## Project Initiation Document (Pid)

Project name 
Our Future Catalogue - Phase 1
Release 
Release 1.0
Date: 17-July-2009

Authors:
Owner: 
Oliver Morley
Client: 
The National Archives

## Document History

| Document                                                               | Hard copy versions of this document are only valid on the day that    |
|------------------------------------------------------------------------|-----------------------------------------------------------------------|
| Location                                                               | they are printed                                                      |
| This document can be accessed here:                                    |                                                                       |
| Project Initiation Document (PID).obr                                  |                                                                       |
| The Objective file path for this document is:                          |                                                                       |
| File Plan\Strategic Development\Projects\Our Future                    |                                                                       |
| Catalogue\Management products\Project Initiation Document (PID)        |                                                                       |
| Date of next revision:                                                 |                                                                       |
| Revision                                                               |                                                                       |
| History                                                                |                                                                       |
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| none                                                                   | First release                                                         |
| Approvals                                                              | This document requires approvals from the following individuals or    |
| groups. A description of the type of approval and location of evidence |                                                                       |
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| Distribution                                                           | This document is stored in Objective with the following see, open and |
| edit privileges: All users SOCED                                       |                                                                       |
| An Objective link to this document has been sent to the following      |                                                                       |
| individuals or groups.                                                 |                                                                       |
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Name
Title
Role
Date of
Version
Issue
Project Board
17-July-
1.0
Project Board
Membership
09

## Purpose

To define the Project, to form the basis for its management and the assessment of overall success.

## Content

This publication contains the following topics:

Page
Section
Document History
Document Location Revision History
Approvals
Distribution
1 1
1
1 1
Purpose
Content
Background
Project Definition
3
3 5 5 5
5
8 8
9 9
Objectives
Method of Approach
Milestones
Scope
Deliverables Exclusions
Constraints
Interfaces
Assumptions
Project Organisation Structure
Reporting structure Project management team structure
Communications Plan
Project Quality Plan
Quality controls Change management Configuration management
Acceptance criteria
Project Tolerances
Project Controls
Attachments
10 10
11 11 11 11
14 15 15 15 15 16 16 16
18
18
18 18
18
18
Business Case
Benefits Realisation Project Plan
Risk Register
Issue Log
PID
19
19
19
19
Communications Plan
Requirements Catalogue
Stakeholders Databases and applications in scope

## Background

The National Archives (TNA) currently maintains around twenty separate digital (online) repositories of metadata and, in some cases, presentation copies of records, www.nationalarchives.gov.uk/searchthearchives/?source=searcharchi yes. Each of these has its own database and presentation interface.

Two significant issues are increasingly making the present service untenable for the future:

- 
It is now increasingly difficult to service some of TNA new and
future requirements such as the ability to richly catalogue
digitally born records, service efficiently the increasing volume
stored metadata and records and to provide the service cost
effectively
- 
The website search engine does search across many of
repositories and returns results in a 'Google' style list. However
once the user clicks on a returned item s/he is transferred to
that application's unique presentation interface. In the course
of a visit, users have to endure a fractured and confusing
information retrieval experience, dropping in and out of
presentation services with differing user interfaces. There is
clear evidence from user research undertaken that the user
experience can be significantly improved through the
introduction a more intuitive and unambiguous online
presentation service.
This project will address these issues, providing a new or revised platform to enable TNA to service its online requirements into the future.

## Project Definition

Objectives 
# 
T Q p r o v i d e a sustainable online repository for the management
and delivery of all National Archives metadata and associated
records

- 
To provide a one stop, intuitive and unambiguous online
presentation service

Method of 
# 
H 
w e a f e prOposing to manage it:
Approach 
r 
r

Pragmatic PRINCE2 is and will continue to be the overarching framework. However PRINCE2 is ideally suited for the management of projects with clearly defined and attainable goals such as in the construction industry and less so for creative projects (such as this), whose objectives are subject to evolution as the project scopes up its requirements and reconciles them with effective business delivery, what is technologically possible and budgetary constraints.

We will augment the PRINCE2 approach with Agile management, again pragmatically based on the ATERN Agile framework, incorporating business project roles that more appropriately reflect the TNA organisation and procedures that will enable us to be more agile in reacting to requirement changes without compromising time, quality and cost.

The project will of course include a business impact analyst, business change management and communications management

- 
How do we propose to break it up:
The current perceived scope of the project is such that it will be delivered in discrete phases, each of which will be segmented into stages. These are currently tentatively identified as:

o By end of May 2010 Phase 1 - Creation of a new data
structure which allows for bulk upload of data from other catalogues, including both TNA data and other archives'
data. Transition of the Catalogue data to this new structure. Data structure 'pushed' through the existing
editorial process, into the new Catalogue. The
Presentation service at the end of Phase 1 will remain
the same for the current Catalogue.
o By end of March 2011- Phase 2 - Move all catalogue
metadata (paper and electronic, Your Archives) into new
catalogue data structure, which includes a sub item
layer. Provide access to content DocumentsOnLine
(DoL) and Your Archives, and the ability to purchase
such content through a single shopping basket. Provide
content which can be repurposed for customised short
life span publications such as exhibitions/tutorials or
syndication
o By the end of March 2012 - Phase 3 - Move other
database content into new Catalogue. Present Census
images for access/commercial delivery, possibly in
addition to Commercial partner delivery. Option to
provide opportunity for users to add contextualisation at
image level. Other archives' databases to commence
being integrated into new Catalogue database
This PID focuses on the first phase of the Project.

- 
How we are proposing to do it
For Phase 1
o Stage 1 - Project Initiation
This covers the review and preparation of:
- 
Project roles
- 
Project Board
- 
Initial stakeholder assessment
- 
Scoping
- 
Business case
- 
PID
- 
Project governance documentation
o Stage 2 - Design the new digital online repository
This covers:

- 
Appointment of an Information Architect to:
D Perform a discovery review of all TNA

digital repositories
D Identify all existing repositories (databases
and applications) that should be in scope
D Perform an AS-IS analysis of all in scope
repositories

- 
Design a logical data model (LDM) for the
new online repository
D Assess the business impact of the
proposed LDM
- 
Develop a suppliers' requirements
specification for implementing the proposed
LDM as a solution
- 
A review of potential suppliers and work being
undertaken by TNA peer organisations.
- 
A Requirements Catalogue will be developed
- 
Since online presentation to users at the end of
Phase 1 will remain the same, detailed external
user consultation will commence during Phase 2. However, in order to inform Phase 1 a user
expectations research exercise will be
undertaken.
o Stage 3 - Procurement for Phase 1

If possible, a commercial (possible open source) off
the shelf (COTS) application or service for the new
digital repository

o Stage 4 - Implementation of Phase 1

Implementation possibly subject to a proof of concept
exercise

Subsequent Phases will provide a new presentation service and the integration of TNA remaining online repositories.

- 
Analysis of business requirements (Phase 1 - Stage 2) by mid
November 2009
- 
Award for the supply of new repository (Phase 1 - Stage 3) by
early January 2010
- 
Delivery of new repository (Phase 1 - Stage 4) by March 2010:
Data structure will be new, but presentation will remain the
same
- 
Transition of current Catalogue data (Phase 1) by early May
2010
- 
Transition of DoL (Phase 2) in 2010-11
- 
Transition of Your Archives (Phase 2) in 2010-11
- 
New presentation service (Phase 2) in 2010-11
Scope 
A detailed Requirements Catalogue will be produced however the over
arching scope of the Project for all phases to completion is to:
- 
Deliver access to content through one presentational route with
pricing information
- 
Present all metadata in an easily accessible format through
one route, with a link to relevant content
- 
Provide the facility for fast bulk uploads and integration of new
and existing metadata/content
- 
Use intuitive searching to allow relevant access to appropriate
metadata and content
- 
Make the presentation accessible and 'sticky', through other
supporting services
- 
Make re-purposing metadata and content easy to allow creation
of other contextualised material/presentational formats for the
time period required
- 
Provide for user contribution of metadata and images optionally
with reference to existing metadata and records
- 
To provide all of the above for all the current digital databases
and applications that will be agreed (as part of this Project) in
scope
- 
To include storage of metadata for paper and electronic records
- 
To interface with DORIS
- 
To interface with development of global search, person and
place search, including Geo-spatial search
- 
To provide access at item or sub item levels to both digitised
images and born digital records
- 
To provide bulk up load of both data and content to the new

## Catalogue Structure

In order to achieve the above the scope in the Phase 1 of the Project is limited to:

- 
Creating a new digital repository
- 
Population of the new digital repository with the content of TNA
current digital Catalogue

## Deliverables The Deliverables Of The Project For Phase 1Are:

- 
Agreement on which current databases and applications are
within scope of the new digital repository and which are not
- 
Design of a logical data model (LDM) for the digital repository,
which will eventually contain the metadata and presentation
copies of records held in the databases and applications
identified as in scope
- 
A review of potential suppliers of services and software for a
new digital repository based on the new LDM
- 
A review of what TNA peer organisations are currently
undertaking, or intending to undertake, in this area of interest
- 
A review of TNA user experience expectations to inform the sort
of presentation interface that they require
- 
A Requirements Catalogue for the deliverables in scope
- 
A high level requirements for the back office data management
and editorial requirements for TNA future digital repository
- 
An Invitation to Tender (ITT) for a new digital repository
- 
Procurement of a new digital repository
- 
Implementation of a new digital repository
- 
Population of the new digital repository with the content of TNA
current digital Catalogue
Subsequent Phases of the project, which will be subject to separate PID(s), will deliver:

- 
A new one stop, intuitive and unambiguous online presentation
service
- 
Transfer the remaining existing digital repositories identified as
in scope to the new digital repository
Exclusions 
This Project excludes:
- 
The new repository will be limited to storing and presenting
descriptive, catalogue metadata about TNA records and, where
made available, presentation copies of original records. It will not store or preserve original records, such as digitally born records. TNA has a separate system to service these needs.
- 
Those existing databases and applications that will be identified
and agreed as not in scope
- 
Detailed back office data management and editorial
requirements for the new digital repository. This is a remit of a
separate project (as yet undeclared). However this Project will
take the high level TNA requirements of these into
consideration when procuring a new digital repository so that
should it have provision for such services TNA requirements for
these will be supported
- 
Will not include development of any content work - i.e. addition
of new content or technical methods for gathering said content.
However ranges of standards of image quality needs to feed
into the image delivery mechanism and may impact on the
charging mechanism
- 
Development of a decision model for deciding whether content
should be published by TNA or an external commercial partner
- 
Review of TNA online charging model(s)
- 
Business process changes to the editorial administration
process, accept possibly the interface to add metadata in
current structure to the 'new' catalogue.
Constraints 
The constraints on the Project are:
- 
Availability of funding
- 
Availability of TNA resources to undertake the work
- 
Time. The present time frames for Phase 1 have been set very
aggressively.
Interfaces 
The Project will interface with the following:
- 
Stakeholders of each of the services affected by the Project
- 
User expectations
- 
Usability and accessibility
- 
TNA Information and Communications Technology Department
(ICTD) and environment
- 
TNA System Development Department (SDD)
- 
TNA marketing services
- 
TNA customer service teams (e.g. Contact Centre, ARK)
- 
TNA Catalogue team
- 
Third party supplier by-in, including:
o Autonomy
- 
TNA Finance Department

TNA Procurement Department
Government Standards and Organisations including but not limited to:
o The Office of Government Commerce (OGC)

o The Accreditation Document Set (ADS)
o Central Government Infrastructure, e-GIF and e-GMS

TNA and Government data handling and GSI compliance guidelines
Assumptions
The assumptions supporting the Project are:

- 
That sufficient staff resource is available for all aspects of the
Project to meet the declared time scales
- 
That adequate funding is made available
- 
That the deliverables support the corporate aspirations of TNA
- 
That there is director level support for the Project

## Project Organisation Structure

Reporting
Project
All roles may change and/or be supplemented during the course of the
Project to reflect the stage at which the Project is.
- 
Corporate Management Board
team
structure

The SRO is a TNA Director and will report directly to the Management Board

- 
The Project Board

## The Project Has Its Own Project Board

The Project Board will be responsible for authorising and agreeing the Project initiation and key documents, business plan, stage boundaries, key milestones, costs against agreed budgets, risk management and highlight reports for the Project.

