The inevitability of digital transfer

IF 0.8 Q3 INFORMATION SCIENCE & LIBRARY SCIENCE
Lâle Özdemir
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This paper reports on research carried out in the winter of 2017 on the extent to which UK public bodies are prepared for the transfer of born-digital records to TNA. Research was based on a survey of 23 public bodies which included ministries, charities and non-departmental public bodies. The target population was predominantly public bodies that had the highest level of transfer of records to TNA. The justification for this lies in the fact that these bodies, amongst others, transfer the most records to TNA, thus it would be interesting to gain an insight into how prepared these relatively larger public bodies are with regard to born-digital transfer. The remaining public bodies were chosen randomly amongst non-ministerial departments. The primary areas under analysis are plans of public bodies for the transfer of born-digital records, processes for transfer to be undertaken such as selection, appraisal etc., the use of technology in sensitivity review and the trigger date for the transfer of records.\n\n\nFindings\nAn analysis of the research findings found that while a few UK public bodies surveyed had transferred datasets within the framework of the TNA Government Datasets (NDAD) initiative or as part of an inquiry, only one public body had transferred other born-digital records to TNA. The findings also reveal that most public bodies are yet to plan for, or to adjust, their current archival processes to take into account the different mind-set and skills required for the transfer of born-digital records. The level of preparedness is therefore limited primarily because public bodies have yet to undertake a transfer of born-digital records to the archives. 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引用次数: 5

