Digital Storage&

Other 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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Current State

1,200Printers & MFPs

Unsupported scanners & devices

Standalone Faxes with variable support 200 Photocopiers –

not used for printing

Future State

MFDs used for printing, copying, faxing and scan to

ECM, supporting both colour and monochrome

Few specialist printing and scanning devices (eg label,

negatives, counter)

Bulk printing & scanning mostly

outsourced

Fax Gateway and enterprise content

management (ECM) system

ContentStorage

Secure printing, desktop faxing & self service print setup

Vendors

Service Providers

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

One page out of 132 pages dealing with just the Scanner part of our Ricoh Aficio 3245C MFD

Part of the technical specifications from the standard.

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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 …

Questions ?