The Project Board membership is:

Name
Position
Role
Archival Catalogue
Louise Craven
Programme Manager
Senior Supplier
and User
Project Manager
Oliver Morley
Senior
Responsible
Chris Owens
Senior Project
Manager Director, Customer &
Business
Development
Head of Projects
Officer (SRO)
TNA Business
Representative
Senior Supplier
Senior User
Head of Customer
Experience
Head of Knowledge
Alison Webster
Project Director
Transfer
Head of Strategic Development

- 
The Project Team membership
The Project Team undertakes the day-to-day work of the Project The Project Team membership is:

Project Role
Position
Name
Louise Craven
Archival Catalogue
Catalogue
Team
Catalogue
Team
Database
Programme Manager
Senior Archivist,
Catalogue Manager
Database
Administrator
Administrator
User experience
Desk research
Customer Research Manager
Senior Archivist -
Access
Information
Contractor
Architect
Project Manager
Communication
s - internal
Project Manager Internal
Communications
Chris Owens
communications
TNA Business
Officer
Head of
Development
Representative
User experience
Services
Head of Customer
Experience

- 
The Project Technology Advisory Group (TAG)
The TAG provides the Project with functional and technical expertise assurance. Membership is drawn both from within TNA and externally and represents the diverse spectrum of interests the Project covers. TAG members:

o Have a keen interest in the project as a whole
o Have a more detailed interest and possibly skill in one or
more aspects of the project
o Contribute knowledge and skills where appropriate
o Make the Project Board and Team aware of what
colleagues outside other organisations are up to
o Question areas that are uncertain and/or require
clarification

The TAG membership is:

| Position              | Role               |
|-----------------------|--------------------|
| Name                  |                    |
| Louise Craven         | Archival Catalogue |
| Programme Manager     |                    |
| Catalogue             |                    |
| Team                  |                    |
| Web technology        |                    |
| Website Designer      |                    |
| Developer             |                    |
| Database              | Database           |
| Administrator         |                    |
| Administrator         |                    |
| TNA Digital           |                    |
| Tim Gollins           |                    |
| Head of Digital       |                    |
| Preservation          |                    |
| SGML/XML Manager      |                    |
| Caroline Kimbell      |                    |
| Chris Mumby           |                    |
| Head of Licensing     |                    |
| Head of Commercial    |                    |
| Delivery              |                    |
| Records System        |                    |
| Cataloguing and       |                    |
| taxonomy              |                    |
| knowledge             |                    |
| Licensing             |                    |
| Commercial            |                    |
| Delivery              |                    |
| Information and       |                    |
| Technical Lead Co-    |                    |
| ordinator, Digital    |                    |
| Continuity            |                    |
| data                  |                    |
| architecture          |                    |
| knowledge             |                    |
| Semantic web          |                    |
| knowledge             |                    |
| Head of e Services,   |                    |
| Public Sector         |                    |
| Information           |                    |
| External critical     |                    |
| Archives and          |                    |
| friend                |                    |
| Manuscripts           |                    |
| Catalogue Integration |                    |
| Manager at the        |                    |
| British Library       |                    |
Archives Sector
External
archives
Amy Warner
Development
Information
Resources Officer
Product Manager,
TNA's Global
Search
Applications

- 
The Project Support
Project support is provided by the following:

| Name           |
|----------------|
| Project        |
| governance     |
| TNA Programme  |
| Support Office |
| Manager        |

## Communications Plan

Effective communication plans are/will be developed for each of the instances. The overall communication plan is owned by the Project Communication Officer:

- 
Within the Project Team:

This communication is owned by the Project Manager and will
be through regular project team Project Team meetings. Where
sub teams are appointed the sub team leader will report
regularly to the Project Manager on general progress and on
exceptions as circumstances demand, which is usually as soon
as they occur.

- 
To the Project Board:

The Project Manager will report regularly to the Project Board
on general Project progress through highlight reports and on
exceptions as circumstances demand, which is usually as soon
as they occur.

- 
Business change:

A detailed communication plan will be developed once the
scope of the business change has been established and the
Project Board agrees on the delegation of responsibility for its
management.

- 
Internal stakeholders and users:

Communication will be developed.
Communications will be through departmental awareness briefings and the use of TNA Intranet, Narnia.

- 
External stakeholders and users:

Communication will be developed.

## Project Quality Plan

^ 
Quality controls will be through:
controls y y

- 
The Project will be managed in accordance with PRINCE2
methodology and quality review
- 
Quality will be measured and controlled through reviews at the
appropriate levels through the Project Team and the Project
and Board
- 
Quality acceptance procedures will be adopted under the
guidance of the Project Board
- 
The Project Assurance:
Project Assurance is provided and managed through the Project Board and TAG, whose individual members will be asked to assure specific areas of the project including but not necessarily limited to:

o Project governance
o Capture of TNA functional and technical requirements
o Satisfaction of the procured solution
- 
The project will be subject to Gateway reviews, currently agreed
as 2/3 (combined fit procurement and verification of choice of
right supplier), 4 (fit for purpose) and 5 (post project review)
The components of the quality plan are:

- 
Brief competent Information Architect and work up appropriate
Logical Data Model to be approved by the TAG, Project Board
and TNA Executive
- 
Develop a Requirements Catalogue for the new online
repository to be approved by the TAG and Project Board
- 
Procure a suitable system or service based on Proof-of-
Concept and agreed test scripts and processes
- 
Solicit and respond to feedback where appropriate from key
stakeholders, user focus groups and internal panels

| Change                                                         | -                                                          | PRINCE2 Change technique will be adopted to manage   |
|----------------------------------------------------------------|------------------------------------------------------------|------------------------------------------------------|
| management                                                     | change. All changes will be logged as issues and escalated |                                                      |
| through to resolution using agreed tolerances for managing the |                                                            |                                                      |
| changes.                                                       |                                                            |                                                      |
| on iguration                                                   |                                                            |                                                      |
|                                                                | #                                                          | A|(                                                  |
| p                                                              |                                                            |                                                      |
|                                                                |                                                            |                                                      |
| r o                                                            |                                                            |                                                      |
| j                                                              |                                                            |                                                      |
|                                                                |                                                            |                                                      |
| e c t p r o c                                                  |                                                            |                                                      |
| |                                                              |                                                            |                                                      |
|                                                                |                                                            |                                                      |
| u c                                                            |                                                            |                                                      |
| t                                                              |                                                            |                                                      |
|                                                                |                                                            |                                                      |
| s                                                              | w                                                          |                                                      |
|                                                                | j | |                                                      | be subject to dated version control                  |
| management                                                     |                                                            |                                                      |
|                                                                | J                                                          | K                                                    |

- 
All Project documentation is stored in Objective in folder:
Our Future Catalogue.obr or:
File Plan\Strategic Development\Projects\Our Future Catalogue ccep ance Detailed acceptance criteria for Project products will be defined once en ena t h e p r o c| u c t requirements and specifications have been developed.

They will be based on:

- 
Functionality
- 
Technical solution
- 
Accuracy
- 
Interfaces with other systems
- 
Usability
- 
Accessibility
- 
Coverage / scope
Subject to the system procured it may be procured on an initial Proofof-Concept basis.

## Project Tolerances

These are:

- 
The timescale tolerance level for the Project is set at two weeks
for each milestone
- 
10% of the developed budget will be allowed for contingency
costs, which will be the overall cost tolerance on the Project.
- 
The Project Manger will raise exception reports with the Project
Board if costs and/or timescales for an approved stage plan are
expected to exceed the agreed tolerance levels set for the
Project.

## Project Controls

- 
The Project will adopt PRINCE2 Control processes
- 
Checkpoint meetings with the Project Team chaired by the
Project Manager will be held regularly to monitor progress and
manage arising issues. Any issues and/or risks updated in the
respective logs.

- 
Where the Project is sub divided into work package for which
there is a designated work package or team leader, the Project
Manager will agree regular checkpoint reports from that team
leader
- 
The Project Board, chaired by the Senior Responsible Owner
(SRO) and will have representation from Senior User(s) (SU)
and Senior Suppliers (SS). TNA business requirements as a
whole will be represented in the SRO and SUs on the Project
Board. The SRO and SUs will ensure that these business
requirements are being pursued in the Project.
- 
The Project Board will meet at appropriate times, initially to
initiate the Project and agree the Project plan and then to
review the progress of the Project, offer advise and steering and
to manage exceptions.
- 
The Project Board will report to Management Committee,
through the SRO, on Project plan and key stage approval and
subsequent Project progress.
- 
The Project Manager will produce regular highlight reports for
the Project Board. These will review progress to date, highlight
actual and potential problems and provide a brief description of
the work schedules for the next period.
- 
Risk and Issue Logs will be kept to record any risks and issues
or changes that arise during the Project.
- 
Change Management controls will be introduced to manage all
aspects of Project variance as they occur and will take into account importance, impact and priority for the change. Among
others for:
o 
The scope of this Project as specified
o 
Changes to the agreed requirements specifications
developed as part of this Project.
- 
Additional controls will be maintained through:
o The Project will be subject to the Gateway review
process
o 
Submissions for approval, where appropriate, to the
Change Approval Board
o 
Procedures, which will be developed, to manage
appropriately any changes to the Project scope and/or
deliverables
o 
Procedures, which will be developed, to manage any
possible effects that the Project or any changes made to
it may have on systems and/or services outside its
immediate scope

## Attachments

Business
Case
The business case is held in folder:
Business Case.obr
or:
File Plan\Strategic Development\Projects\Our Future Catalogue
\Management Products\Business Case
Benefits
Realisation
The Benefits Realisation is held in folder:
Benefits Realisation.obr
or:
File Plan\Strategic Development\Projects\Our Future Catalogue \
Management Products\Benefits Realisation
Project Plan 
J h e p r o j e c t p | a n 
fo|der.
Project Plan.obr
or:
File Plan\Strategic Development\Projects\Our Future Catalogue
\Management Products\Project Plan
Risk Register 
T h e r j s k R e g i s t e r is h e| d i n f o| d e r :
Risk Register.obr
or:
File Plan\Strategic Development\Projects\Our Future Catalogue
\Management Products\Risk Log
Issue Log 
T h e j s s u e | o g j s h e | d j n 
fo|der.
Issue Log.obr
or:

File Plan\Strategic Development\Projects\Our Future Catalogue
\Management ProductsMssue Log

ommunica i 
T h e communications Plan and associated communication
ons nan 
documentation is held in folder:

CommunJcations.obr or:
File Plan\Strategic Development\Projects\Our Future Catalogue \
Management Products\Cornmunications

Requirements 
J h e Requirements Catalogue is held in folder:
Catalogue 
y

Requirements Catalogue.obr or:
File Plan\Strategic Development\Projects\Our Future Catalogue \
Specialist Products\requirements Catalogue

Stakeholders 
T h e s t a k e h o | d e r Hst js h e| d j n f o| d e r :

Stakeholders.obr or:
File Plan\Strategic Development\Projects\Our Future Catalogue
\Specialist Products\Roles\Stakeholders

Databases 
T h e |jst o f d a t a b a s e s a n d applications in scope is held in folder:
and applications
in scope

IA Scoping & Status.obr or:
File Plan\Strategic Development\Projects\Our Future Catalogue
\Specialist ProductsMnformation Architecture\ IA Scoping & Status

## Project Initiation Document (Pid)

Project name 
Our Future Catalogue - Phase 1
Release 
Release 2.0
Date: 30-July-90

Authors:
Owner: 
Oliver Morley
Client: 
The National Archives

## Document History

| Document                                                               | Hard copy versions of this document are only valid on the day that    |
|------------------------------------------------------------------------|-----------------------------------------------------------------------|
| Location                                                               | they are printed                                                      |
| This document can be accessed here:                                    |                                                                       |
| Project Initiation Document (PID).obr                                  |                                                                       |
| The Objective file path for this document is:                          |                                                                       |
| File Plan\Strategic Development\Projects\Our Future                    |                                                                       |
| Catalogue\Management products\Project Initiation Document (PID)        |                                                                       |
| Date of next revision:                                                 |                                                                       |
| Revision                                                               |                                                                       |
| History                                                                |                                                                       |
| Revision                                                               |                                                                       |
| Summary of Changes                                                     |                                                                       |
| 2.0                                                                    |                                                                       |
| Previous                                                               |                                                                       |
| revision                                                               |                                                                       |
| 1.0                                                                    |                                                                       |
| none                                                                   |                                                                       |
| Comments from Project Board                                            |                                                                       |
| First release                                                          |                                                                       |
| Changes                                                                |                                                                       |
| marked                                                                 |                                                                       |
| n/a                                                                    |                                                                       |
| n/a                                                                    |                                                                       |
| 1.0                                                                    |                                                                       |
| Approvals                                                              | This document requires approvals from the following individuals or    |
| groups. A description of the type of approval and location of evidence |                                                                       |
| of that approval appears below:                                        |                                                                       |
| Name                                                                   |                                                                       |
| Version                                                                |                                                                       |
| Role                                                                   | Form of                                                               |
| Approval                                                               |                                                                       |
| Refer to                                                               |                                                                       |
| Project Board                                                          |                                                                       |
| 2.0                                                                    |                                                                       |
| Project Board                                                          |                                                                       |
| Document                                                               |                                                                       |
| Email from                                                             |                                                                       |
| PDM                                                                    |                                                                       |
| Location                                                               |                                                                       |
| Refer to                                                               |                                                                       |
| 1.0                                                                    |                                                                       |
| Project Board                                                          |                                                                       |
| Document                                                               |                                                                       |
| Project                                                                |                                                                       |
| Minutes                                                                |                                                                       |
| Project Board                                                          |                                                                       |
| Membership                                                             |                                                                       |
| Location                                                               |                                                                       |
| Distribution                                                           | This document is stored in Objective with the following see, open and |
| edit privileges: All users SOCED                                       |                                                                       |
| An Objective link to this document has been sent to the following      |                                                                       |
| individuals or groups.                                                 |                                                                       |
| Version                                                                |                                                                       |
| Date of                                                                |                                                                       |
| Title                                                                  |                                                                       |
| Role                                                                   |                                                                       |
| Name                                                                   |                                                                       |
| Issue                                                                  |                                                                       |
| 2.0                                                                    |                                                                       |
| Project Board                                                          |                                                                       |
| 30-July-                                                               |                                                                       |
| 09                                                                     |                                                                       |
| 17-July-                                                               |                                                                       |
| 1.0                                                                    |                                                                       |
| Project Board                                                          |                                                                       |
| 09                                                                     |                                                                       |
| Project Board                                                          |                                                                       |
| Membership                                                             |                                                                       |
| Project Board                                                          |                                                                       |
| Membership                                                             |                                                                       |

## Purpose

To define the Project, to form the basis for its management and the assessment of overall success.

## Content

This publication contains the following topics:

Page
Section
Document History
Document Location
Revision History
Approvals
Distribution
1
1
1
1
1
Purpose
Content
Background
Project Definition
3
3
5
5
5
6
8
8
9
Objectives Method of Approach
Milestones
Scope
Deliverables
Exclusions
Constraints
Interfaces
Assumptions
Project Organisation Structure
Reporting structure
Project management team structure
Communications Plan
Project Quality Plan
Quality controls
Change management
Configuration management
Acceptance criteria
Project Tolerances
Project Controls
Attachments
Business Case
Benefits Realisation Project Plan
Risk Register
Issue Log
10
10 10
11
11
12
12
14
15
15
16
16
16
17
17 18
18
18
19
19
19
PID
19
19
Communications Plan
Requirements Catalogue
Stakeholders
Databases and applications in scope
20
20

## Background

The National Archives (TNA) currently maintains around twenty separate digital (online) repositories of metadata and, in some cases, presentation copies of records,
\AAAAA/.nationalarchives.gov.uk/searchthearchives/?source=searcharchi yes. Each of these has its own database and presentation interface.

