Day 5

Dagmar Parer & Adrian Cunningham, NAA

    Becoming Archives 2.0 discussion – eg:

    Are archival and records management principles safe and secure in a Web 2.0 environment?
    Policy framework requirements;
    Web 2.0 implementation plans for internal and external use;
    Skills and expertise requirements;
    Security issues;
    Outsourcing and third party service provider arrangements;
    Standards for re-use of information and data;
    Data transformations required for re-use of data;
    Resource implications (including bandwidth costs).

      • Internal indicators:
      1. Crisis mode
      2. Customer centricity
      3. Innovation
      4. Management style
      5. Risk tolerance
      • Organisational values of Archives 2.0: Trust (fundamental enabler); openness (open to what is happening); courage (to take risks, speak up); flexibility; humour / fun / playfulness; innovation (stasis is death); collegial / humility; tolerance; benevolence; empowering
      • Organisation structure: organic (natural growth ; centralised (one controls all); coordinated (set rules, best practices)
      • Models for Archives 2.0: people’s archive; citizen’s archive; interactive user community; participatory archives; participatory archive; traditional archives

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      Day 4

      Barbara Reed, Director, Recordkeeping Innovation Pty. Ltd.

        Managing and preserving Web 2.0 created information. The role of the archivist in an Archives 2.0 environment.  Can the archives community take advantage of the Web 2.0 environment to re-invent and re-think their roles and the services they offer? What are the skills needed in an Archives 2.0 environment?

        • Looked at the recordkeeping implications of a typical ‘today’ scenario.

        Cassie Findlay, Senior Project Officer, Government Recordkeeping, State Records Authority of New South Wales
        Christine Johnston, Director Agency Relations, NAA

          Records management solutions in a Web 2.0 environment. – Panel discussion
          An exploration of the policy ‘Records Management and Web 2.0, Guideline 24’ and NAA developments and solutions for managing Web 2.0 created information.

          Cassie Findlay

          • Use of Web 2.0 in the NSW govt sphere – IAMSask – forum for for TRIM, Oracle etc users; Flickr photostream seeking and getting better descriptions for photographs; blogging for SRNSW and for Digital team
          • Recordkeeping: capturing evidence of govt business; disposal authoriies; process, support, monitor
          • The application within recordkeeping systems can be tricky: blurring of corporate and personal; disconnect of the tools and content from in-house systems; difficult to pin the records (cumulative); proprietary formats
          • Case study – traces of Nathan (Reese)
          1. First Premier to have own website and used twitter
          2. The Reese website disappeared when he moved on
          3. The website was found and taken into custody (as PDF), summary of tweets in PDF, videos in proprietary formats
          • Tips for recordkeeping professionals – be involved: play and learn; add value on recordkeeping and other issues eg access and privacy; manage the risk (establish contractual obligation); adopt new tools
          • “WordPress” code can be saved; “backupify” app for twitter

          Christine Johnston

          • High-level approach to agencies – risk approach
          • Agencies are responsible for capturing records
          • Records managers have concerns about managing web 2.0 records as the information is out of their control

          Adrian Cunningham, Director, Strategic Relations and Personal Records, NAA

          Reflections on how Gov 2.0 objectives pertain to ‘Archives 2.0’

          • Gov 2.0: pro-disclosure; transparency; citizen engagement (making govt more consultative, participatory); integrity in public administration; more accessible and usable
          • Build culture of online innovation
          • Promote collaboration across agencies
          • Identify / trial demonstrator initiatives
          • FOI reforms and the establishment of the Office of the Information Commissioner (and establish policies and frameworks)
          • Encourage the reuse of public sector information
          • Model: UK Power of Information Taskforce
          • Focus on overcoming cultural, economic, legal and administrative barriers to adoption
          • Foster culture of open govt in line with APS code/values; Open licensing; Web 3.0; Open standards
          • Key recommendations: make PSI open, accessible and reusable; copyright issues; information publication scheme; definitions of a ‘Commonwealth Record’ (challenges of records on third party social networking sites and use of endorsed records and IM standards)
          • Why does Govt 2.o matter to us? Archives have content waiting to be used; first the PSI has to be properly managed; IM skills are vital – authenticity, integrity, contextualisation and discovery.
          • What about Archives 2.0? What does the future hold – do we have a culture clash; traditional archives versus Archives 2.0 (ie closed, authoritative, users mis-trusted vs open, engaged, interactive, democratic, collaborative and user-centered)
          • The peoples archive: revolution in access and appreciation of archives; everyone is a recordkeeper with stories to tell and preserve
          • Conclusion: daunting, exciting, RK challenges and high expectations; chance of making the profession more relevant; hold they key for managing the future

