• MFDs for scanning
• Skips for rubbish

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Case Study 2 MoJ
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The Future State

• Capability added secure printing, desk top
  faxing, scanning, ECM integration self service
  printer setup
• Compliance enables fax and scanning compliance
  with security requirements of Public Records Act
  and NZSIT 502
• Open plan office spaces will generally only be
  served by multifunction devices (MFDs) combining
  duplex A3 and colour capability with print, copy,
  scan and fax (via gateway) capability.
• Secure/sensitive printing will be supported via
  pull-printing using appropriate authentication
  (eg pin, card or token). The default will be
  monochrome duplex printing.

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Policies (Sample)

• MFDs are to be provided based on actual print
  type and quantities, maximum acceptable waiting
  time and the requirement to maintain business
  with one device out of service
• Specialist devices will only be used for
  specialist need (eg negative scanning, batch
  printing, courtrooms, A1 printing etc)
• All printing/scanning services will encrypt
  traffic across the network. Similarly all mass
  storage that caches print/scan content must be
  encrypted and have robust overwrite protection
• Higher volume print and scan jobs which do not
  involve sensitive material may be undertaken by
  outsource service providers

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Future State Standards (Sample)

• Ministry of Justice Interim Security Policy, D
  Mollan 2005
• Government Communications Security Bureau (GCSB)
  standard series NZSIT 400 500. In particular NZ
  Security of Information Technology Standards
  NZSIT 502 The use of Digital Photocopiers and
  Multi-Function Devices within NZ Government
• Ministry of Justice Security Standard Multi
  Function Devices V1.1 28 June 2006 and later
  revisions
• Digitisation Standard Archives NZ Government
  Recordkeeping Group
• Public Records Act 2005 requirements for
  holding and transfer of records
• JSR170 MFD to ECM interfacing

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Digitisation Considerations
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Mandatory Requirements
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Mandatory Requirements (Cont.)
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Definitions
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A Multi-Function Device the Scanner Part
Part of the technical specifications from the
standard.
One page out of 132 pages dealing with just the
Scanner part of our Ricoh Aficio 3245C MFD
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And then into storage
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What about the rest of the digital content?
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Storing Digital Content

• Documents in file shares
• Documents in other applications
• Process diagrams workflows
• Audio
• Video
• Images
• Maps
• Reports

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• Questions ?