Three significant issues are increasingly making the present service untenable for the future:

- 
It is now increasingly difficult to service some of TNA new and
future requirements such as the ability to richly catalogue
digitally born records, service efficiently the increasing volume stored metadata and records and to provide the service cost
effectively
- 
The website search engine does search across many of
repositories and returns results in a 'Google' style list. However
once the user clicks on a returned item s/he is transferred to
that application's unique presentation interface. In the course
of a visit, users have to endure a fractured and confusing
information retrieval experience, dropping in and out of
presentation services with differing user interfaces. There is
clear evidence from user research undertaken that the user
experience can be significantly improved through the
introduction a more intuitive and unambiguous online
presentation service.
- 
Although the separate YourArchives service provides an
opportunity for users to generate user content about material
held at TNA this is not fully integrated with none of the present
systems down to item level (although there is a basic url cross
link between YourArchives and the present Catalogue). The
user community is already very engaged in selected
cataloguing projects, which currently require cumbersome
processes for metadata collection. There is clear evidence that
the user community, provided with effective online contribution
tools, would enrich TNA's catalogue metadata significantly and
relatively.
This project will address these issues, providing a new or revised platform to enable TNA to service its online requirements into the future.

## Project Definition

Objectives 
# 
T Q p r o v j d e a sustainable online repository for the management
and delivery of all National Archives metadata and associated
records
- 
To provide a one stop, intuitive and unambiguous online
presentation service
A
e 
° ° 
- 
How we are proposing to manage it:
Pragmatic PRINCE2 is and will continue to be the overarching framework. However PRINCE2 is ideally suited for the management of projects with clearly defined and attainable goals such as in the construction industry and less so for creative projects (such as this), whose objectives are subject to evolution as the project scopes up its requirements and reconciles them with effective business delivery, what is technologically possible and budgetary constraints.

We will augment the PRINCE2 approach with Agile management, again pragmatically based on the ATERN Agile framework, incorporating business project roles that more appropriately reflect the TNA organisation and procedures that will enable us to be more agile in reacting to requirement changes without compromising time, quality and cost.

The project will of course include a business impact analyst, business change management and communications management

- 
How do we propose to break it up:
The current perceived scope of the project is such that it will be delivered in discrete phases, each of which will be segmented into stages. These are currently tentatively identified as:

o By end of May 2010 Phase 1 - Creation of a new data
structure which allows for bulk upload of data from other
catalogues, including both TNA data and other archives'
data. Transition of the Catalogue data to this new
structure. Data structure 'pushed' through the existing
editorial process, into the new Catalogue. The
Presentation service at the end of Phase 1 will remain
the same for the current Catalogue.
o By end of March 2011- Phase 2 - Move all catalogue
metadata (paper and electronic, Your Archives) into new
catalogue data structure, which includes a sub item
layer. Provide access to content DocumentsOnLine (DoL) and Your Archives, and the ability to purchase
such content through a single shopping basket. Provide
content which can be repurposed for customised short
life span publications such as exhibitions/tutorials or
syndication
o By the end of March 2012 - Phase 3 - Move other
database content into new Catalogue. Present Census
images for access/commercial delivery, possibly in
addition to Commercial partner delivery. Option to
provide opportunity for users to add contextualisation at image level. Other archives' databases to commence being integrated into new Catalogue database This PID focuses on the first phase of the Project.

- 
How we are proposing to do it

## For Phase 1

o Stage 1 - Project Initiation
This covers the review and preparation of:
- 
Project roles
- 
Project Board
- 
Initial stakeholder assessment
- 
Scoping
- 
Business case
- 
PID
- 
Project governance documentation
o Stage 2 - Design the new digital online repository
This covers:

- 
Appointment of an Information Architect to:
n 
Perform a discovery review of all TNA
digital repositories
- 
Identify all existing repositories (databases
and applications) that should be in scope
- 
Perform an AS-IS analysis of all in scope
repositories
- 
Design a logical data model (LDM) for the
new online repository
D Assess the business impact of the
proposed LDM
D Develop a suppliers' requirements
specification for implementing the proposed
LDM as a solution
- 
A review of potential suppliers and work being
undertaken by TNA peer organisations.
- 
A Requirements Catalogue will be developed
- 
Since online presentation to users at the end of
Phase 1 will remain the same, detailed external
user consultation will commence during Phase 2. However, in order to inform Phase 1 a user
expectations research exercise will be
undertaken.
o Stage 3 - Procurement for Phase 1

If possible, a commercial (possible open source) off
the shelf (COTS) application or service for the new
digital repository

o Stage 4 - Implementation of Phase 1

Implementation possibly subject to a proof of concept
exercise
Subsequent Phases will provide a new presentation service and

the integration of TNA remaining online repositories.

- 
Development of requirements and out to tender (Phase 1 -
Stage 2) by mid November 2009
- 
Award for the supply of new repository (Phase 1 - Stage 3) by
early January 2010
- 
Delivery of new repository (Phase 1 - Stage 4) by March 2010:
Data structure will be new, but presentation will remain the
same
- 
Transition of current Catalogue data (Phase 1) by early May
2010
- 
Transition of DoL (Phase 2) in 2010-11
- 
Transition of Your Archives (Phase 2) in 2010-11
- 
New presentation service (Phase 2) in 2010-11
Scope 
A detailed Requirements Catalogue will be produced however the over
arching scope of the Project for all phases to completion is to:
- 
Deliver access to content through one presentational route with
pricing information
- 
Present all metadata in an easily accessible format through
one route, with a link to relevant content
- 
Provide the facility for fast bulk uploads and integration of new
and existing metadata/content
- 
Use intuitive searching to allow relevant access to appropriate
metadata and content
- 
Make the presentation accessible and 'sticky', through other
supporting services
- 
Make re-purposing metadata and content easy to allow creation
of other contextualised material/presentational formats for the
time period required
- 
Provide for user contribution of metadata and images optionally
with reference to existing metadata and records
- 
To provide all of the above for all the current digital databases
and applications that will be agreed (as part of this Project) in scope

- 
To include storage of metadata for paper and electronic records
- 
To interface with DORIS
- 
To interface with development of global search, person and
place search, including Geo-spatial search
- 
To provide access at item or sub item levels to both digitised
images and born digital records
- 
To provide bulk up load of both data and content to the new
Catalogue structure
In order to achieve the above the scope in the Phase 1 of the Project is limited to:

- 
Creating a new digital repository
- 
Population of the new digital repository with the content of TNA
current digital Catalogue

## Deliverables The Deliverables Of The Project For Phase 1Are:

- 
Agreement on which current databases and applications are
within scope of the new digital repository and which are not
- 
Design of a logical data model (LDM) for the digital repository,
which will eventually contain the metadata and presentation
copies of records held in the databases and applications
identified as in scope
- 
A review of potential suppliers of services and software for a
new digital repository based on the new LDM
- 
A review of what TNA peer organisations are currently
undertaking, or intending to undertake, in this area of interest
- 
A review of TNA user experience expectations to inform the sort
of presentation interface that they require
- 
A Requirements Catalogue for the deliverables in scope
- 
A high level requirements for the back office data management
and editorial requirements for TNA future digital repository
- 
An Invitation to Tender (ITT) for a new digital repository
- 
Procurement of a new digital repository
- 
Implementation of a new digital repository
- 
Population of the new digital repository with the content of TNA
current digital Catalogue
Subsequent Phases of the project, which will be subject to separate PID(s), will deliver:

- 
A new one stop, intuitive and unambiguous online presentation
service
- 
Transfer the remaining existing digital repositories identified as
in scope to the new digital repository
Exclusions 
This Project excludes:
- 
The new repository will be limited to storing and presenting
descriptive, catalogue metadata about TNA records and, where
made available, presentation copies of original records. It will not store or preserve original records, such as digitally born records. TNA has a separate system to service these needs.
- 
Those existing databases and applications that will be identified
and agreed as not in scope
- 
Detailed back office data management and editorial
requirements for the new digital repository. This is a remit of a
separate project (as yet undeclared). However this Project will
take the high level TNA requirements of these into
consideration when procuring a new digital repository so that should it have provision for such services TNA requirements for
these will be supported
- 
Will not include development of any content work - i.e. addition
of new content or technical methods for gathering said content.
However ranges of standards of image quality needs to feed
into the image delivery mechanism and may impact on the
charging mechanism
- 
Development of a decision model for deciding whether content
should be published by TNA or an external commercial partner
- 
Review of TNA online charging model(s)
- 
Business process changes to the editorial administration
process, accept possibly the interface to add metadata in
current structure to the 'new' catalogue.
Constraints 
The constraints on the Project are:
- 
Availability of funding
- 
Availability of TNA resources to undertake the work
- 
Time. The present time frames for Phase 1 have been set very
aggressively.
Interfaces 
The Project will interface with the following:
- 
Stakeholders of each of the services affected by the Project
- 
User expectations
- 
Usability and accessibility
- 
TNA Information and Communications Technology Department
(ICTD) and environment
- 
TNA System Development Department (SDD)
- 
TNA marketing services
- 
TNA customer service teams (e.g. Contact Centre, ARK)
- 
TNA Catalogue team
- 
Third party supplier by-in, including:
o Autonomy
- 
TNA Finance Department
- 
TNA Procurement Department
- 
Government Standards and Organisations including but not
limited to:
o The Office of Government Commerce (OGC)
o The Accreditation Document Set (ADS) o Central Government Infrastructure, e-GIF and e-GMS
- 
TNA and Government data handling and GSI compliance
guidelines
ssumptions T h e a s s u m p t j o n s supporting the Project are:
That sufficient staff resource is available for all aspects of the Project to meet the declared time scales

That adequate funding is made available
That the deliverables support the corporate aspirations of TNA That there is director level support for the Project

## Project Organisation Structure

All roles may change and/or be supplemented during the course of the Project management Project to reflect the stage at which the Project is.

- 
Corporate Management Board
team structure The SRO is a TNA Director and will report directly to the Management Board

- 
The Project Board

## The Project Has Its Own Project Board

The Project Board will be responsible for authorising and agreeing the Project initiation and key documents, business plan, stage boundaries, key milestones, costs against agreed budgets, risk management and highlight reports for the Project.

The Project Board membership is:

Role
Position
Name
Senior User
Principal Records
Specialist - Legal
Archival Catalogue
Louise Craven
Programme Manager
Senior Supplier
and User
Senior User
Your Archives
Project Manager
Oliver Morley
Senior
Responsible
Chris Owens
Manager
Senior Project Manager
Director, Customer &
Business Development Head of Projects
Officer (SRO)
TNA Business
Representative
Senior Supplier
Head of Customer
Experience
Head of Knowledge
Senior User
Alison Webster
Project Director
Transfer
Head of Strategic
Development

The Project Team membership The Project Team undertakes the day-to-day work of the Project The Project Team membership is:

| Name               | Position           |
|--------------------|--------------------|
| Project Role       |                    |
| Louise Craven      | Archival Catalogue |
| Catalogue          |                    |
| Team               |                    |
| Catalogue          |                    |
| Team               |                    |
| Database           |                    |
| Programme Manager  |                    |
| Senior Archivist,  |                    |
| Catalogue Manager  |                    |
| Database           |                    |
| Administrator      | Administrator      |
| User experience    |                    |
| Desk research      |                    |
| Customer Research  |                    |
| Manager            |                    |
| Senior Archivist - |                    |
| Information        |                    |
| Access             |                    |
| Contractor         |                    |
| Architect          |                    |
| Project Manager    |                    |
| Internal           |                    |
| Project Manager    |                    |
| Communication      |                    |
| s - internal       |                    |
| communications     |                    |
| TNA Business       |                    |
| Chris Owens        |                    |
| Representative     |                    |
| User experience    |                    |
| Communications     |                    |
| Officer            |                    |
| Head of            |                    |
| Development        |                    |
| Services           |                    |
| Head of Customer   |                    |
| Experience         |                    |

- 
The Project Technology Advisory Group (TAG)
The TAG provides the Project with functional and technical expertise assurance. Membership is drawn both from within TNA and externally and represents the diverse spectrum of interests the Project covers. TAG members:

o Have a keen interest in the project as a whole
o Have a more detailed interest and possibly skill in one or
more aspects of the project
o Contribute knowledge and skills where appropriate
o Make the Project Board and Team aware of what
colleagues outside other organisations are up to
o Question areas that are uncertain and/or require
clarification

The TAG membership is:

Name
Position
Role
Louise Craven
Archival Catalogue
Catalogue
Programme Manager
Website Designer
Team
Web technology
Developer
Database
Database
Administrator
Tim Gollins
Administrator
TNA Digital
Records System
Cataloguing and
Head of Digital
Preservation
SGML/XML Manager
taxonomy
knowledge
Licensing
Caroline Kimbell
Chris Mumby
Head of Licensing
Head of Commercial Delivery
Commercial
Delivery Information and
Technical Lead Coordinator, Digital Continuity
John Sheridan
data
architecture knowledge Semantic web knowledge
Head of e Services, Public Sector
Information
External critical
Archives and
friend
Manuscripts
Catalogue Integration
Manager at the British Library
Archives Sector
External
archives
Development
Information
Resources Officer
Product Manager,
Amy Warner
TNA's Global
Search
Applications

The Project Support Project support is provided by the following:

Role
Project
governance
Name
Position
TNA Programme
Support Office
Manager

## Communications Plan

Effective communication plans are/will be developed for each of the instances. The overall communication plan is owned by the Project Communication Officer:

- 
Within the Project Team:
This communication is owned by the Project Manager and will be through regular project team Project Team meetings. Where sub teams are appointed the sub team leader will report regularly to the Project Manager on general progress and on exceptions as circumstances demand, which is usually as soon as they occur.