          Adrian Cunningham, Director, Strategic Relations and Personal Records, NAA

          ICA/ADRI Principles and Functional Requirements for Records in Electronic Office Environments.

          • Current SitRep: strong market for software; ISO 15489; ISO 23081; national/jurisdictional reqs; global harmonisation
          • Overview: project team; stakeholders
          • Module 1 – overview and 12 guiding principles
          1. Electronic business information has to be actively managed and reliably maintained as authentic evidence of business activity
          2. Business information has to be linked to its business context through the use of metadata
          3. Business information has to be kept and must remain accessible to authorised users for as long as required
          4. Business information has to be able to be disposed of in a managed, systematic and auditable way
          5. Systems should support good business information management as an organic part of the business process
          6. Systems for capturing and managing business information have to rely on standardised metadata as an active, dynamic and integral part of the recordkeeping process
          7. Systems have to ensure interoperability across platforms and domains and over time
          8. Systems should rely as far as possible on open standards and technological neutrality
          9. Systems should have the capacity for bulk import and export using open formats
          10. Systems must maintain business information in a secure environment
          11. As much metadata as possible should be system generated
          12. It should be as easy as possible for users to create/capture records of business activity
          • Module 2 – for use by organisations seeking to implement dedicated electronic records management systems
          • Module 3 – for business systems owners
          • Future directions – ISO 16175 on its way
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          Day 3

          Rose Holley, Manager of Trove, National Library of Australia

          Crowdsourcing Strategies: outline of research findings into strategies libraries and archives do and should employ in order to maximise the effectiveness of ‘crowdsourcing’.

          • Rose gave an account of how and where crowdsourcing has been used to add value to information assets, including: Australian newspapers; FamilySearch indexing; PictureAustralia; GalaxyZoo.
          • For example: http://www.galaxyzoo.org/
          • Galaxy Zoo: Hubble uses gorgeous imagery of hundreds of thousands of galaxies drawn from NASA’s Hubble Space Telescope archive.
          • To understand how these galaxies, and our own, formed we need your help to classify them according to their shapes — a task at which your brain is better than even the most advanced computer.
          • If you’re quick, you may even be the first person in history to see each of the galaxies you’re asked to classify.
          • More than 250,000 people have taken part in Galaxy Zoo so far, producing a wealth of valuable data and sending telescopes on Earth and in space chasing after their discoveries.
          • The images used in Galaxy Zoo: Hubble are more detailed and beautiful than ever, and will allow us to look deeper into the Universe than ever before.
          • To begin exploring, click the ‘How To Take Part’ link above, or read The Story So Far to find out what Galaxy Zoo has achieved to date.”

          Sebastian Chan, a/g Head of Digital, Social and Emerging Technologies, Powerhouse Museum

          Case study:  How organisations employ Web 2.0 technologies to provide value added services. A look at how the Powerhouse Museum has employed Web 2.0 technologies in delivering a range of public services.

          • Digital principles: findable; understandable; shareable; usable; meaningful; responsive; available
          • Circle of access: analogue in-house; digital in-house; online; online in the network.
          • Models of packaging content: original; digital original; digital curator; digital branding; product bundle.
          • PH sees themselves as media industry. Competitive attention seeker in the digital arena.
          • The past should be used as a valuable resource for the making decisions for the future.
          • Putting information where people look for the information – not expecting people to come to you. For example PH on DigitalNZ: http://www.digitalnz.org/ and Flickr
          • Different environments have different communities of use – eg tagged articulated skeleton on Flickr. See: http://www.flickr.com/photos/powerhouse_museum/2980051095/

          Ben Searle, General Manager, Australian Government Office of Spatial Data Management

          Making public sector information available and the barriers to its release and the efforts being made by agencies in relation to public sector information, and the issues faced.

