TABLE OF CONTENTS

INTRODUCTION

• INTRODUCTION & GLOSSARY
• PURPOSE & APPLICABILITY
• MANDATE LEGISLATIVE FRAMEWORK & SCOPE

REQUIREMENTS

• SUMMARY OF MANDATORY REQUIREMENTS
• PRELIMINARY CONSIDERATIONS
• 1.0

  ALL DIGITISATION AND DIGITISATION PROCESSES MUST BE PLANNED, SCOPED AND DOCUMENTED
• 2.0

  SYSTEMS TO SUPPORT MANAGEMENT OF THE DIGITAL OUTPUT OF DIGITISATION AS RECORDS MUST BE IN PLACE
• 3.0

  DISPOSAL OF ALL RECORDS MUST BE AUTHORISED AND DOCUMENTED
• 4.0

  LONG-TERM MANAGEMENT SYSTEMS, WHERE REQUIRED, FOR BOTH SOURCE AND DIGITISED RECORDS, MUST BE DOCUMENTED AND IMPLEMENTED

MANDATORY APPENDICES

• APPENDIX 1: CHECKLIST OF MANDATORY REQUIREMENTS
• APPENDIX 2: COMPLIANCE CERTIFICATION
  
  

GUIDANCE APPENDICES

• APPENDIX 3: CHECKLIST OF BEST PRACTICE RECOMMENDATIONS
• APPENDIX 4: ISSUES TO CONSIDER WHEN ASSESSING THE VIABILITY OF DIGITISATION
• APPENDIX 5: RECOMMENDED TECHNICAL SPECIFICATIONS
• APPENDIX 6: FILE-NAMING METADATA RECOMMENDATIONS
• APPENDIX 7: QUALITY ASSURANCE RECOMMENDATIONS
• APPENDIX 8: RECOMMENDED STAFF SKILL SETS
• APPENDIX 9: FURTHER RESOURCES

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DIGITISATION STANDARD

ARCHIVES NEW ZEALAND

GOVERNMENT RECORDKEEPING GROUP

> ISSUED UNDER THE PUBLIC RECORDS ACT 2005, SECTION 27
> SCOPE: ALL PUBLIC OFFICES AND LOCAL AUTHORITIES
> STATUS: DISCRETIONARY STANDARD

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S-6 ARCHIVES NEW ZEALAND'S STANDARD FOR DIGITISING NON-ELECTRONIC RECORDS FOR RECORDKEEPING PURPOSES AND RETENTION OF NON-ELECTRONIC RECORDS IN ELECTRONIC FORM ONLY.

THIS STANDARD SETS OUT REQUIREMENTS FOR DIGITISATION PROCESSES FOR PUBLIC OFFICES AND LOCAL AUTHORITIES TO SUPPORT THE REQUIREMENTS OF THE ELECTRONIC TRANSACTIONS ACT 2002 AND PUBLIC RECORDS ACT 2005.

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ACKNOWLEDGEMENTS

This Standard was developed for the Government Recordkeeping Group, Archives New Zealand by Barbara Reed, Recordkeeping Innovation Pty Ltd., and Stephen Clarke, Archives Analyst, Archives New Zealand, with advice and guidance from an advisory group comprising:

• Adam Stapleton, Project Manager, State Services Commission;
• Alison Midwinter, Senior Advisor, Appraisal, Archives New Zealand;
• Alison Nevill, Manager, Knowledge Management Unit, Ministry of Economic Development;
• Andy Fenton, Managing Director, NZ Micrographic Services;
• Janine Delaney, Manager, Digital Preservation, Archives New Zealand;
• Joanna Newman, City Archivist, Wellington City Council;
• Liz Kolster, Senior Analyst, e-GIF, State Services Commission;
• Mike Chapman, Information Administrator and Democratic Services Manager, Porirua City Council; and
• Shane Beverley, Information Manager, Department of the Prime Minister and Cabinet.

The Chief Archivist gratefully acknowledges the contributions of the advisory group.

The development of this Standard was informed by international professional literature and draws upon various institutional standards and policies. In particular the ISO standards on digital imaging and information documentation¹; and two publications issued by the Queensland State Archives: ‘Digitisation Disposal Authority’ (April 2006) and ‘Guidelines for the Digitisation of Paper Records’ (May 2005). Please refer to Appendix 9: Further Resources for further information.

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1. ISO 12653 – 1: 2000, Electronic imaging – Test targets for the black and white scanning of office documents, Part 1 – characteristics;
ISO 12653-2: 2000, Electronic imaging – Test targets for black and white scanning of office documents, Part 2 – methods of use;
ISO/TR 15801: 2004, Electronic imaging – Information stored electronically – Recommendations for trustworthiness and reliability;
ISO/TS 23081-2:2007 Information and documentation — Records management processes — Metadata for records — Part 2: Conceptual and implementation issues

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