- 
To the Project Board:
The Project Manager will report regularly to the Project Board on general Project progress through highlight reports and on exceptions as circumstances demand, which is usually as soon as they occur.

- 
Business change:
A detailed communication plan will be developed once the scope of the business change has been established and the Project Board agrees on the delegation of responsibility for its management.

- 
Internal stakeholders and users:
Communication will be developed.
Communications will be through departmental awareness briefings and the use of TNA Intranet, Narnia.

- 
External stakeholders and users:
Communication will be developed.

## Project Quality Plan

Quality Quality controls will be through:
controls

- 
The Project will be managed in accordance with PRINCE2
methodology and quality review
- 
Quality will be measured and controlled through reviews at the
appropriate levels through the Project Team and the Project and Board
- 
Quality acceptance procedures will be adopted under the
guidance of the Project Board
- 
The Project Assurance:
Project Assurance is provided and managed through the Project Board and TAG, whose individual members will be asked to assure specific areas of the project including but not necessarily limited to:

o Project governance
o Capture of TNA functional and technical requirements
o Satisfaction of the procured solution
- 
The project will be subject to Gateway reviews, currently agreed
as 2/3 (combined fit procurement and verification of choice of
right supplier), 4 (fit for purpose) and 5 (post project review)
The components of the quality plan are:

- 
Brief competent Information Architect and work up appropriate
Logical Data Model to be approved by the TAG, Project Board
and TNA Executive
- 
Develop a Requirements Catalogue for the new online
repository to be approved by the TAG and Project Board
- 
Procure a suitable system or service based on Proof-of-
Concept and agreed test scripts and processes
- 
Solicit and respond to feedback where appropriate from key
stakeholders, user focus groups and internal panels
- 
PRINCE2 Change technique will be adopted to manage

Change
management
change. All changes will be logged as issues and escalated
through to resolution using agreed tolerances for managing the
changes.
Configuration
management
- 
All Project products will be subject to dated version control

- 
All Project documentation is stored in Objective in folder:
Our Future Catalogue.obr or:
File Plan\Strategic Development\Projects\Our Future Catalogue

Acceptance
criteria
Detailed acceptance criteria for Project products will be defined once

the product requirements and specifications have been developed.

They will be based on:

- 
Functionality
- 
Technical solution
- 
Accuracy
- 
Interfaces with other systems
- 
Usability
- 
Accessibility
- 
Coverage / scope
Subject to the system procured it may be procured on an initial Proofof-Concept basis.

## Project Tolerances

These are:

- 
The timescale tolerance level for the Project is set at two weeks
for each milestone
- 
10% of the developed budget will be allowed for contingency
costs, which will be the overall cost tolerance on the Project.
- 
The Project Manger will raise exception reports with the Project
Board if costs and/or timescales for an approved stage plan are
expected to exceed the agreed tolerance levels set for the
Project.

## Project Controls

- 
The Project will adopt PRINCE2 Control processes
- 
Checkpoint meetings with the Project Team chaired by the
Project Manager will be held regularly to monitor progress and
manage arising issues. Any issues and/or risks updated in the
respective logs.
- 
Where the Project is sub divided into work package for which
there is a designated work package or team leader, the Project
Manager will agree regular checkpoint reports from that team leader
- 
The Project Board, chaired by the Senior Responsible Owner
(SRO) and will have representation from Senior User(s) (SU)
and Senior Suppliers (SS). TNA business requirements as a
whole will be represented in the SRO and SUs on the Project
Board. The SRO and SUs will ensure that these business
requirements are being pursued in the Project.
- 
The Project Board will meet at appropriate times, initially to
initiate the Project and agree the Project plan and then to review the progress of the Project, offer advise and steering and
to manage exceptions.
- 
The Project Board will report to Management Committee,
through the SRO, on Project plan and key stage approval and
subsequent Project progress.
- 
The Project Manager will produce regular highlight reports for
the Project Board. These will review progress to date, highlight
actual and potential problems and provide a brief description of
the work schedules for the next period.
- 
Risk and Issue Logs will be kept to record any risks and issues
or changes that arise during the Project.
- 
Change Management controls will be introduced to manage all
aspects of Project variance as they occur and will take into
account importance, impact and priority for the change. Among
others for:
o The scope of this Project as specified
o Changes to the agreed requirements specifications
developed as part of this Project.
- 
Additional controls will be maintained through:
o The Project will be subject to the Gateway review
process
o Submissions for approval, where appropriate, to the
Change Approval Board
o Procedures, which will be developed, to manage
appropriately any changes to the Project scope and/or
deliverables
o Procedures, which will be developed, to manage any
possible effects that the Project or any changes made to it may have on systems and/or services outside its
immediate scope

## Attachments

Business
Case
The business case is held in folder:

Business Case.obr or:
File Plan\Strategic Development\Projects\Our Future Catalogue
\Management Products\Business Case

Benefits
Realisation
The Benefits Realisation is held in folder:

Benefits Realisation.obr or:
File Plan\Strategic Development\Projects\Our Future Catalogue \
Management Products\Benefits Realisation

Project Plan 
J h e p r o- e c t p | a n 
fo|der:
Project Plan.obr
or:
File Plan\Strategic Development\Projects\Our Future Catalogue
Wlanagement Products\Project Plan
Risk Register 
T h e r j s k R e g i s t e r js h e| d j n 
fo|der:
Risk Register.obr
or:
File Plan\Strategic Development\Projects\Our Future Catalogue
\Management Products\Risk Log
Issue Log 
J h e j s s u e |Qg js h e | d j n 
fo|der:
Issue Log.obr
or:
File Plan\Strategic Development\Projects\Our Future Catalogue
Wlanagement ProductsMssue Log
mmunicati 
The Communications Plan and associated communication
ons Plan 
documentation is held in folder:
Communications.obr
or:
File Plan\Strategic Development\Projects\Our Future Catalogue \
Management Products\Communications
Requirements 
J h e Requirements Catalogue is held in folder:
Catalogue
Requirements Catalogue.obr

or:
File Plan\Strategic Development\Projects\Our Future Catalogue \
Specialist Products\requirements Catalogue Stakeholders T h e s t a k e h o | d e r jjst js h e| d j n f o| d e r :
Stakeholders.obr or:
File Plan\Strategic Development\Projects\Our Future Catalogue
\Specialist Products\Roles\Stakeholders The list of databases and applications in scope is held in folder:
applications in scope IA Scoping & Status.obr or:
File Plan\Strategic Development\Projects\Our Future Catalogue
\Specialist ProductsMnformation Architecture\ IA Scoping & Status

## Project Initiation Document (Pid) Project Name Our Future Catalogue - Phase 1

Release 
Release 3.0
Date: 06-Aug-09

Authors:
Owner: 
Oliver Morley
Client: 
The National Archives

## Document History

| Document                                                               | Hard copy versions of this document are only valid on the day that    |
|------------------------------------------------------------------------|-----------------------------------------------------------------------|
| Location                                                               | they are printed                                                      |
| This document can be accessed here:                                    |                                                                       |
| Project Initiation Document (PID).obr                                  |                                                                       |
| The Objective file path for this document is:                          |                                                                       |
| File Plan\Strategic Development\Projects\Our Future                    |                                                                       |
| CatalogueWlanagement products\Project Initiation Document (PID)        |                                                                       |
| Date of next revision:                                                 |                                                                       |
| Revision                                                               |                                                                       |
| History                                                                |                                                                       |
| Revision                                                               |                                                                       |
| Summary of Changes                                                     |                                                                       |
| Previous                                                               |                                                                       |
| revision                                                               |                                                                       |
| 2.0                                                                    |                                                                       |
| 3.0                                                                    |                                                                       |
| 2.0                                                                    |                                                                       |
| 1.0                                                                    |                                                                       |
| 1.0                                                                    |                                                                       |
| none                                                                   |                                                                       |
| Comments from Louise Craven (06/08/09)                                 |                                                                       |
| Comments from Project Board                                            |                                                                       |
| First release                                                          |                                                                       |
| Changes                                                                |                                                                       |
| marked                                                                 |                                                                       |
| n/a                                                                    |                                                                       |
| n/a                                                                    |                                                                       |
| n/a                                                                    |                                                                       |
| Approvals                                                              | This document requires approvals from the following individuals or    |
| groups. A description of the type of approval and location of evidence |                                                                       |
| of that approval appears below:                                        |                                                                       |
| Form of                                                                | Version                                                               |
| Name                                                                   |                                                                       |
| Role                                                                   |                                                                       |
| Approval                                                               |                                                                       |
| Refer to                                                               |                                                                       |
| 2.0                                                                    |                                                                       |
| Project Board                                                          |                                                                       |
| Project Board                                                          |                                                                       |
| Document                                                               |                                                                       |
| Email from                                                             |                                                                       |
| PDM                                                                    |                                                                       |
| Location                                                               |                                                                       |
| Refer to                                                               |                                                                       |
| 1.0                                                                    |                                                                       |
| Project Board                                                          |                                                                       |
| Document                                                               |                                                                       |
| Project                                                                |                                                                       |
| Minutes                                                                |                                                                       |
| Project Board                                                          |                                                                       |
| Membership                                                             |                                                                       |
| Location                                                               |                                                                       |
| Distribution                                                           | This document is stored in Objective with the following see, open and |
| edit privileges: All users SOCED                                       |                                                                       |
| An Objective link to this document has been sent to the following      |                                                                       |
| individuals or groups.                                                 |                                                                       |
| Version                                                                |                                                                       |
| Date of                                                                |                                                                       |
| Title                                                                  |                                                                       |
| Role                                                                   |                                                                       |
| Name                                                                   |                                                                       |
| Issue                                                                  |                                                                       |
| 2.0                                                                    |                                                                       |
| Project Board                                                          |                                                                       |
| 30-July-                                                               |                                                                       |
| 09                                                                     |                                                                       |
| Project Board                                                          |                                                                       |
| Membership                                                             |                                                                       |
Name
Title
Role
Date of
Version
Issue
Project Board
17-July-
1.0
Project Board
Membership
09

## Purpose

To define the Project, to form the basis for its management and the assessment of overall success.

## Content

This publication contains the following topics:

Section
Page
Document History
Document Location
Revision History
Approvals
Distribution
1
1
1 1
1
Purpose
Content
Background Project Definition
3 3
5
5
5
6
8 8
9
Objectives
Method of Approach
Milestones Scope Deliverables
Exclusions
Constraints
Interfaces
Assumptions
Project Organisation Structure
Reporting structure
Project management team structure
Communications Plan
Project Quality Plan
Quality controls
Change management
Configuration management
Acceptance criteria
Project Tolerances
Project Controls
Attachments
Business Case Benefits Realisation
Project Plan
Risk Register Issue Log
10
10
10
11 11 12
12
14 15 15
16 16
16 17
17
18
18 18
19
19
19
PID
19
19
20
20
Communications Plan
Requirements Catalogue
Stakeholders
Databases and applications in scope

## Background

The National Archives (TNA) currently maintains around twenty separate digital (online) repositories of metadata and, in some cases, presentation copies of records, www.nationalarchives.gov.uk/searchthearchives/?source=searcharchi yes. Each of these has its own database and presentation interface.

Three significant issues are increasingly making the present service untenable for the future:

- 
It is now increasingly difficult to service some of TNA new and
future requirements such as the ability to richly catalogue
digitally born records, service efficiently the increasing volume
stored metadata and records and to provide the service cost
effectively
- 
The website search engine does search across many of
repositories and returns results in a 'Google' style list. However
once the user clicks on a returned item s/he is transferred to
that application's unique presentation interface. In the course
of a visit, users have to endure a fractured and confusing
information retrieval experience, dropping in and out of
presentation services with differing user interfaces. There is
clear evidence from user research undertaken that the user
experience can be significantly improved through the
introduction of a more intuitive and unambiguous online
presentation service.
- 
Although the separate YourArchives service provides an
opportunity for users to generate user content about material
held at TNA this is not fully integrated with none of the present
systems down to item level (although there is a basic url cross
link between YourArchives and the present Catalogue). The
user community is already very engaged in selected
cataloguing projects, which currently require cumbersome processes for metadata collection. There is clear evidence that
the user community, provided with effective online contribution tools, would enrich TNA's catalogue metadata significantly and
relatively effectively.
This project will address these issues, providing a new or revised platform to enable TNA to service its online requirements into the future.

## Project Definition

J e c l v e s
 
# 
T o provide a sustainable online repository for the management
and delivery of all National Archives metadata and associated

## Records

- 
To provide a one stop, intuitive and unambiguous online
presentation service
A 
. 
- 
How we are proposing to manage it:
Pragmatic PRINCE2 is and will continue to be the overarching framework. However PRINCE2 is ideally suited for the management of projects with clearly defined and attainable goals such as in the construction industry and less so for creative projects (such as this), whose objectives are subject to evolution as the project scopes up its requirements and reconciles them with effective business delivery, what is technologically possible and budgetary constraints. We will augment the PRINCE2 approach with Agile management, again pragmatically based on the ATERN Agile framework, incorporating business project roles that more appropriately reflect the TNA organisation and procedures that will enable us to be more agile in reacting to requirement changes without compromising time, quality and cost.

