Click on the #caara link in tweet below to show tweets to date.
- an online repository which users are invited to contribute to and
- a vision for a post modern archive where all are equal in the presence of the record and in which users are active in all processes. It asks us to view all processes in a radically expanded version of uses.
All the residential delegates would like to congratulate and sincerely thank Dagmar Parer, Director of Studies, National Archives of Australia and Emma Buckley, Residential co-ordinator, National Archives of Australia for all their hard work in setting up and running a brilliant week of learning and sharing.
Broad Topic – Information Management
Strategy – Discussion Day
Effect – stimulating, challenging, encouraging and a little bit scary
Barbara Reed – Director, Recordkeeping Innovation Pty. Ltd
Managing and preserving Web 2.0 information
Barbara provided us with a case study where a member of the public dealing with government agencies used a number of Internet (some Web 2.0) applications to seek information e.g. YouTube; government websites and search tools; Facebook. The government data she located was reused and mashed up with other data sets to construct her own publication. What are the recordkeeping implications?
Barbara talked and walked and invited discussion about the implications. She challenged present information management practice for the management of information in the Web2.0 world. She suggested that to manage records in this environment models need to be more embracive.
Barbara reiterated the need for persistent identifiers and the value of annotating records with good metadata as they are created. She questioned how much monitoring we should be doing if we are working in an engagement model where if “it’s open, it’s open’. The status quo and traditional role of an archive institution was also questioned.
She highlighted the use of BIG data and little apps i.e. little apps to find and extract information from BIG data.
Cassie Findlay – Senior Project Officer, Government Recordkeeping, State Records Authority of NSW
Christine Johnston – Director Agency Relations, NAA
Panel discussion: Records management solutions in a Web 2.0 environment
Cassie mentioned that with records management in the Web 2.0 environment there needs to be a move away from end product collection based archiving to another form. Cassie provided us with a current example of capturing digital records of an outgoing Premier who was actively Web 2.0 engaged. Data needed to be extracted from proprietary applications e.g. YouTube and Twitter and accessioned and stored as digital records. This certainly raised issues of administrative change.
Cassie encouraged us to play and learn how Web 2.0 applications work as this will add value to our own recordkeeping strategies; recordkeeping advice and risk management. We need to ensure that digital records are meaningful and trustworthy. See how State Records have tackled this with their Future Proof Strategy.
Also while there look at the interesting results from a survey conducted with ICT professionals regarding recordkeeping.
Christine reinforced that agencies are responsible for documenting their business and it doesn’t really matter where that is. However it’s challenging capturing government business records when they created in a Web 2.0 environment. Loss of control could make us feel vulnerable.
One issue that Christine raised that had most of us nodding was the fact that in
our workplaces we don’t have access to many of the social networking tools to enable engagement in this sphere. And that this makes it difficult to frame advice without access to these tools.
See Social media: Another type of Commonwealth record http://www.naa.gov.au/records-management/create-capture-describe/socialmedia/index.aspx
In the robust and lively discussion it was mentioned that Government agencies want to do the right thing regarding recordkeeping in this area but want more “how to” information as well as principles, policies and procedures.
Adrian Cunningham – Director, Strategic Relations and Personal Records, NAA.
Reflections on how Gov 2.0 objectives pertain to ‘Archives 2.0’
Adrian was a member of the Gov 2.0 taskforce and was able to provide us with an insider’s view of some of the processes involved in getting to report stage. He reflected on Gov 2.0 and how it relates to Archives 2.0.
The taskforce had to work in a 6 months’ time frame and used Web 2.0 tools to communicate with taskforce members and to have online engagement with the public. This input did inform discussion and decision making and raised interesting recordkeeping challenges regarding this Public Sector Information (PSI).
See the report – Engage: Getting on with Government 2.0
Key recommendations pertaining to Archives are:
#7 Copyright issues
#6 Make PSI open, accessible and reusable
#8 Information publication scheme
#2 “definition of a Commonwealth Record”
Adrian explained that Archives have a lot to gain as:
For instance we have records -in- waiting for liberation – see Liberating Heritage Collections
Capturing and preserving authentic and accessible evidence of Government 2.0
As a final thought Adrian posed the question: Is Jenkinson’s ‘physical and moral defence of the record’ still a valid archival mission?
One clever response was:
This would be termed Jenkinsonian 2.0
And a response
or Neo Jenkinsonian
Adrian also spoke about:
ICA/ADRI Principles and Functional Requirements for Records in Electronic Office Environments
He focused on Module 3: Business Systems
The main audience for this are business systems developers who can include recordkeeping functionality in their designs.
In the evening session we set up Twitter accounts so that we have the opportunity to participate in followanarchive as November 12 is Follow an Archive day on Twitter. This will give us an opportunity to participate in a like-minded Twitter community.
Archives 2.0 Project
Each table wrote a paragraph describing what is meant by Archives 2.0. In achieving consensus on the content of the paragraph, there was a noisy buzz in the room with everyone employing their research skills and reflections about the content of the last few days.
