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The digital “containers” of today’s information have short life spans, so what happens to the information they hold

when they become


obsolete and non-existent? How can that information be used for the future? How can it be accessed? We face a digital dark age, where
information is inaccessible and locked within a technology that’s obsolete or dead.

One-day connected forum and workshops


4 - 5 August 2011, The Sebel Surry Hills, Sydney

◊ The future of your information

◊ Encouraging senior management

◊ Information security for certainty


Hear
Be fromby
guided our expert
our expert
◊ Avoiding another Wikileak panel of speakers:
panel of speakers:

The Westpac Group

Department of Family and Community Services,


Ageing, Disability and Homecare

Post-forum workshops: State Records Authority of NSW


Friday, 5 August 2011
NSW Motor Accidents Authority

[A]
A
Is it safe? Assessing your digital recordkeeping
Joy Siller, Principal Consultant, Siller CPA Australia
Systems Administration
Parramatta City Library
Creating and sustaining an information
[A]
B environment to encourage information usage
and updating
Public Record Office of Victoria

Craig Errey, Managing Director, PTG Global Executive Assurance

Supported By: Produced By:

w w w. a r k g r o u p a u s t r a l i a . c o m . a u
Where is technology heading? How can information be better maintained and managed for
future use? Who needs to be involved in maintaining this information?

Many thousands of digital records are created everyday, on technologies that may or may not even exist in the future. Regardless
of how important or valuable information is, it’s useless if it’s unable to be accessed. The digital “containers” of today’s information
have short life spans, so what happens to the information they hold when they become obsolete and non-existent? How can that
information be used for the future? How can it be accessed? We face a digital dark age, where information is inaccessible and
locked within a technology that’s obsolete or dead.

This one-day forum will confront the following issues:

ƒƒ Encouraging senior management of the importance of digital preservation and the reasons
behind needing an overarching governance structure
ƒƒ Resourcing for long term information preservation
ƒƒ Changing the organisation’s culture for better preservation

CONNECTED FORUM Thursday, 4 August 2011

8:30 Registration and refreshments Strategy, security and certainty for preservation

Chairperson’s opening remarks 1:45 Policy and strategy for digital preservation
9:00
Chris Godden, Director, Executive Assurance óó What specific things should be in a policy for preserving information?
óó Looking to the future before implementing a policy

The future and your organisation’s information óó Using policy to protect private information and avoiding another
Wikileak
9:15 Considering the future of your information Gary Cox, Senior Manager, Records Management, The Westpac Group
óó Where will your records be in the next five years? Ten? Twenty?
Hundred? 2:30 Preservation metadata and its importance to digital preservation
óó Examining what can be done now to preserve the asset of information óó Defining preservation metadata against other types of metadata
óó Turning frameworks and theories into practical implementation óó Creating and maintaining consistency in metadata
Narelle Haken, Records Officer, NSW Motor Accidents Authority óó Ensuring everyone in the organisation uses the same terminology for
reliable and trustworthy metadata
10:00 Convincing both senior management and employees of digital Andrew Waugh, Senior Manager Standards and Policy,
preservation Public Records Office of Victoria
óó Preparing a business case for the advocacy of digital preservation
óó Demonstrating the risks and repercussions of not employing an active 3:15 Afternoon refreshments and networking
preservation strategy
óó Managing your organisation’s culture for the preservation of digital 3:45 Information security in a time of uncertainty
assets óó Keeping your information private, regardless of the multiple storage
óó Encouraging employees to take responsibility and accountability for methods
information they create óó Examining the ramifications of a lack of information security and
Nathan Turner, e-Resources Librarian, Parramatta City Library insecure storage methods
óó Protecting your information on multiple devices and technologies
10:45 Morning refreshments and networking óó Using metadata for protection of privacy
TBA
11:15 Building support for digital preservation: The Department of Family and
Community Services’ approach Born-digital information preservation
óó Aligning the evidence base to practice
óó Disposal authorisation and accounting for the unique aspects of 4:30 Digitisation of CPA Australia’s corporate archives: a case study
evidence
óó Engaging the various stakeholder groups
óó Embedding disposal into system design
óó Which artefacts should be digitised: the assessment process
óó Engaging in State Records Digital Archives project
óó Copyright and access issues
Christine Macqueen, Corporate Records and EDRM Project Manager,
Department of Family and Community Services, Ageing, Disability and óó Classification and storage of digital artefacts
Homecare Dr Kerry Gutowski, Knowledge Manager,
CPA Australia
12:00 Interactive discussion: Resourcing for the future
Hear a short presentation from Cassie Findlay then discuss how your 5:15 Chairperson’s closing remarks and end of connected forum
organisation can be properly resourced for good preservation methods.
óó Exploring your options for good preservation: what is really needed?
óó Ensuring employees have the required education and training
óó Gaining the required resources on a limited budget
Facilitated by: Cassie Findlay, Project Manager, Digital Archives,
State Records Authority of NSW