The project will of course include a business impact analyst, business change management and communications management

- 
How do we propose to break it up:
The current perceived scope of the project is such that it will be delivered in discrete phases, each of which will be segmented into stages. These are currently tentatively identified as:

o By end of May 2010 Phase 1 - Creation of a new data
structure which allows for bulk upload of data from other catalogues, including both TNA data and other archives'
data. Transition of the Catalogue data to this new structure. Data structure 'pushed' through the existing
editorial process, into the new Catalogue. The
Presentation service at the end of Phase 1 will remain
the same for the current Catalogue.
o By end of March 2011- Phase 2 - Move all catalogue
metadata (paper and electronic, Your Archives) into new
catalogue data structure, which includes a sub item
layer. Provide access to content DocumentsOnLine
(DoL) and Your Archives, and the ability to purchase
such content through a single shopping basket. Provide content which can be repurposed for customised short
life span publications such as exhibitions/tutorials or
syndication
o By the end of March 2012 - Phase 3 - Move other
database content into new Catalogue. Present Census
images for access/commercial delivery, possibly in
addition to Commercial partner delivery. Option to
provide opportunity for users to add contextualisation at image level. Other archives' databases to commence being integrated into new Catalogue database This PID focuses on the first phase of the Project.

- 
How we are proposing to do it
For Phase 1
o Stage 1 - Project Initiation
This covers the review and preparation of:
- 
Project roles
- 
Project Board
- 
Initial stakeholder assessment
- 
Scoping
- 
Business case
- 
PID
- 
Project governance documentation
o Stage 2 - Design the new digital online repository
This covers:
- 
Appointment of an Information Architect to:
D Perform a discovery review of all TNA
digital repositories
- 
Identify all existing repositories (databases
and applications) that should be in scope
D Perform an AS-IS analysis of all in scope
repositories
D Design a logical data model (LDM) for the
new online repository
n Assess the business impact of the
proposed LDM
n Develop a suppliers' requirements
specification for implementing the proposed
LDM as a solution
- 
A review of potential suppliers and work being
undertaken by TNA peer organisations.
- 
A Requirements Catalogue will be developed
- 
Since online presentation to users at the end of
Phase 1 will remain the same, detailed external
user consultation will commence during Phase 2.
However, in order to inform Phase 1 a user
expectations research exercise will be
undertaken.
o Stage 3 - Procurement for Phase 1

If possible, a commercial (possible open source) off
the shelf (COTS) application or service for the new
digital repository

o Stage 4 - Implementation of Phase 1

Implementation possibly subject to a proof of concept
exercise
Subsequent Phases will provide a new presentation service and
the integration of TNA remaining online repositories.
i es ones 
# 
Development of requirements and out to tender (Phase 1 -
Stage 2) by mid November 2009

- 
Award for the supply of new repository (Phase 1 - Stage 3) by
early January 2010
- 
Delivery of new repository (Phase 1 - Stage 4) by March 2010:
Data structure will be new, but presentation will remain the
same
- 
Transition of current Catalogue data (Phase 1) by early May
2010
- 
Transition of DoL (Phase 2) in 2010-11
- 
Transition of Your Archives (Phase 2) in 2010-11
- 
New presentation service (Phase 2) in 2010-11

| Scope                                                                 |
|-----------------------------------------------------------------------|
| over arching scope of the Project for all phases to completion is to: |

- 
Deliver access to content through one presentational route with
pricing information
- 
Present all metadata in an easily accessible format through
one route, with a link to relevant content
- 
Provide the facility for fast bulk uploads and integration of new
and existing metadata/content
- 
Use intuitive searching to allow relevant access to appropriate
metadata and content
- 
Make the presentation accessible and 'sticky', through other
supporting services
- 
Make re-purposing metadata and content easy to allow creation
of other contextualised material/presentational formats for the
time period required
- 
Provide for user contribution of metadata and images optionally
with reference to existing metadata and records
- 
To provide all of the above for all the current digital databases
and applications that will be agreed (as part of this Project) in scope

- 
To include storage of metadata for paper and electronic records
- 
To interface with DORIS
- 
To interface with development of global search, person and
place search, including Geo-spatial search
- 
To provide access at item or sub item levels to both digitised
images and born digital records
- 
To provide bulk up load of both data and content to the new
Catalogue structure
In order to achieve the above the scope in the Phase 1 of the Project is limited to:

- 
Creating a new digital repository
- 
Population of the new digital repository with the content of TNA
current digital Catalogue

## Deliverables The Deliverables Of The Project For Phase 1Are:

- 
Agreement on which current databases and applications are
within scope of the new digital repository and which are not
- 
Design of a logical data model (LDM) for the digital repository,
which will eventually contain the metadata and presentation
copies of records held in the databases and applications
identified as in scope
- 
A review of potential suppliers of services and software for a
new digital repository based on the new LDM
- 
A review of what TNA peer organisations are currently
undertaking, or intending to undertake, in this area of interest
- 
A review of TNA user experience expectations to inform the sort
of presentation interface that they require
- 
A Requirements Catalogue for the deliverables in scope
- 
A high level requirements for the back office data management
and editorial requirements for TNA future digital repository
- 
An Invitation to Tender (ITT) for a new digital repository
- 
Procurement of a new digital repository
- 
Implementation of a new digital repository
- 
Population of the new digital repository with the content of TNA
current digital Catalogue
Subsequent Phases of the project, which will be subject to separate PID(s), will deliver:

- 
A new one stop, intuitive and unambiguous online presentation
service
- 
Transfer the remaining existing digital repositories identified as
in scope to the new digital repository
Exclusions 
This Project excludes:
- 
The new repository will be limited to storing and presenting
descriptive, catalogue metadata about TNA records and, where
made available, presentation copies of original records. It will
not store or preserve original records, such as digitally born
records. TNA has a separate system to service these needs.
- 
Those existing databases and applications that will be identified
and agreed as not in scope
- 
Detailed back office data management and editorial
requirements for the new digital repository. This is a remit of a
separate project (as yet undeclared). However this Project will
take the high level TNA requirements of these into
consideration when procuring a new digital repository so that
should it have provision for such services TNA requirements for
these will be supported
- 
Will not include development of any content work - i.e. addition
of new content or technical methods for gathering said content.
However ranges of standards of image quality needs to feed
into the image delivery mechanism and may impact on the
charging mechanism
- 
Development of a decision model for deciding whether content
should be published by TNA or an external commercial partner
- 
Review of TNA online charging model(s)
- 
Business process changes to the editorial administration
process, except possibly the interface to add metadata in
current structure to the 'new' catalogue.
Constraints 
The constraints on the Project are:
- 
Availability of funding
- 
Availability of TNA resources to undertake the work
- 
Time. The present time frames for Phase 1 have been set very
aggressively.
Interfaces 
The Project will interface with the following:
- 
Stakeholders of each of the services affected by the Project
- 
User expectations
- 
Usability and accessibility
- 
TNA Information and Communications Technology Department
(ICTD) and environment
- 
Transfer the remaining existing digital repositories identified as
in scope to the new digital repository
Exclusions 
This Project excludes:
- 
The new repository will be limited to storing and presenting
descriptive, catalogue metadata about TNA records and, where
made available, presentation copies of original records. It will
not store or preserve original records, such as digitally born
records. TNA has a separate system to service these needs.
- 
Those existing databases and applications that will be identified
and agreed as not in scope
- 
Detailed back office data management and editorial
requirements for the new digital repository. This is a remit of a
separate project (as yet undeclared). However this Project will
take the high level TNA requirements of these into
consideration when procuring a new digital repository so that
should it have provision for such services TNA requirements for
these will be supported
- 
Will not include development of any content work - i.e. addition
of new content or technical methods for gathering said content.
However ranges of standards of image quality needs to feed
into the image delivery mechanism and may impact on the
charging mechanism
- 
Development of a decision model for deciding whether content
should be published by TNA or an external commercial partner
- 
Review of TNA online charging model(s)
- 
Business process changes to the editorial administration
process, except possibly the interface to add metadata in
current structure to the 'new' catalogue.
Constraints 
The constraints on the Project are:
- 
Availability of funding
- 
Availability of TNA resources to undertake the work
- 
Time. The present time frames for Phase 1 have been set very
aggressively.
Interfaces 
The Project will interface with the following:
- 
Stakeholders of each of the services affected by the Project
- 
User expectations
- 
Usability and accessibility
- 
TNA Information and Communications Technology Department
(ICTD) and environment
- 
TNA System Development Department (SDD)
- 
TNA marketing services
- 
TNA customer service teams (e.g. Contact Centre, ARK)
- 
TNA Catalogue team
- 
Third party supplier by-in, including:
o Autonomy
- 
TNA Finance Department
- 
TNA Procurement Department
- 
Government Standards and Organisations including but not
limited to:
o The Office of Government Commerce (OGC)
o The Accreditation Document Set (ADS)
o Central Government Infrastructure, e-GIF and e-GMS
- 
TNA and Government data handling and GSI compliance
guidelines
ssump ions 
j^e 
a s s u m p t j o n s supporting the Project are:
- 
That sufficient staff resource is available for all aspects of the
Project to meet the declared time scales
- 
That adequate funding is made available
- 
That the deliverables support the corporate aspirations of TNA
- 
That there is director level support for the Project

## Project Organisation Structure

All roles may change and/or be supplemented during the course of the Project management Project to reflect the stage at which the Project is.

- 
Corporate Management Board
team structure The SRO is a TNA Director and will report directly to the Management Board

- 
The Project Board

## The Project Has Its Own Project Board

The Project Board will be responsible for authorising and agreeing the Project initiation and key documents, business plan, stage boundaries, key milestones, costs against agreed budgets, risk management and highlight reports for the Project.

The Project Board membership is:

Role
Name
Position
Senior User
Louise Craven
Senior Supplier
and User
Principal Records
Specialist - Legal
Head of Cataloguing
in Resource
Discovery
Senior User Project Manager
Oliver Morley
Senior
Responsible
Your Archives
Manager
Senior Project
Manager Director, Customer &
Business
Development
Head of Projects
Chris Owens
Officer (SRO)
TNA Business
Representative
Senior Supplier
Head of Customer
Experience
Head of Knowledge
Senior User
Alison Webster
Project Director
Transfer
Head of Strategic
Development

## The Project Team Membership

The Project Team undertakes the day-to-day work of the Project The Project Team membership is:

Position
Project Role
Name
Catalogue
Louise Craven
Team
Catalogue
Team
Database
Head of Cataloguing
in Resource Discovery
Senior Archivist,
Catalogue Manager
Database
Administrator
Administrator
User experience
Desk research
Customer Research Manager
Senior Archivist -
Access
Information
Contractor
Architect
Project Manager
Internal
Project Manager
Communication
s - internal
communications
TNA Business
Chris Owens
Representative
User experience
Communications Officer
Head of
Development
Services
Head of Customer Experience

## The Project Technology Advisory Group (Tag)

The TAG provides the Project with functional and technical expertise assurance. Membership is drawn both from within TNA and externally and represents the diverse spectrum of interests the Project covers. TAG members:

o Have a keen interest in the project as a whole
o Have a more detailed interest and possibly skill in one or
more aspects of the project
o Contribute knowledge and skills where appropriate
o Make the Project Board and Team aware of what
colleagues outside other organisations are up to
o Question areas that are uncertain and/or require
clarification

The TAG membership is:

Name
Position
Role
Louise Craven
Archival Catalogue
Catalogue
Programme Manager
Team
Web technology
Website Designer
Developer
Database
Database
Administrator
Tim Gollins
Head of Digital Preservation
SGML/XML Manager
Administrator
TNA Digital
Records System
Cataloguing and
Caroline Kimbell
Chris Mumby
Head of Licensing
Head of Commercial
Delivery
taxonomy
knowledge
Licensing
Commercial
Delivery
Information and
Technical Lead Coordinator, Digital Continuity
John Sheridan
data architecture knowledge
Semantic web
knowledge
Head of e Services,
Public Sector Information
External critical
Archives and
friend
Manuscripts
Catalogue Integration
Manager at the British Library
External
Archives Sector
archives
Development
Information
Resources Officer
Product Manager,
Amy Warner
Applications
TNA's Global
Search

- 
The Project Support
Project support is provided by the following:

Name
Position
Role Project
governance
TNA Programme
Support Office
Manager

## Communications Plan

Effective communication plans are/will be developed for each of the instances. The overall communication plan is owned by the Project Communication Officer:

- 
Within the Project Team:
This communication is owned by the Project Manager and will be through regular project team Project Team meetings. Where sub teams are appointed the sub team leader will report regularly to the Project Manager on general progress and on exceptions as circumstances demand, which is usually as soon as they occur.

- 
To the Project Board:
The Project Manager will report regularly to the Project Board on general Project progress through highlight reports and on exceptions as circumstances demand, which is usually as soon as they occur.

- 
Business change:
A detailed communication plan will be developed once the scope of the business change has been established and the Project Board agrees on the delegation of responsibility for its management.

- 
Internal stakeholders and users:
Communication will be developed.
Communications will be through departmental awareness briefings and the use of TNA Intranet, Narnia.

- 
External stakeholders and users:
Communication will be developed.

