KEY CONSIDERATIONS, CHALLENGES AND STRATEGIES IN MANAGING LEGACY

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					    KEY CONSIDERATIONS,
 CHALLENGES AND STRATEGIES
IN MANAGING LEGACY RECORDS

                      Elizabeth Estbergs,
       ACT Government Reference Archivist
Considerations
 What is a legacy record?
  • existing accumulations of older records, created
    by an organisation in the past or inherited from
    another organisation during a transfer of
    functions.
 What forms do they take?
  •   Rock art
  •   Rune stones
  •   Birch bark documents
  •   Paper records
  •   Cylinder audio discs – Edison phonographs
  •   Floppy discs
  •   Polaroid photographs
Considerations - Storage

   Environmental requirements
   Transmittal packaging
   Contaminant examination
   Location tracking
   Labelling
   Physical storage standard
   Risk mitigation
Auditor-General’s reports
Records kept in disused toilets
by Natasha Rudra in the Canberra Times 27/06/2008
A report has criticised the ACT Government's record-
  keeping, saying the territory's key records office is
  understaffed and accurate records may not be
  guaranteed. The report also said some records were
  being kept in basements or disused toilet blocks.
…
Some agencies had so little storage space that
  unclassified records were being kept in disused toilet
  blocks or in boxes outside staff toilets.

http://www.audit.act.gov.au/auditreports/reports2008/Report%2
   03-2008%20-%20Records%20Management.pdf
Considerations - Retrieval
Challenges
 Security
  • Content
  • Container
Challenges
 Distributed archive
  • Agencies own their records for the life of the record
  • Agencies have custody of the records for the life of
    the record
  • Other jurisdictions have ACT records
Distributed archive - Photographs
                     In celebration of
                       The City of
                       Canberra maiden
                       voyage in 1961,
                       the bell was
                       donated to the
                       City of Canberra.
                     Photo owned by
                       and in the
                       custody of the
                       ACT Legislative
                       Assembly
                                  9
Distributed archive - artefacts
                      The actual gift.
                      Owned by the
                        Chief
                        Minister’s
                        Department.




                                  10
Legacy records collection -
description
 What we do have
  • ACT/NSW border
    survey books
  • Photos, maps, plans
  • Building files, leasing
    files
  • Birth, death &
    marriage records
  • Cemetery records
  • Wills
Legacy
records

 Maps
Legacy file
 History
Strategies
   Functional thesaurus
   Appraisal
   Records disposal schedules
   Sentencing decisions
   Disposal
   Retention
Sentencing legacy records
 Sentencing is the process of identifying and
  classifying records according to a Records
  Disposal Schedule and applying the disposal
  action specified in it.
 Examine at folio level
 Use current Records Disposal Schedules
 Sentence all parts
 Select the longest retention period
Sentencing example
83/1496 part 2 National Capital Development Commission.
  Narrabundah Long Stay Caravan Park Extension.
 17 of the folios are engineering plans for utilities and
  individual sites drawn by Weir and O’Neil Pty Ltd Consulting
  Engineers.
 1 published brochure on delivering utilities to individual
  caravan sites
 Folios on contract variations
 Folios on accommodation for contract workers
 1 geotechnical investigation report
 Folios on claims for fees for producing the geotechnical
  report
 1 signed copy of approval of the final design
 1 file note stating that part 3 of the file be made to hold the
  drawings “forever”
Records disposal classes
 ACCOMMODATION SUPPORT SERVICES – Assessing
  1.5.1 Destroy 7 years after residence vacated
 DEVELOPMENT APPROVALS & ASSET ACCEPTANCE –
  Approvals 1.4.2 Destroy 10 years after last action
 FINANCIAL MANAGEMENT – Accounting 5.2.1 Destroy 7
  years after last action
 LAND DEVELOPMENT – Certification (Construction) 2.10.1
  Retain as Territory Archives
 LAND DEVELOPMENT – Infrastructure Implementation &
  Coordination 2.28.1 Retain as Territory Archives
 PROPERTY MANAGEMENT – Construction 13.24.1 Retain
  as Territory Archives
 PROPERTY MANAGEMENT – Contracting-out 13.25.1
  Destroy 7 years after completion or other termination of
  contract
Strategies
 •   Overcoming subject based titling
 •   Listing – control records
 •   Retrieval
 •   Migration
 •   Storage
Strategies

 Impact of distributed custody
 Repository business rules
 Management of different agency
  archives on site
 Return of archives to correct
  repository
Strategies
 Risk assessment
 Resource usage
 Incremental progress
Conclusion
    We need not destroy the past.
    It is gone.
    ~John Milton Cage Jnr
Contacts
For any additional information please contact;

Elizabeth Estbergs
ACT Government Reference Archivist
Ph +61 2 6207 5726
Fax +61 2 6207 5835
Email archives@act.gov.au
Web http://www.archives.act.gov.au

				
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