Rose Holley, Manager of Trove, National Library of Australia
Rose spoke about the opportunities for archives in crowdsourcing. We can engage users in many of our big goals, goals for which we don’t have resources such as massively transcribing, describing, correcting, or digitising our holdings. In fact, the bigger and more seemingly impossible the goal, the more likely it is that you will capture the imagination of the online community.
The NLA’s Australian Newspaper Project is a great example of crowdsourcing. In just the first year of its operation their visitors corrected over 7 million lines of OCR’d text.
Rose described the motivations of their users and the NLA’s experiments in enhancing that motivation. Most visitors do it for fun and you can enhance that experience by showing project progress, by having clear goals, by acknowledging contributions, and even by using ranking tables to spark competition.
Sebastian Chan, A/G Head of Digital, Social and Emerging Technologies, Powerhouse Museum
How organisations employ Web 2 technologies
Sebastian urged us to focus on the context of engagement, rather than fixate on particular technologies. Great design is important for Web 2 interfaces.
Sebastian offered these guiding design principles:
- findable (where users look)
- meaningful (can be understood)
- usable/ shareable
- available online, onsite and in the communities of creation
Users give us their time and attention. We must value and respect that resource.
Sebastian described the linkages that happen online, giving an example of a Spanish comb in the Powerhouse collection that users have linked to a newspaper article on the NLA’s Australian Newspapers site that explains the context of that object’s accessioning.
The Powerhouse is working on ways to make such linkages seamless through initiatives such as their recent publication of a collection API. Only weeks old, this API has made their collection discoverable in other online contexts such as through the NLA’s Trove tool and the Digital NZ network.
Ben Searle, General Manager, Australian Government Office of Spatial Data Management
Making public sector information available and the barriers to its release
There are obstacles in the way of e-Gov and Archives 2.0.
Technical challenges include the fact that most government data has been created to support internal business systems and business proceses. It is not structured for public consumption. Agencies aren’t resourced to create data in publishable form. Data needs accurate metadata in order to remain authentic and reliable.
Spatial data is collected as a data set and so is relatively easy to publish, as opposed to business data. But even when the technical capacity is there, there are cultural challenges that create inertia and impede the opening up of information. Ben described how issues of privacy, control, monetization of IP often aren’t so frightening when you scratch their surface.
Dr Tim Sherratt
Mapping Our Anzacs Project and Beyond
Tim blew our minds with a sprawling, challenging, and inspiring presentation that went well over length but left us all wanting more. Rather than attempt to reduce it to a few points, which won’t do it justice, here is Tim’s talk in full:
Professor Anne Fitzgerald, Law Faculty, Queensland University of Technology
Copyright Law and intellectual property in a Gov 2.0 environment
Professor Fitzgerald introduced the early groundwork that laid the foundations for Gov 2.0 and the central role played by the academics and lawyers who have been advocating for open licensing of public sector information for many years. Professor Fitzgerald made the point that some of these principles derive from the 19C when English lawmakers introduced Crown Copyright with the expectation that some government information should rightfully be free.
There is a balance that we should aim to reach between openness and control. Some control is necessary in order to maintain attribution and in order to clarify and respect rights to information. Professor Fitzgerald made a strong case for the use of creative commons licenses as a way of avoiding the ‘no rights’ wilderness of the public domain, but still ensuring access to public sector information.
First, it was great for a 2nd day to meet and chat with archivists from Australian State and National archives and from NZ.
Second, Pia Waugh’s rapid fire hints and tricks for engaging and maintaining online communities – what she calls keeping up your google juice! As IT Policy Adviser to Senator Kate Lundy she has to manage heavy online traffic and it just goes to show how important Web 2.0 can be to politicians. Some of Pia’s tips were: go for modular tools that can readily engage with others; use open standards products; do everything possible to make yourself discoverable – links, urls, twitter etc; develop goodwill by a willingness to engage, and identify champions who will spread the word and help you value add.
Third, Dr Silvia Pfeiffer’s talk on video and how practical it can be for cultural institutions to get film out on popular video sites such as you tube with their ready made solutions and large audience potential. And how online communities can enhance engagement including adding search tags and providing translations of foreign films. Also, the point that video often has its own distinct online community that will only be reached via video sites. She also discussed new developments including integrated captioning and audio inscriptions for visually impaired users. She has called for a whole of government platform for video which she called gov tube.
Finally, the residential project really got going in the evening session, thanks I think, to some great behind the scenes thinking and hard work by National Archives coordinators. Each group was able to get stuck into an aspect of archives and how it should be out there in the web 2.0 world. My group’s ideas included blogs about what records should be kept (web 2.0 appraisal policy) and what records should be put online (web 2.0 arrangement & description/access policy). Also, it was announced that details of the project and ongoing project work will be posted to this blog. This means everyone can add their input , so please help us build our business case for Archives 2.0.