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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. [email protected]
June Timmons, Chief Applications Architect(509) 235-7500 ext. [email protected]
Washington State Archives, Digital Archiveswww.digitalarchives.wa.gov
Washington State ArchivesDocumenting Democracy
Thank You
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