Abstract

Purpose This paper aims to assess how prepared public bodies are for the transfer of born-digital records to the National Archives (TNA) of the UK in line with the reduction in the transfer rule from 30 to 20 years. Design/methodology/approach The change in the transfer rule means that records of UK public bodies will be transferred to TNA for permanent preservation at 20 years as opposed to 30 years old. This move, which has been described as a major change that is going to be introduced in a manageable and affordable way (20-year rule, The National Archives), will inevitably witness the transfer of born-digital records to the archives much earlier than would have been the case if the change in the transfer rule had not been made. This paper reports on research carried out in the winter of 2017 on the extent to which UK public bodies are prepared for the transfer of born-digital records to TNA. Research was based on a survey of 23 public bodies which included ministries, charities and non-departmental public bodies. The target population was predominantly public bodies that had the highest level of transfer of records to TNA. The justification for this lies in the fact that these bodies, amongst others, transfer the most records to TNA, thus it would be interesting to gain an insight into how prepared these relatively larger public bodies are with regard to born-digital transfer. The remaining public bodies were chosen randomly amongst non-ministerial departments. The primary areas under analysis are plans of public bodies for the transfer of born-digital records, processes for transfer to be undertaken such as selection, appraisal etc., the use of technology in sensitivity review and the trigger date for the transfer of records. Findings An analysis of the research findings found that while a few UK public bodies surveyed had transferred datasets within the framework of the TNA Government Datasets (NDAD) initiative or as part of an inquiry, only one public body had transferred other born-digital records to TNA. The findings also reveal that most public bodies are yet to plan for, or to adjust, their current archival processes to take into account the different mind-set and skills required for the transfer of born-digital records. The level of preparedness is therefore limited primarily because public bodies have yet to undertake a transfer of born-digital records to the archives. The research findings also revealed that public bodies had not as yet made adjustments or changes to current practice to take into account the issues relating to the processing of born-digital records prior to transfer. Research limitations/implications The findings of the research at hand are based on a survey submitted electronically to twenty-three public bodies with the aim of assessing how prepared they are for the transfer of born-digital records to the National Archives (TNA). The survey was sent to 27 public bodies with responses received by 23 public bodies. The survey sent to these bodies comprises eight questions that were deemed to be important in the current digital landscape with regard to the processes involved in the transfer of records, beginning from their creation. Thus, an element of subjectivity exists with regard to the outcome of the research, as the public bodies chosen were guided in prioritising any issues about digital transfer through the questions posed. The research carried out is also limited in that it focuses primarily on ministerial departments (14 of the 23 surveyed) and also constitutes a very small sample of UK public bodies overall. However, the originality of the data obtained through the study carried out by far outweighs the limitations of the research methodology. Originality/value This paper highlights that the transfer of born-digital records through original research amongst the 23 public bodies surveyed is not widespread, and that processes and procedures specifically for the management of processes for born-digital records are yet to be implemented. The study concludes that long-term planning for the transfer of born-digital records is yet to be undertaken and that public bodies are more likely to deal with the issue when their digital records are closer to reaching the point of transfer.
数字传输的必然性
目的本文旨在评估公共机构对将出生的数字记录转移到英国国家档案馆(TNA)的准备情况,以符合将转移规则从30年减少到20年的要求。设计/方法/方法转移规则的变化意味着英国公共机构的记录将在20年而不是30年时转移给TNA进行永久保存。这一举措被描述为一项重大变革,将以可管理和负担得起的方式引入(20年规则,国家档案馆),不可避免地会见证出生的数字记录比转移规则没有改变的情况更早地转移到档案馆。本文报告了2017年冬天进行的关于英国公共机构在多大程度上准备将出生的数字记录转移到TNA的研究。这项研究基于对23个公共机构的调查,其中包括部委、慈善机构和非部门公共机构。目标人群主要是向TNA移交记录水平最高的公共机构。这样做的理由在于,这些机构和其他机构向TNA转移的记录最多,因此,了解这些相对较大的公共机构在天生的数字转移方面的准备情况会很有趣。其余的公共机构是在非部级部门中随机挑选的。所分析的主要领域是公共机构转让出生数字记录的计划、将要进行的转让程序,如选择、评估等,敏感度审查中技术的使用以及记录转让的触发日期。调查结果对研究结果的分析发现,虽然一些接受调查的英国公共机构在TNA政府数据集(NDAD)倡议的框架内或作为调查的一部分转移了数据集,但只有一个公共机构将其他出生的数字记录转移到了TNA。调查结果还显示,大多数公共机构尚未计划或调整其当前的档案流程,以考虑到转移出生的数字记录所需的不同心态和技能。因此,准备程度有限,主要是因为公共机构尚未将出生的数字记录转移到档案馆。研究结果还显示,公共机构尚未对现行做法进行调整或改变,以考虑到与转移前出生数字记录处理有关的问题。研究局限性/含义手头的研究结果基于一项以电子方式提交给23个公共机构的调查,目的是评估他们为将出生的数字记录移交给国家档案馆(TNA)所做的准备。该调查已发送给27个公共机构,23个公共机构收到了回复。发送给这些机构的调查包括八个问题,这些问题被认为在当前的数字环境中是重要的,涉及从记录创建开始的记录转移过程。因此,研究结果存在主观性因素,因为所选择的公共机构通过提出的问题来优先考虑任何有关数字转移的问题。所进行的研究也很有限,因为它主要关注部长级部门(在接受调查的23个部门中有14个),而且在英国公共机构中只占很小的样本。然而,通过迄今为止进行的研究获得的数据的独创性远远超过了研究方法的局限性。原创性/价值本文强调,在接受调查的23个公共机构中,通过原始研究转移出生数字记录的情况并不普遍,专门用于管理出生数字记录流程的流程和程序尚未实施。该研究得出的结论是,出生数字记录转移的长期规划尚未进行,公共机构更有可能在其数字记录接近转移点时处理这一问题。
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来源期刊
Records Management Journal
Records Management Journal INFORMATION SCIENCE & LIBRARY SCIENCE-
CiteScore
3.50
自引率
7.10%
发文量
11
期刊介绍: ■Electronic records management ■Effect of government policies on record management ■Strategic developments in both the public and private sectors ■Systems design and implementation ■Models for records management ■Best practice, standards and guidelines ■Risk management and business continuity ■Performance measurement ■Continuing professional development ■Consortia and co-operation ■Marketing ■Preservation ■Legal and ethical issues
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