## Project Quality Plan

| Quality    |
|------------|
| controls   |

- 
The Project will be managed in accordance with PRINCE2
methodology and quality review
- 
Quality will be measured and controlled through reviews at the
appropriate levels through the Project Team and the Project
and Board
- 
Quality acceptance procedures will be adopted under the
guidance of the Project Board
- 
The Project Assurance:
Project Assurance is provided and managed through the Project Board and TAG, whose individual members will be asked to assure specific areas of the project including but not necessarily limited to:

o Project governance
o Capture of TNA functional and technical requirements
o Satisfaction of the procured solution
- 
The project will be subject to Gateway reviews, currently agreed
as 2/3 (combined fit procurement and verification of choice of
right supplier), 4 (fit for purpose) and 5 (post project review)
The components of the quality plan are:

- 
Brief competent Information Architect and work up appropriate
Logical Data Model to be approved by the TAG, Project Board
and TNA Executive
- 
Develop a Requirements Catalogue for the new online
repository to be approved by the TAG and Project Board
- 
Procure a suitable system or service based on Proof-of-
Concept and agreed test scripts and processes
- 
Solicit and respond to feedback where appropriate from key
stakeholders, user focus groups and internal panels
- 
PRINCE2 Change technique will be adopted to manage

Change management
change. All changes will be logged as issues and escalated
through to resolution using agreed tolerances for managing the
changes.
Configuration
management
- 
All Project products will be subject to dated version control

- 
All Project documentation is stored in Objective in folder:
Our Future Catalogue.obr or:
File Plan\Strategic Development\Projects\Our Future Catalogue

Acceptance
criteria
Detailed acceptance criteria for Project products will be defined once
the product requirements and specifications have been developed.
They will be based on:

- 
Functionality
- 
Technical solution
- 
Accuracy
- 
Interfaces with other systems
- 
Usability
- 
Accessibility
- 
Coverage / scope
Subject to the system procured it may be procured on an initial Proofof-Concept basis.

## Project Tolerances

These are:

- 
The timescale tolerance level for the Project is set at two weeks
for each milestone
- 
10% of the developed budget will be allowed for contingency
costs, which will be the overall cost tolerance on the Project.
- 
The Project Manger will raise exception reports with the Project
Board if costs and/or timescales for an approved stage plan are
expected to exceed the agreed tolerance levels set for the
Project.

## Project Controls

- 
The Project will adopt PRINCE2 Control processes
- 
Checkpoint meetings with the Project Team chaired by the
Project Manager will be held regularly to monitor progress and
manage arising issues. Any issues and/or risks updated in the respective logs.
- 
Where the Project is sub divided into work package for which
there is a designated work package or team leader, the Project
Manager will agree regular checkpoint reports from that team leader
- 
The Project Board, chaired by the Senior Responsible Owner
(SRO) and will have representation from Senior User(s) (SU)
and Senior Suppliers (SS). TNA business requirements as a
whole will be represented in the SRO and SUs on the Project
Board. The SRO and SUs will ensure that these business
requirements are being pursued in the Project.
- 
The Project Board will meet at appropriate times, initially to
initiate the Project and agree the Project plan and then to review the progress of the Project, offer advise and steering and
to manage exceptions.
- 
The Project Board will report to Management Committee,
through the SRO, on Project plan and key stage approval and
subsequent Project progress.
- 
The Project Manager will produce regular highlight reports for
the Project Board. These will review progress to date, highlight
actual and potential problems and provide a brief description of
the work schedules for the next period.
- 
Risk and Issue Logs will be kept to record any risks and issues
or changes that arise during the Project.
- 
Change Management controls will be introduced to manage all
aspects of Project variance as they occur and will take into
account importance, impact and priority for the change. Among
others for:
o The scope of this Project as specified
o Changes to the agreed requirements specifications
developed as part of this Project.
- 
Additional controls will be maintained through:
o The Project will be subject to the Gateway review
process
o Submissions for approval, where appropriate, to the
Change Approval Board
o Procedures, which will be developed, to manage
appropriately any changes to the Project scope and/or
deliverables
o Procedures, which will be developed, to manage any
possible effects that the Project or any changes made to
it may have on systems and/or services outside its immediate scope

## Attachments

usiness T h e business case is held in folder:
Case Business Case.obr or:
File Plan\Strategic Development\Projects\Our Future Catalogue
\Management Products\Business Case Benefits T h e B e n e f j t s Realisation is held in folder:
Realisation Benefits Realisation.obr or:
File Plan\Strategic Development\Projects\Our Future Catalogue \
Management Products\Benefits Realisation

Project Plan 
T h e p r o j e c t p | a n 
fo|der.
Project Plan.obr
or:
File Plan\Strategic Development\Projects\Our Future Catalogue
\Management Products\Project Plan
Risk Register 
J h e r j s k R e g j s t e r js h e| d j n 
fo|der:
Risk Register.obr
or:
File Plan\Strategic Development\Projects\Our Future Catalogue
\Management Products\Risk Log
Issue Log 
T h e j s s u e | o g fe h e | d j n 
fo|der.
Issue Log.obr
or:
File Plan\Strategic Development\Projects\Our Future Catalogue
\Management ProductsMssue Log
mmunicati 
The Communications Plan and associated communication
ons Plan 
documentation is held in folder:
Communications.obr
or:
File Plan\Strategic Development\Projects\Our Future Catalogue \
Management ProductsVCommunications
Requirements 
T h e R e q u i r e m e n t s Catalogue is held in folder:
Catalogue
Requirements Catalogue.obr

or:
File Plan\Strategic Development\Projects\Our Future Catalogue \
Specialist Products\requirements Catalogue Stakeholders The stakeholder list is held in folder:
Stakeholders.obr or:
File Plan\Strategic Development\Projects\Our Future Catalogue
\Specialist Products\Roles\Stakeholders The list of databases and applications in scope is held in folder:

## Databases And Applications In Scope

IA Scoping & Status.obr or:
File Plan\Strategic Development\Projects\Our Future Catalogue
\Specialist ProductsMnformation Architecture\ IA Scoping & Status

## Project Initiation Document (Pid)

Project name Our Future Catalogue - Phase 1
Release Release Date:
Authors:
Owner: 
Oliver Morley Client: 
The National Archives

## Document History

| Document                                                               | Hard copy versions of this document are only valid on the day that    |
|------------------------------------------------------------------------|-----------------------------------------------------------------------|
| Location                                                               | they are printed                                                      |
| This document can be accessed here:                                    |                                                                       |
| Project Initiation Document (PID).obr                                  |                                                                       |
| The Objective file path for this document is:                          |                                                                       |
| File Plan\Strategic Development\Projects\Our Future                    |                                                                       |
| CatalogueWlanagement products\Project Initiation Document (PID)        |                                                                       |
| Date of next revision:                                                 |                                                                       |
| Revision                                                               |                                                                       |
| History                                                                |                                                                       |
| Revision                                                               | Summary of Changes                                                    |
| marked                                                                 |                                                                       |
| Previous                                                               |                                                                       |
| revision                                                               |                                                                       |
| m                                                                      |                                                                       |
| 2.0                                                                    |                                                                       |
| 3.0                                                                    |                                                                       |
| 2.0                                                                    |                                                                       |
| n/a                                                                    |                                                                       |
| n/a                                                                    |                                                                       |
| n/a                                                                    |                                                                       |
| 1.0                                                                    |                                                                       |
| none                                                                   |                                                                       |
| Comments from Louise Craven (06/08/09)                                 |                                                                       |
| Comments from Project Board                                            |                                                                       |
| First release                                                          |                                                                       |
| 1.0                                                                    |                                                                       |
| Approvals                                                              | This document requires approvals from the following individuals or    |
| groups. A description of the type of approval and location of evidence |                                                                       |
| of that approval appears below:                                        |                                                                       |
| Version                                                                | Location                                                              |
| Form of                                                                |                                                                       |
| Name                                                                   |                                                                       |
| Role                                                                   |                                                                       |
| Approval                                                               |                                                                       |
| RllllBiiflRHlIP                                                        |                                                                       |
| -                                                                      |                                                                       |
| m                                                                      |                                                                       |
| m                                                                      |                                                                       |
| m                                                                      |                                                                       |
| Project Board                                                          | Refer to                                                              |
| Project Board                                                          | 2.0                                                                   |
| PDM                                                                    | Document                                                              |
| Location                                                               |                                                                       |
| Refer to                                                               |                                                                       |
| Project Board                                                          | 1.0                                                                   |
| Project Board                                                          |                                                                       |
| Membership                                                             | Document                                                              |
| Project                                                                |                                                                       |
| Minutes                                                                |                                                                       |
| Location                                                               |                                                                       |
| Distribution                                                           | This document is stored in Objective with the following see, open and |
| edit privileges: All users SOCED                                       |                                                                       |
| An Objective link to this document has been sent to the following      |                                                                       |
| individuals or groups.                                                 |                                                                       |
| Date of       | Version   |
|---------------|-----------|
| Title         | Role      |
| Issue         |           |
| 4.0           |           |
| Name          |           |
| SiS           |           |
| d             |           |
| Project Board |           |
| 2.0           | 30-July-  |
| 09            |           |
| 1.0           |           |
| Project Board |           |
| 17-July-      |           |
| Project Board |           |
| Membership    |           |
| Project Board |           |
| Membership    |           |
| 09            |           |

## Purpose

To define the Project, to form the basis for its management and the assessment of overall success.

## Content

This publication contains the following topics:

Page
Section
Document History
Document Location
Revision History
Approvals
Distribution
1
1
1
1
1
Purpose
Content
Background
Project Definition
3
3 5
5
5
6
7
8
9
9
Objectives
Method of Approach
Milestones
Scope
Deliverables Exclusions
Constraints
Interfaces
Assumptions
Project Organisation Structure
Reporting structure Project management team structure
Communications Plan
Project Quality Plan
Quality controls
Change management
Configuration management
Acceptance criteria
Project Tolerances
Project Controls
Attachments
10
10
10
11
11 11
14
14
14
15
15
15
16
16
17
17
18
18
18
18
Business Case
Benefits Realisation
Project Plan
Risk Register
Issue Log
PID
18
19
19 19
Communications Plan
Requirements Catalogue
Stakeholders
Databases and applications in scope

## Background

The National Archives (TNA) currently maintains around twenty separate digital (online) repositories of metadata and, in some cases, presentation copies of records, www.nationalarchives.gov. uk/searchthearchives/?source=searcharchi yes. Each of these has its own database and presentation interface. Three significant issues are increasingly making the present service untenable for the future:

- 
It is now increasingly difficult to service some of TNA new and
future requirements such as the ability to richly catalogue
digitally born records, service efficiently the increasing volume stored metadata and records and to provide the service cost effectively
- 
The website search engine does search across many of
repositories and returns results in a 'Google' style list. However
once the user clicks on a returned item s/he is transferred to
that application's unique presentation interface. In the course
of a visit, users have to endure a fractured and confusing
information retrieval experience, dropping in and out of
presentation services with differing user interfaces. There is
clear evidence from user research undertaken that the user
experience can be significantly improved through the
introduction of a more intuitive and unambiguous online
presentation service.
- 
Although the separate YourArchives service provides an
opportunity for users to generate user content about material
held at TNA this is not fully integrated with none of the present
systems down to item level (although there is a basic url cross
link between YourArchives and the present Catalogue). The
user community is already very engaged in selected
cataloguing projects, which currently require cumbersome processes for metadata collection. There is clear evidence that
the user community, provided with effective online contribution tools, would enrich TNA's catalogue metadata significantly and
relatively effectively.
This project will address these issues, providing a new or revised platform to enable TNA to service its online requirements into the future.

## Project Definition

jec ives 
# 
T Q p r o v | c| e a sustainable online repository for the management

and delivery of all National Archives metadata and associated

## Records

- 
To provide a one stop, intuitive and unambiguous online
presentation service

## Method Of How We Are Proposing To Manage It: Approach

Pragmatic PRINCE2 is and will continue to be the overarching framework. However PRINCE2 is ideally suited for the management of projects with clearly defined and attainable goals such as in the construction industry and less so for creative projects (such as this), whose objectives are subject to evolution as the project scopes up its requirements and reconciles them with effective business delivery, what is technologically possible and budgetary constraints.

We will augment the PRINCE2 approach with Agile management, again pragmatically based on the ATERN Agile framework, incorporating business project roles that more appropriately reflect the TNA organisation and procedures that will enable us to be more agile in reacting to requirement changes without compromising time, quality and cost.

The project will of course include a business impact analyst, business change management and communications management How do we propose to break it up:

## New How We Are Proposing To Do It For Phase 1

o Stage 1 - Project Initiation
This covers the review and preparation of:
- 
Project roles
- 
Project Board
- 
Initial stakeholder assessment
- Scoping - Business case
- 
PID
- 
Project governance documentation
o Stage 2 - Design the new digital online repository
This covers:
- 
Appointment of an Information Architect to:
D 
Perform a discovery review of all TNA
digital repositories
- 
Identify all existing repositories (databases
and applications) that should be in scope
- 
Perform an AS-IS analysis of all in scope
repositories
n Design a logical data model (LDM) for the
new online repository

## Milestones Scope To:

Deliver access to content through one presentational route with
pricing information
Present all metadata in an easily accessible format through
one route, with a link to relevant content
Provide the facility for fast bulk uploads and integration of new
and existing metadata/content
Use intuitive searching to allow relevant access to appropriate
metadata and content
Make the presentation accessible and 'sticky', through other
supporting services
Make re-purposing metadata and content easy to allow creation
of other contextualised material/presentational formats for the
time period required
Provide for user contribution of metadata and images optionally
with reference to existing metadata and records
To provide all of the above for all the current digital databases and applications that will be agreed (as part of this Project) in
scope To include storage of metadata for paper and electronic records
To interface with DORIS
To interface with development of global search, person and place search, including Geo-spatial search
To provide access at item or sub item levels to both digitised
images and born digital records
To provide bulk up load of both data and content to the new Catalogue structure

## Deliverables Exclusions This Project Excludes:

The new repository will be limited to storing and presenting
descriptive, catalogue metadata about TNA records and, where
made available, presentation copies of original records. It will
not store or preserve original records, such as digitally born records. TNA has a separate system to service these needs.
Those existing databases and applications that will be identified and agreed as not in scope
Detailed back office data management and editorial
requirements for the new digital repository. This is a remit of a
separate project (as yet undeclared). However this Project will
take the high level TNA requirements of these into
consideration when procuring a new digital repository so that
should it have provision for such services TNA requirements for
these will be supported
Will not include development of any content work - i.e. addition of new content or technical methods for gathering said content.
However ranges of standards of image quality needs to feed
into the image delivery mechanism and may impact on the
charging mechanism
Development of a decision model for deciding whether content
should be published by TNA or an external commercial partner
Review of TNA online charging model(s)
Business process changes to the editorial administration

process, except possibly the interface to add metadata in current structure to the 'new' catalogue.

