What is a digital archive?
A digital archive is a repository created to ensure the ongoing preservation, security and accessibility of digital records and information for as long as they are needed.
Who is building the digital archive?
Archives New Zealand is developing a digital archive by leveraging previous investments made in the National Library of New Zealand’s National Digital Heritage Archive (NDHA) system. This involves extending the NDHA core software and hardware to store and secure government digital information of long-term value and to provide access to it through time as formats and storage media evolve. Archives New Zealand’s existing discovery and access system Archway will be linked to the NDHA system, making information stored there automatically accessible to the public and government agencies (within relevant security restrictions).
Why do we need a digital archive?
The government digital archive will ensure that today’s important digital information will be accessible to future generations. Ongoing access to significant digital information enables citizens to perform important social, cultural and economic research, and to hold government to account for its actions.
The Government Digital Archive will provide economic benefits across the public sector by ensuring that all digital information required for long-term retention is well controlled, managed and preserved, and reusable when it is needed.
What progress is being made in the development of the government archive?
Archives New Zealand is working collaboratively with key stakeholders in developing the Government Digital Archive. This includes lead and specialist agencies, researchers, vendors and interest groups. Processes for public sector agencies to prepare and securely transfer large volumes of digital material onto the digital archive are being developed.
When will I be able to access the digital archive?
The Government Digital Archive will be released in stages. Phase 1 will be complete in early 2012, with existing digitised archives held by Archives New Zealand made available via the digital archive. In mid-2012, phase 2 will enable Archives New Zealand to receive transfers of born-digital records from government agencies. In early 2013 phase 3 will allow appropriate access to digital records via our archive discovery and access system, Archway.
Who will have access to this digital archive?
Access to open records will be through Archway and will be available to everyone. Access to restricted records will be made available to authorised agencies and researchers through a secure portal.
What do government agencies need to do?
To get ready for the Government Digital Archive, an agency must create and maintain digital records according to the framework established in the Public Records Act 2005. When the time comes to transfer important public records, contact Archives New Zealand. For more information see the Continuum Resource Kit, a comprehensive resource kit of recordkeeping tools, standards and guidelines.
Can government agencies access their own records?
Yes. Agencies will be able to access all records, including restricted records, transferred to Archives New Zealand.
How secure is the archive?
The Government Digital Archive will prohibit unauthorised access to restricted digital records. The Government Digital Archive will be regularly audited to ensure it meets the international standard for a trusted digital repository.
How do I transfer digital records to Archives New Zealand?
If you have digital records to transfer before the completion of the Government Digital Archive please refer to our guidance on Digital Transfers. The process for transferring digital records will change as the Government Digital Archive is rolled out. For more information contact Archives New Zealand.
What digital records do I transfer?
Digital records determined by the Chief Archivist to be of long-term value, through the standard appraisal process, will be transferred to Archives New Zealand. For more information see our web pages about Appraisal and Disposal.
What will I be able to view in the digital archive?
Digital records transferred to Archives New Zealand classified as open – viewable by the public – will be available to view in the Government Digital Archive. Non-digital records scanned by Archives New Zealand will be available to view through our online finding aid Archway.
What will happen to our paper records once the digital archive is in place?
Paper will continue to be transferred to Archives New Zealand as Archives New Zealand has a responsibility to care for archives in all formats. Over time we expect the amount of paper to decrease as more and more agencies keep public records in a digital format.
Will Archives New Zealand scan all the paper records?
Archives New Zealand has an established programme to digitise high-use records and make them available. The Government Digital Archive will ensure that those digitised records will be well managed and made accessible.
What about records digitised by government agencies?
An agency that has digitised its records in accordance with the Digitisation Standard may transfer those digitised records along with the approved transfer.
What is a born-digital record?
Our glossary defines ‘born-digital’ as relating to an object that is originally created in a digital format. A born-digital record is evidence of a business transaction which is captured using a computer.
How will the digital archive help me with my research?
By making the open digital records of agencies available online for the first time researchers will have the ability to search, access and use a new generation of information which has previously not been available to them.
Will constant changes in technology affect the digital archive?
The Government Digital Archive is being designed and built with technological change in mind. It is being designed to handle a wide variety of digital records, including text documents, sound files, images, presentations, spreadsheets and data sets. Preserving the digital records and providing access to them is the primary focus of the Government Digital Archive Programme.
How much will this digital archive cost?
In 2010 the government budgeted $12.6 million over 4 years to complete the Government Digital Archive.
How do I find out more?
Go to the Government Digital Archive Programme web page for updates, and information about digital preservation and digital recordkeeping.