Washington State Archives Documenting Democracy Washington State Archives Digital Archives MOVING...

Washington State ArchivesDocumenting Democracy

Washington State Archives Digital Archives

MOVING E-RECORDS INTO THE FUTURE

Presented by

Debbie Bahn and June TimmonsWashington State Archives,

Digital ArchivesOctober 15, 2010

Washington State ArchivesDocumenting Democracy

Digital ArchivesServices and Benefits

WHAT: Introduction to the Digital Archives

WHY: Value to Agencies and the Public

HOW: Transferring Your Records

Washington State ArchivesDocumenting Democracy

Introduction to theDigital Archives

• Open in 2004 in Cheney, WA

2005 3.5 million records

2006 6 million records

2010 92 million records

Washington State ArchivesDocumenting Democracy

Introduction to theDigital Archives

Multi-disciplinary: Network, Development, and Archives/Records professionals

Washington State ArchivesDocumenting Democracy

Digital Archives Value

1. Access and convenience

2. Reduce agency workload

3. Limited business resumption

4. Digital Archives migration strategy

It is the State Archivist’s duty to “centralize the archives of the state of Washington, to make them available for reference and scholarship, and to ensure their proper preservation.

RCW 40.14.020

Benefits of centralization

Washington State ArchivesDocumenting Democracy

Digital Archives Value

1. Access and convenience

2. Reduce agency workload

3. Limited business resumption

4. Digital Archives migration strategy

• Eliminates vague search requests which require considerable staff time

• Reduces public records requests

• Eliminates microfilm searches and reproductions

• Avoids cost of hardware and software obsolescence

• Use of DA resources and staff

Washington State ArchivesDocumenting Democracy

Digital Archives Value

1. Access and convenience

2. Reduce agency workload

3. Limited business resumption

4. Digital Archives migration strategy

Agency’s access to confidential and non-confidential records through password-protected website.

Washington State ArchivesDocumenting Democracy

Digital Archives Value

1. Access and convenience

2. Reduce agency workload

3. Limited business resumption

4. Digital Archives migration strategy• In-house architecture

and migration strategy• As needed for

technology obsolescence

Washington State ArchivesDocumenting Democracy

Transferring Your Records

Part 1: Set up Record Series in Digital Archives system

Part 2: Self-service records transfers to Digital Archives

Washington State ArchivesDocumenting Democracy

Transferring Your RecordsPart 1: Set Up Record Series

1. Consultation

2. Transmittal Agreement (TA)

3. Transfer Information Plan (TIP)

4. Transfer

5. Ingestion

Information Gathered:• Identify Record Series• Identify File Formats• Identify Recording System

Washington State ArchivesDocumenting Democracy

Transferring Your RecordsPart 1: Set Up Record Series

1. Consultation

2. Transmittal Agreement (TA)

3. Transfer Information Plan (TIP)

4. Transfer

5. Ingestion

Washington State ArchivesDocumenting Democracy

Transferring Your RecordsPart 1: Set Up Record Series

1. Consultation

2. Transmittal Agreement (TA)

3. Transfer Information Plan (TIP)

4. Transfer

5. Ingestion

Washington State ArchivesDocumenting Democracy

Transferring Your RecordsPart 1: Set Up Record Series

1. Consultation

2. Transmittal Agreement (TA)

3. Transfer Information Plan (TIP)

4. Transfer

5. Ingestion

• “ArchiveThis!” transfer tool

• Hard Drive for large initial transfers

Washington State ArchivesDocumenting Democracy

Transferring Your RecordsPart 1: Set Up Record Series

1. Consultation

2. Transmittal Agreement (TA)

3. Transfer Information Plan (TIP)

4. Transfer

5. Backup and Ingestion

• Verify security• Create report• Copy data to backup• Byte count• Store security copy• Ingest

Washington State ArchivesDocumenting Democracy

Transferring Your RecordsPart 2: Self-Service Transfers

1. Tools

2. Order Fulfillment

3. Support

• “ArchiveThis!” transfer tool

• Password-protected access to your records

Washington State ArchivesDocumenting Democracy

Transferring Your RecordsPart 2: Self-Service Transfers

1. Tools

2. Order Fulfillment

3. Support

• Certified copy orders

Washington State ArchivesDocumenting Democracy

Transferring Your RecordsPart 2: Self-Service Transfers

1. Tools

2. Order Fulfillment

3. Support• Digital Archives staff

• Electronic Records Management Consultant for your region

Washington State ArchivesDocumenting Democracy

Transferring Your RecordsBiggest Challenge

Biggest challenge to the Digital Archives: Multiple proprietary formats!

When purchasing an electronic records management system, please let your vendor know that the Digital Archives has an acceptable data export format. We will be glad to work with your vendor so that we can preserve your records.

Washington State ArchivesDocumenting Democracy

Our Services Tabwww.digitalarchives.wa.gov

Washington State ArchivesDocumenting Democracy

Contacts and Website

Debbie Bahn, Lead Archivist(509) 235-7500 ext. 207debbie.bahn@sos.wa.gov

June Timmons, Chief Applications Architect(509) 235-7500 ext. 202june.timmons@sos.wa.gov

Washington State Archives, Digital Archiveswww.digitalarchives.wa.gov

Washington State ArchivesDocumenting Democracy

Thank You