Digital transfer and post-transfer
Find out about what you need to do before and after a full digital transfer.
Plan a formal transfer
Once we’ve agreed with you to proceed with a full transfer of eligible digital records and their accompanying metadata to the custody of the Chief Archivist, we’ll collaborate on formal transfer planning and preparation.
This is similar to planning for transfer of a test extract but also includes:
signing a Transfer Agreement, and
completing and signing an Access Authority, if needed.
Useful links
Prepare a full extract
The processes involved in preparing a full extract are similar to those in the initiation and preparation of a text extract. But you’ll need to:
identify and assess all eligible digital records
extract or copy the digital records and their accompanying transfer metadata file (TMF) onto a hard disk drive or other secure method for transfer to us.
Remember, you must not delete any in-house copies of the digital records or their metadata until we’ve formally accepted the transfer.
Pre-ingest analysis
Pre-ingest analysis is similar to what we do for a test extract. If we identify any issues that may affect ingest or transfer of the full extract into the Government Digital Archive, you may need to repeat the digital transfer preparation processes.
Metadata mapping
We’ll map your TMF to the metadata in Collections and Rosetta (which collectively form the Government Digital Archive) before ingesting the digital records and TMF into the live environments of both systems.
At this stage, we may ask for additional information from you. This might be used, for example:
to help us with the mapping
if you want extra metadata to add value and enable discovery of the records.
Ingest and transfer acceptance
After you’ve addressed any content, technical, metadata and accessibility issues identified in our pre-ingest analysis, we’ll:
ingest the full extract of digital records and their TMF into the live environments of the Government Digital Archive
formally accept the transfer.
Formal acceptance
We’ll register and return copies of the signed Transfer agreement and access Authority (if required) to you. Then, we’ll formally accept transfer of the digital records as public archives into the custody of the Chief Archivist.
Post-transfer responsibilities
Once the digital records have been formally received as public archives, it’s your responsibility to destroy any in-house copies.
Destruction of all in-house copies is important and necessary
We’ll notify you when:
the transfer is complete
the digital public archives and their metadata are discoverable via Collections search.
Once you receive this notification, you must destroy all remaining copies and versions of the digital records held in-house.
Please note, this is extremely important and necessary to ensure the authenticity, reliability, and integrity of the digital public archives as the ‘authoritative’ version.