Constraints 
The constraints on the Project are:
- 
Availability of funding
- 
Availability of TNA resources to undertake the work
- 
Time. The present time frames for Phase 1 have been set very
aggressively.
Interfaces 
The Project will interface with the following:
- 
Stakeholders of each of the services affected by the Project
- 
User expectations
- 
Usability and accessibility
- 
TNA Information and Communications Technology Department
(ICTD) and environment
- 
TNA System Development Department (SDD)
- 
TNA marketing services
- 
TNA customer service teams (e.g. Contact Centre, ARK)
- 
TNA Catalogue team
- 
Third party supplier by-in, including:
o Autonomy
- 
TNA Finance Department
- 
TNA Procurement Department
- 
Government Standards and Organisations including but not
limited to:
o The Office of Government Commerce (OGC)
o The Accreditation Document Set (ADS) o Central Government Infrastructure, e-GIF and e-GMS
- 
TNA and Government data handling and GSI compliance
guidelines

## Assumptions The Assumptions Supporting The Project Are:

- 
That sufficient staff resource is available for all aspects of the
Project to meet the declared time scales
- 
That adequate funding is made available
- 
That the deliverables support the corporate aspirations of TNA
- 
That there is director level support for the Project

## Project Organisation Structure

Reporting
structure

All roles may change and/or be supplemented during the course of the

Project
management

Project to reflect the stage at which the Project is.

- 
Corporate Management Board

team
structure

The SRO is a TNA Director and will report directly to the Management Board

- 
The Project Board

## The Project Has Its Own Project Board

The Project Board will be responsible for authorising and agreeing the Project initiation and key documents, business plan, stage boundaries, key milestones, costs against agreed budgets, risk management and highlight reports for the Project.

The Project Board membership is:

Role
Position
Name
Senior User
Louise Craven
Senior Supplier
and User
Principal Records
Specialist - Legal
Head of Cataloguing
in Resource Discovery
Senior User
Your Archives
Project Manager
Manager
Senior Project
Manager
Oliver Morley
Chris Owens
—
Alison Webster

- 
The Project Team membership
The Project Team undertakes the day-to-day work of the Project The Project Team membership is:

Louise Craven
Chris Owens

The Project Technology Advisory Group (TAG)
The TAG provides the Project with functional and technical expertise assurance. Membership is drawn both from within TNA and externally and represents the diverse spectrum of interests the Project covers. TAG members:

Senior
Responsible
Officer (SRO)
Director, Customer &
Business
Development
Head of Projects
TNA Business
Representative
Senior Supplier
Senior User
Head of Customer
Experience
Head of Knowledge
Project Director
Transfer
Head of Strategic
Development
Project Rote
Catalogue
Team
Head of Cataloguing
in Resource Discovery
Catalogue
Team
Database
Senior Archivist,
Catalogue Manager
Database
Administrator
User experience
Desk research
Administrator
Customer Research Manager Senior Archivist -
Access
Information
Contractor
Architect
Project Manager
Communication
s - internal communications
TNA Business
Representative
User experience
Project Manager
Internal
Communications
Officer
Head of Development
Services
Head of Customer
Experience

o Have a keen interest in the project as a whole
o Have a more detailed interest and possibly skill in one or

more aspects of the project

o Contribute knowledge and skills where appropriate
o Make the Project Board and Team aware of what

colleagues outside other organisations are up to

o Question areas that are uncertain and/or require

clarification

The TAG membership is:

Name
Position
Role
Louise Craven
Archival Catalogue
Catalogue
Programme Manager
Website Designer
Team
Web technology
Developer
Database
Database
Administrator
Tim Gollins
Head of Digital
Preservation
SGML/XML Manager
Administrator TNA Digital
Records System
Cataloguing and
Caroline Kimbell Chris Mumby
Head of Licensing
Head of Commercial
Delivery
taxonomy
knowledge
Licensing
Commercial
Delivery Information and
Technical Lead Coordinator, Digital Continuity
John Sheridan
data architecture
knowledge
Semantic web
knowledge
Head of e Services,
Public Sector Information
External critical
Archives and
friend
Manuscripts
Catalogue Integration
Manager at the
British Library
Archives Sector
External
archives
Development Information
Resources Officer
Product Manager,
Amy Warner
Applications
TNA's Global
Search

The Project Support Project support is provided by the following:

Name
Position
Role
Project
governance
TNA Programme
Support Office Manager

## Communications Plan

Effective communication plans are/will be developed for each of the instances. The overall communication plan is owned by the Project Communication Officer:

- 
Within the Project Team:
This communication is owned by the Project Manager and will be through regular project team Project Team meetings. Where sub teams are appointed the sub team leader will report regularly to the Project Manager on general progress and on exceptions as circumstances demand, which is usually as soon as they occur.

- 
To the Project Board:
The Project Manager will report regularly to the Project Board on general Project progress through highlight reports and on exceptions as circumstances demand, which is usually as soon as they occur.

- 
Business change:
A detailed communication plan will be developed once the scope of the business change has been established and the Project Board agrees on the delegation of responsibility for its management.

- 
Internal stakeholders and users:

Communication will be developed.
Communications will be through departmental awareness
briefings and the use of TNA Intranet, Narnia.

- 
External stakeholders and users:

Communication will be developed.

## Project Quality Plan

| Quality    |
|------------|
| controls   |

- 
The Project will be managed in accordance with PRINCE2
methodology and quality review
- 
Quality will be measured and controlled through reviews at the
appropriate levels through the Project Team and the Project and Board

- 
Quality acceptance procedures will be adopted under the
guidance of the Project Board
- 
The Project Assurance:
Project Assurance is provided and managed through the Project Board and TAG, whose individual members will be asked to assure specific areas of the project including but not necessarily limited to:

o Project governance
o Capture of TNA functional and technical requirements
o Satisfaction of the procured solution
- 
The project will be subject to Gateway reviews, currently agreed
as 2/3 (combined fit procurement and verification of choice of
right supplier), 4 (fit for purpose) and 5 (post project review)
The components of the quality plan are:

- 
Brief competent Information Architect and work up appropriate
Logical Data Model to be approved by the TAG, Project Board
and TNA Executive
- 
Develop a Requirements Catalogue for the new online
repository to be approved by the TAG and Project Board
- 
Procure a suitable system or service based on Proof-of-
Concept and agreed test scripts and processes
- 
Solicit and respond to feedback where appropriate from key
stakeholders, user focus groups and internal panels

| -                                                              | PRINCE2 Change technique will be adopted to manage            |
|----------------------------------------------------------------|---------------------------------------------------------------|
| Change                                                         |                                                               |
| management                                                     |                                                               |
| change. All changes will be logged as issues and escalated     |                                                               |
| through to resolution using agreed tolerances for managing the |                                                               |
| changes.                                                       |                                                               |
| Configuration                                                  |                                                               |
| management                                                     |                                                               |
| -                                                              | All Project products will be subject to dated version control |

- 
All Project documentation is stored in Objective in folder:
Our Future Catalogue.obr or:
File Plan\Strategic Development\Projects\Our Future Catalogue

Acceptance
criteria
Detailed acceptance criteria for Project products will be defined once
proc|uct requirements and specifications have been developed.

They will be based on:

- 
Functionality
- 
Technical solution
- 
Accuracy
- 
Interfaces with other systems
- 
Usability
- 
Accessibility
- 
Coverage / scope
Subject to the system procured it may be procured on an initial Proofof-Concept basis.

## Project Tolerances

These are:

- 
The timescale tolerance level for the Project is set at two weeks
for each milestone
- 
10% of the developed budget will be allowed for contingency
costs, which will be the overall cost tolerance on the Project.
- 
The Project Manger will raise exception reports with the Project
Board if costs and/or timescales for an approved stage plan are
expected to exceed the agreed tolerance levels set for the
Project.

## Project Controls

- 
The Project will adopt PRINCE2 Control processes
- 
Checkpoint meetings with the Project Team chaired by the
Project Manager will be held regularly to monitor progress and
manage arising issues. Any issues and/or risks updated in the
respective logs.
- 
Where the Project is sub divided into work package for which
there is a designated work package or team leader, the Project
Manager will agree regular checkpoint reports from that team leader
- 
The Project Board, chaired by the Senior Responsible Owner
(SRO) and will have representation from Senior User(s) (SU)
and Senior Suppliers (SS). TNA business requirements as a
whole will be represented in the SRO and SUs on the Project
Board. The SRO and SUs will ensure that these business
requirements are being pursued in the Project.

- 
The Project Board will meet at appropriate times, initially to
initiate the Project and agree the Project plan and then to
review the progress of the Project, offer advise and steering and
to manage exceptions.
- 
The Project Board will report to Management Committee,
through the SRO, on Project plan and key stage approval and
subsequent Project progress.
- 
The Project Manager will produce regular highlight reports for
the Project Board. These will review progress to date, highlight
actual and potential problems and provide a brief description of
the work schedules for the next period.
- 
Risk and Issue Logs will be kept to record any risks and issues
or changes that arise during the Project.
- 
Change Management controls will be introduced to manage all
aspects of Project variance as they occur and will take into account importance, impact and priority for the change. Among others for:
o The scope of this Project as specified
o Changes to the agreed requirements specifications
developed as part of this Project.
- 
Additional controls will be maintained through:
o The Project will be subject to the Gateway review
process
o Submissions for approval, where appropriate, to the
Change Approval Board
o Procedures, which will be developed, to manage
appropriately any changes to the Project scope and/or
deliverables
o Procedures, which will be developed, to manage any
possible effects that the Project or any changes made to
it may have on systems and/or services outside its
immediate scope

## Attachments

usiness j^e b u sj n e s s c a s e )S ^ 3 ^ j n folder:
Case Business Case.obr or:
File Plan\Strategic Development\Projects\Our Future Catalogue

## Wlanagement Products\Business Case

Benefits 
T h e B e n e f l t s Realisation is held in folder:
Realisation
Benefits Realisation.obr
or:
File Plan\Strategic Development\Projects\Our Future Catalogue \
Management Products\Benefits Realisation
Project Plan 
T h e p r o j e c t p | a n 
fo|der:
Project Plan.obr
or:
File Plan\Strategic Development\Projects\Our Future Catalogue
\Management Products\Project Plan
Risk Register 
T h e r j s k R e g j s t e r js h e| d i n f o | d e r
Risk Register.obr
or:
File Plan\Strategic Development\Projects\Our Future Catalogue
Wlanagement Products\Risk Log
Issue Log 
J h e j s s u e | o g js h e | d jp 
fo|der
Issue Log.obr
or:
File Plan\Strategic Development\Projects\Our Future Catalogue
\Management ProductsMssue Log
uommunica i 
j ^ e communications Plan and associated communication
ons Plan 
documentation is held in folder:
Communications.obr
or:

File Plan\Strategic Development\Projects\Our Future Catalogue \
Management Products\Communications

## Ori

The |§lil Requirements Catalogue is held in folder:
Requirements Catalogue Requirements Catalogue.obr or:
File Plan\Strategic Development\Projects\Our Future Catalogue \
Specialist Products\requirements Catalogue Stakeholders The stakeholder list is held in folder:
Stakeholders.obr or:
File Plan\Strategic Development\Projects\Our Future Catalogue
\Specialist Products\Roles\Stakeholders The list of databases and applications in scope is held in folder:

## Databases And Applications In Scope

IA Scoping & Status.obr or:
File Plan\Strategic Development\Projects\Our Future Catalogue
\Specialist ProductsMnformation Architecture\ IA Scoping & Status

## Ofc - The Challenges Last Update: 17-July-09/Pdm

The project documentation - PID, Risk Log, Requirements Catalogue - are capturing the detail. This endeavours to highlight the key challenges for TNA, particularly when compared with our peers:

1. There are currently 15 separate digital (online) repositories in the scope of
OFC, each with there own presentation service. Other than branding and
overarching consistent design no two presentation services are similar.
2. The shear volume of metadata records and digital files TNA currently has - 11
million in the Catalogue, 7 million in DocumentsOnLine (DoL). Very few peers (if any) have anything approaching this.
3. The ability to service significantly high volume (when compared to peer
websites) of website requests for all of this.
4. The significant context variety of metadata that TNA has - basic record
catalogue data (Catalogue), catalogue data with online deliverable digital files
(DoL), catalogues about catalogues (NRA), user contribution channels (Your
Archives). Very few peers have anything like this mix.
5. The move from paper to digitally born records. How do we describe
(catalogue) both through a common interface (or do we?)
6. Current online presentation services that, although have weaknesses
(Catalogue), are probably ahead of all TNA peers. We want to maintain this 'advantage'.
7. TNA holds closed records. It needs to make open metadata of these
available on public access and but provide access to the closed metadata and
digital records to those authorised on a restricted online service.
8. TNA is an Archive of Government records, whose items may be 'imbedded' in
a rich or complex context (a file in a folder several levels down in an EDRM
file plan). TNA needs to store this context in the metadata and represent it
online to its user (or does it?).
9. Do we need to seriously/radically review our data and the way we package it
so that it is more effectively retrieved. Perhaps some form of encapsulating
the record in its own complete and self contained metadata (object orientated
records)?
10. TNA needs to adhere to metadata standards (or does it?) such as Dublin
Core, the ISAD(G) hierarchical model and EAD (Encoded Archival
Description).
11. User resource discovery, relevance of results returned and interpretation is
only as good as a) the richness metadata provided and b) the ability of 'the machine' to interpret that metadata aided and abetted by intelligent tagging
where possible. Is TNA metadata up to this level? If it isn't (or even if it is) is
TNA committed to maintaining it to this level? The service we build has to
reflect this - supporting reduced metadata does not require a very
sophisticated service, rich metadata will.
12. Most, if not all leading, off the shelf products for digital repositories are
relatively 'simple' (built to service libraries) and are challenged significantly (if
not outright stumped) by TNA requirements.
13. Do we need to seriously establish our outcomes (how exactly we are going to
delivery content online) now so that we can address all the above in clear light of these.