          • Spatial data access and pricing policy – a Cabinet decision resulted in 1500 data sets accessible at no cost
          • Barriers to accessing public sector information:
          1. Technical and resources: most government data is structured for the BIS not for public use; privacy issues; security issues; agencies are resourced for core functions and not to de-classify and/or aggregate data
          2. Emotional: eg  – “data cannot be released for privacy” – but data can be aggregated to remove identification of individuals;  “data cannot be released due to security reasons” – data is often over classified; “the data may embarrass the Minister” – against open gov agenda; “the information me be misused” – legal actions may result but no legal action has been taken to date; “I want to hold onto my database” – information is power; “people will learn I have poor data management practices” – I might be revealed and embarrassed; “I gain my identity through my data” – I might lose my identity.
          3. Lack of clarity on how to release data (difficult for users); lack of clarity on what agency is the custodian; multiple IP and licencing; inconsistency on data discovery and access approaches; lack on incentive to make data publicly available; lack of requirements to return data collected with Commonwealth funds to the funding agency
          • How to reduce the barriers: have policy around data collection (data should come back; metadata etc); custodian guidelines; have discovery, access and licencing protocols; governance and administration (agency roles and responsibility to make data accessible); funding models.
          • Conclusion: a small amount of coordination and a change in culture will help increase access to public sector information; the Information Commissioner will be driving this agenda but all agencies need to work together to remove the barriers.

          Dr. Tim Sherratt, National Museum of Australia, Adjunct Associate-Professor, Digital Design & Media Arts Research Cluster, Faculty of Arts and Design, University of Canberra.

          How organisations employ Web 2.0 technologies to provide value-added services.
          Development of ‘Mapping our Anzacs’ project and beyond. How we can now re-use archival data.

          • A refreshing approach to metadata (and oldie but a goody) – Metadata is JUST data about data.
          • Extraction: liberating metadata from where it is
          • Enhancement: what you to do data and what you don’t do – ie the way you store and structure your metadata affects future use; geocoding ( http://labs.nma.gov.au/collection/map/ ); topic modelling; crowdsourcing
          • Extension: push metadata beyond its boundaries – ie new contexts (visualisation, mash-ups eg: http://visiblearchive.blogspot.com and http://labs.nma.gov.au/wall ); records linkage (eg NLA’s People Australia – see https://wiki.nla.gov.au/display/peau/Home ); authority records.
          • Experimentation: build spaces to play, learn, create and fail.

          Professor Anne Fitzgerald, Law Faculty, Queensland University of Technology

          Copyright Law and intellectual property in a Gov 2.0 environment. Discussion on the impact that copyright and intellectual property constraints have on access to, and use and re-use of, government information in a Gov 2.0 environment.

          • Copyright licensing vs “no rights” approach
          • Advantages of copyright-based open licensing approach for government:
          1. open licensing mirrors the fundamental justification for recognising copyright in government material
          2. supports government’s open access policy objectives
          3. provenance and attribution
          4. avoids financial and technical lock-up of taxpayer funded materials
          • Advantages of using CreativeCommons
          1. enforceability of licence
          2. explicit statement of re-use rights
          3. clear statement that information is sourced from government (attribution/provenance) – increased user confidence
          4. universal recognition of CC symbols
          5. discoverability of digital objects
          6. enables legal remix and mashup

          See: http://creativecommons.org.au

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          Day 2

          Pia Waugh, ICT Policy Advisor, Office of Senator Kate Lundy

            Web 2.0 technical principles and tools

            • The essence of Web 2.0 is that it:
            1. connects people, enabling them to interact across time and space.
            2. allows for scaling up, and supports collaboration, participation, citizen engagement, client input, and re-use of documents, data and images.
            3. extends audience reach, reduces communication barriers, and promotes semantic interoperability, mashups, and more.
            • We need to start by building robust platforms  that are based on open standards that are the insurance of knowledge in a digital age.

            Ruth Ellison, Principal Consultant, Stamford Interactive
            Sarah Boyd, Senior Consultant, Stamford Interactive.