12:45 Networking lunch


POST-FORUM WORKSHOPS Friday, 5 August 2011

Is it safe? Assessing your digital recordkeeping systems


Registration: 9.00 am
Workshop time: 9.30 am - 12:30pm
Facilitated by: Joy Siller, Principal Consultant, Siller Systems Administration

About the workshop:


It’s all very well for us to know what the rules are for digital recordkeeping, but how do we make sure others within our organisation are aware of such requirements?
When and how should we assess our systems against these rules? If the systems are found lacking, how do we address the gaps without huge costs and resistance?

The workshop will discuss and include practical activities and guidance in relation to the following:

• Identifying your organisation’s digital records


• How can the systems holding your records ensure they are reliable, retained, accessible and secure?
• What are the essential requirements to look for in a system keeping records?
• Assessing the systems: where do you start, how do you do it, who are the stakeholders?
• Minimising risk by process enhancements rather than costly system changes
• Getting the controls in place and the message out there

About the workshop leader:


Joy Siller is a Director and the Principal Consultant of Siller Systems Administration, an information management consultancy. She has over 25
years’ experience in information management, which has included a considerable amount of time advising and teaching. Joy has presented
at numerous conferences and facilitated many workshops covering a variety of information management topics. She has professional
qualifications in information science and business marketing.

Creating and sustaining an information environment to encourage information usage and


updating
Registration: 1.00 pm
Workshop time: 1.30pm - 4.30pm
Facilitated by: Craig Errey, Managing Director, PTG Global

About the workshop:

The design of a well-structured repository that supports information capture is not an easy activity. If you’re not careful, you find yourself being unable to capture
the information or do it in a controlled way when the nature of the information changes over item and needs to be captured and managed in a unified environ-
ment.

In this workshop, I’ll take through the process of modelling an information space that can be used to design the underlying database structures of your repository
and well as making sense to people. You’ll learn how to create a flexible, scalable approach that stands the test of time.

I’ll then show you how to understand the information needs of the end users, design a user interface to support information discovery and methods of encouraging
people to contribute new information and update existing information over time.

Rather than relying on direct management intervention and traditional motivational techniques, we use the design of the user interface to embed and sustain new
behaviours in people aligned with an information and knowledge management culture.

Through the workshop you will:

• Conduct a cognitive task analysis to identify what information people need and how they use it to make critical decisions
• Design a clear, scalable and flexible information model to guide the design of the repository
• Design a user interface that makes it easy to capture, discover and update information
• Incentivise people to regularly and correctly use the system to capture, discover and update information

About the workshop leader:


Craig is the managing director and founder of PTG Global. He has over 15 years’ experience in user experience, user interface design and
change management, and holds a Masters qualification in organisational psychology. Craig runs the R&D function, having produced a
number of world firsts including XPDesign – the first systematic methodology for user interface design and Certified Usable – the first guarantee
for usability and user experience. Craig has been the primary experience architect behind many of Australia’s most popular websites including
CBA, Virgin Blue and ASIC, and works on cutting edge technologies such as touch, medical and special-purpose applications.
5 way s t o b o o k yo u r p l ac e AT t h i s e v e n t
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Digital Preservation 2020 AG-WEB


4 - 5 August 2011, The Sebel Surry Hills, Sydney

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