              Designing a better user experience with Web 2.0

              • Website design can no longer ignore the opportunities and advantages that Web 2.0 tools and technologies can offer.
              • Ruth and Sarah used case studies and examples to explore the context of use for these new (and some not so new) tools, with a focus on improving and enhancing the user experience.
              • They outlined the emerging patterns and conventions for design in this space, and discussed the importance of designing the user’s end-to-end experience with your organisation or service, not just the online component.
              • No matter what the technology, the user experience is everything; from service delivery to citizen engagement, knowledge management or collaboration and ideas generation – even archiving.

              Dr. Silvia Pfeiffer, Ginger Technologies Consultancy Services

                Open media developments.

                • Open media technology is becoming increasingly relevant as more audio and visual information is put online as seen on sites such as YouTube and applications such as Skype video.
                • The Web is increasingly offering an audio-visual experience which is rapidly being taken up because people find it more natural to communicate information via their visual and aural senses rather than by reading text.

                Julie Faulkner, Director, Digital and Online Access, National Archives of Australia

                  How organisations employ Web 2.0 technologies to provide value-added services
                  National Archives of Australia initiatives in using Web 2.0.

                  Stephen Ellis, Assistant Director-General, Operations and Preservation, National Archives of Australia

                    Case study using the web.

                    • Using Zotero as a tool for researchers to access the National Archives’ collection
                    • National Archives of Australia initiatives in using Web 2.0

                    Paul Dalgleish, Assistant Director, Reference Policy and Support, National Archives of Australia

                      Project managing an organisations to employ Web 2.0 technologies to provide value-added service

                      • National Archives of Australia initiatives in using Web 2.0
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                      Day 1

                      Dagmar Parer, Director of Studies.

                      Overview of Residential objectives, program outline and administrative matters related to the Residential.

                      Ross Gibbs, Director General, National Archives of Australia (NAA)

                      NAA/CAARA Residential welcome speech.

                      Senator The Hon. Kate Lundy, Parliamentary Secretary for Immigration and Citizenship, Parliamentary Secretary to the Prime Ministers, Senator for the ACT

                      Video presentation of the political and social  imperatives for employment of Web 2.0 technologies.

                      • A ‘Big Picture’ introduction to the concepts contained within the term Web 2.0 and the social, political and business ramifications of its rapid uptake.
                      • Kate spoke passionately about open Government, community engagement in developing Government policy and using open standards and good metadata when we’re preparing to release PSI datasets.

                      Dr Nicholas Gruen, CEO Lateral Economics and Chair of the Gov 2.0 Taskforce

                      Government 2.0 objectives.

                      • The work of the Gov 2.0 Taskforce in contributing to Commonwealth Government initiatives for making government more transparent and collaborative.
                      • Wearing his economist hat, Nicholas spoke about building platforms that can build ‘public goods’.
                      • From his perspective, allow users to make the decision on whether information is useful, just provide the metadata to facilitate that process.

                      Professor John McMillan, Australian Information Commissioner, Prime Minister and Cabinet

                      Implementation of Gov 2.0 objectives.

                      • The role of the Information Commissioner in attaining the Gov 2.0 objective of having a pro-disclosure culture in government, and the implications for government bodies.
                      • Changing the culture to the proactive release of information will speed up FOI requests, as the information is already out there.
                      • A coordinated approach to information management to both policy and practice.
                      • Quantifying the value of information, and treating it as a resource.
                      • Professor Eric Wainwright, Principal, e-Knowledge Structures

                      Global trends towards ‘open government’: the role of Web 2.0 technologies.

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                      Overview

                      Overall theme:

                      • Australasian and global trends towards ‘open government’ and the enabling role of Web 2.0 technologies.

                      Objectives:

                      • Understand the business and political drivers for government adoption of Web 2.0 technologies, and development of Gov 2.0 culture
                      • Understanding agency and archives obligations in an unfolding Gov 2.0 environment.

                      Week overview of themes:

                      • Day 1 – Australasian and global trends towards ‘open government’ and the enabling role of Web 2.0 technologies
                      • Day 2 – Web 2.0 features and functions
                      • Day 3 – Legal implications
                      • Day 4 – Records management in a Web 2.0 environment
                      • Day 5 – Becoming an ‘Archives 2.0’
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