## Ofc - The Challenges Last Update: 07-Aug-09/Pdm

The project documentation - PID, Risk Log, Requirements Catalogue - are capturing the detail. This endeavours to highlight the key challenges for TNA, particularly when compared with our peers:

1. There are currently 15 separate digital (online) repositories in the scope of
OFC, each with their own presentation service. Other than branding and overarching consistent design no two presentation services are similar.
2. The sheer volume of metadata records and digital files TNA currently has - 11
million in the Catalogue, 7 million in DocumentsOnLine (DoL). The total is
currently approaching 35 million. With the increasing accession of digitally
born records this could rise to 100s of millions. Very few peers (if any) have
anything approaching this.
3. The ability to service significantly high volume (when compared to peer
websites) of website requests for all of this. An average of 22,000 hits per
hour to the website.
4. The significant context variety of metadata that TNA has - basic record
catalogue data (Catalogue), catalogue data with online deliverable digital files
(DoL), catalogues about catalogues (NRA), user contribution channels (Your
Archives). Very few peers have anything like this mix.
5. The move from paper to digitally born records. How do we describe
(catalogue) both through a common interface (or do we?)
6. Current online presentation services that, although have weaknesses
(Catalogue), are probably ahead of all TNA peers. We want to maintain this
'advantage'.
7. TNA holds closed records. It needs to make open metadata of these
available on public access and but provide access to the closed metadata and
digital records to those authorised on a restricted online service.
8. TNA is an Archive of Government records, whose items may be 'embedded'
in a rich or complex context (a file in a folder several levels down in an EDRM
file plan). TNA needs to store this context in the metadata and represent it
online to its user (or does it?).
9. Do we need to seriously/radically review our data and the way we package it
so that it is more effectively retrieved. Perhaps some form of encapsulating
the record in its own complete and self contained metadata (object orientated
records)?
10. TNA needs to adhere to metadata standards (or does it?) such as Dublin
Core, the ISAD(G) hierarchical model and EAD (Encoded Archival
Description).
11. User resource discovery, relevance of results returned and interpretation is
only as good as a) the richness metadata provided and b) the ability of 'the
machine' to interpret that metadata aided and abetted by intelligent tagging
where possible. Is TNA metadata up to this level? If it isn't (or even if it is) is TNA committed to maintaining it to this level? The service we build has to
reflect this - supporting reduced metadata does not require a very
sophisticated service, rich metadata will.
12. Most, if not all leading, off the shelf products for digital repositories are
relatively 'simple' (built to service libraries) and are challenged significantly (if
not outright stumped) by TNA requirements.
13. We need to build something that will stand the test of a constantly evolving
online environment for at least the next 5 years. Can we anticipate how users
want to access are data online by then?
14. Do we need to seriously establish our outcomes (how exactly we are going to
delivery content online) now so that we can address all the above in clear light of these?
2-Feb-09
Bits on yellow to go to Oliver

## 1. What Are The Deliverables

Our Future Catalogue aims to:

## A Central Source To:

- 
Use intuitive searching to allow relevant access to appropriate metadata and
content
- 
Present all metadata in an easily accessible format through one route, with a
link to relevant content
- 
Deliver access to content through one presentational route, one shopping
basket, payable through a flexible charging model
- 
Make the presentation accessible and 'sticky', through other supporting
services
- 
Make re-purposing metadata and content easy to allow creation of other
contextualised material/presentational formats for the time period required

## 2. Big Questions

To replace TNA's online catalogue to answer 5 key questions:

2.1. 
How do we deal with technical obsolescence with the catalogue?
2.2. 
How do we integrate user images/ catalogue images at the below item
level?
2.3. 
Incorporate user comments/ expert views from YourArchives/ Expertise
online - seamlessly
2.4. 
Display government electronic records via ERO.
2.5. 
Can we add pricing information at catalogue level?
2.6. 
Is it only our metadata/catalogue data or is it other archives/commercial
partners as well - any linkages - what about NRA and A2A?
2.7. 
Needs to act as an image store for digital surrogates which we wish to
resell
2.8. 
Provide content which can be repurposed for exhibitions/tutorials for their
life span
2.9. 
How to harness semantic web technology?
2.10. Way forward with enhanced search technology and data extraction?
In phase one: migrate catalogue data into format without change structure

## Start-Up Scoping

In phase two - Move all catalogue metadata (paper and electronic) into a 'son' of GMMS
In phase three: present Census metadata and images for access/commercial delivery - [in addition to Commercial partner delivery]? check

## 3. Milestones - What Are The Key Outputs ?

- 
Analysis of business requirements by 30 June 2009
- 
Delivery of platform by 31 Jan 2010
- 
Transition of catalogue data by 31 March 2010
- 
Transition of DoL in 2010-11
- 
Transition of Your Archives on 2010-11

## 4. In Scope

4.1. 
Metadata management
4.2. 
Both catalogue metadata for paper and electronic records
4.3. 
Both digitised images and born digital records

## 5. **Out** Of Scope

5.1. 
Will not include any content work - i.e. addition of new content, or
technical methods for gathering said content
5.2. 
Development of a decision model for deciding whether content should be
published by TNA or an external commercial partner
5.3. 
Review of TNA's online charging model(s)

## Question Areas

Using UID - need to know how this would be done?

How do we interface the GMMS and the catalogue - currently displays a description and a link?

How do we interface with YourArchives, DoL and the Catalogue - currently a not very intuitive link in some place - not always two-way?

## Things Which It Should Be, Or Should Include

A flexible structure which has the facility to be able to display images, pricing Can move catalogue data in current format into new platform as a first step

## Key Players

- 
Chris Mumby - all his areas
- 
Amy Warner - search
- 
Head of Resource Discovery
- 
Louise Craven - cataloguing, NNAF
- 
. - user experience
- 
Caroline Kimbell - relationship with commercial partner content and metadata
- 
Single Customer View
- 
John Sheridan - semantic web
- 
ARK stakeholder, Expertise Online and Your Archives
- 
Stakeholder liaison group - lead
- 
Chris Owens - Business Ambassador - draft title

## 6. Stakeholders And Interfaces

Published
Business
Plan targets
Inter-face
Ref.
Player
Stakeholder
for 2009/10
Phase 2:
6.1.
PROCAT
editorial
Cataloguing, information management-
Louise Craven
17.2-changes
NRA
*/
National
Name
Authority Files
to catalogue
content
designed to
improve future usage of the
archive
Role of Head of Resource Discovery
6.2.
To be clarified
Cataloguing, application architecture - ~
6.3,
Published
Business
Plan targets
Ref.
Player
Inter-face
Stakeholder
for 2009/10
14.6 Customer
6.4.
Customer experience -
experience
implementation
6.5.
User - Public, different but all sectors:
a. OGDs
b. Academics and researchers
c. Family history
Phase 2:
6.6.
IMP - Adam Blackie ,
6.1 What to
Keep project
- /
6.2
Implementation
of 30 year
review
6.7.
Your Archives
Phase 2
ARK:
6.8.
a. Onsite
b. Experts
c. Remote services
Phase 2:
remote
customer service
Caroline Kimbell
6.9.
Phase 2/3:
Commercial
licensing and
impact of TNA
presenting
Census
metadata and
images on its site
Chris Mumby:
6.10.
Decision
s
a. Commercial Services

## Start-Up Scoping

Published
Business
Plan targets
Ref.
Player
Inter-face
Stakeholder
for 2009/10
model on
digitisation
projects and
b. Commercial Delivery
c. Pricing
d. Customer Service:
i. DOL
ii. ERO
16. Drive
positive gross
margin in
commercial
services
e. Content - Digitisation
whether they
should be
externally or
internally
hosted Development
of a more
flexible online charging
model
Intellectual
control and
commercial
delivery
resale of bulk
Digital
Surrogates?
CM to confirm
Phase 2
DoL and ERO
integration
DBA team -
6.11.
See 27.2
6.12.
Digital Preservation - Tim Gollins
Seamless Flow
Phase 2:
Other databases / presentation services:
6.13.
- /
27.1 &27.2
Transfer of 10 e
records into
Seamless Flow
and ERO
Phase 2:
integration of
a. DOL b. ERO
c. NDAD
d. NRA
e. ARCHON
f. A2A
g. The others
DoL and ERO
21.2 Feasibility
study to being
NDAD datasets
n house

## Start-Up Scoping

Published
Business
Plan targets
Ref.
Player
Stakeholder
Inter-face
for 2009/10
1.5 Develop
6.14.
Global Search- Amy Warner
enhanced search
technology
Development
of semantic
web
technology
6.15.
IT systems infrastructure
Testing
Digital
21. To facilitate
the provision of enhanced services in the
future
surrogate
store
1.6 Develop a
6.16.
Single Customer View
single database
of user details
1.2 unified
6.17.
eCommerce
shopping
basket
Presentation
of goods
Search
6.18.
Semantic Web tools - John Sheridan
engine
Web 2
technology
Long term strategy for public service delivery
6.19.
- Oliver
2. Long term
strategy for
public service
delivery
1.1 Deliver year
Family of website
6.20.
2 of FoW
Phase 2/3 -
Expertise online:
6.21.
a. Tutorial b. Metadata
tutorial package
content to come out of OFC
Phase 2:
1.4 Better
content and

## Start-Up Scoping

Published
Business
Plan targets
Ref.
Player
Stakeholder
Inter-face
for 2009/10
metadata in
records
guidance
Phase 2 :
6.22.
Web continuity
28. web
continuity
content and
linkages
6.23.
Data Handling
25. Data
handling management
within new
technology
Phase 2:
6.24.
Web 2.0
Integration of
Web 2 content
1.3 publishing
6.25.
CMS
content through
the CMS
Phase 2
6.26.
Increasing accessibility of our records
3.2. Optimising
metadata for
online resource discovery
Phase 2
6.27.
Provide a tool to view locations/sources of
data
4.2 Data mash
up with online maps
Internal comms management
6.28.
6.29.
External stakeholder management group
across users and government - IMP/ARK

## 1. What Are The Deliverables

Our Future Catalogue aims to:

- 
A central source to:
- 
Present all metadata in an easily accessible format through one route, with a
link to relevant content
- 
Provide the facility for quick bulk upload and integration of new and existing
metadata/content
- 
Use intuitive searching to allow relevant access to appropriate metadata and
content
- 
Deliver access to content through one presentational route, one shopping
basket, payable through a flexible charging model
- 
Make the presentation accessible and 'sticky7, through other supporting
services
- 
Make re-purposing metadata and content easy to allow creation of other
contextualised material/presentational formats for the time period required

## 2. Some Of The Big Questions

2.1. 
How do we deal with technical obsolescence with the catalogue?
2.2. 
How do we integrate user images/ catalogue images at the below item
level?
2.3. 
Incorporate user comments/ expert views from YourArchives/ Expertise
online - seamlessly -Point clarified - Your Archives will be first to be
integrated
2.4. 
Display government electronic records
2.5. 
Can we add pricing information at catalogue level? *-Point clarified* -
Facilitate this requirement, but add in 10/11
2.6. 
Is it only our metadata/catalogue data or is it other archives/commercial
partners as well - any linkages - what about NRA and A2A? Clarified point
- other database items, content should be added at sub item level
2.7. 
Point clarified: Needs to act as an access point for digital surrogates, such
as Census records and Digital Express, which we wish to resell.
2.8. 
Provide content which can be repurposed for customised short life span
publications such as exhibitions/tutorials or syndication
2.9. 
How to harness semantic web technology?
2.10. Can we move the Catalogue data in current format into new platform as a
first step?

## 3. Proposed Project Methodology

3.1. 
How we are proposing to manage it
Pragmatic PRINCE2 is and will continue to be the overarching framework. However PRINCE2 is ideally suited for the management of projects with clearly defined and attainable goals such as in the construction industry and less so for creative projects (such as this), whose objectives are subject to evolution as the project scopes up its requirements and reconciles them with effective business delivery, what is technologically possible and budgetary constraints.

It is proposed that we augment the PRINCE2 approach with Agile management, again pragmatically based on the ATERN Agile framework, incorporating business project roles that more appropriately reflect the TNA organisation and procedures that will enable us to be more agile in reacting to requirement changes without compromising time, quality and cost.

The project will of course include a business impact analysis, business change management and communications management

3.2. 
How do we propose to break it up
The current perceived scope of the project is such that it will be delivered in discrete phases, each of which will be segmented into stages. These are currently tentatively identified as:

3.2.1. 
Phase 1 - Migrate catalogue data into format without change
structure
3.2.2. 
Phase 2 - Move all catalogue metadata (paper and electronic,
Your Archives) into a 'son' of GMMS. Provide access to content
from ERO and DoL, and the ability to purchase such content
through a single shopping g basket
3.2.3. 
Phase 3 - Present Census metadata and images for
access/commercial delivery, possibly with addition of Commercial partner delivery
3.3. 
How we are proposing to do it
For Phase 1

## Start-Up Scoping

3.3.1. 
Stage 1 - Start up and establishing what we want
The Our Future Catalogue must service the diverse requirements of TNA departments/staff, professional archivists and our general public users. Key to the project's successful delivery is to understand clearly what these requirements are.

This stage will clearly capture and analyse these.

It is proposed to do this through a workshop, one to one meetings with the key stakeholders or a combination of both.

Starting with a clean slate and little reference to how we do things now the questions we need to ask are:

- 
What information do you need/want delivered to you to
enable you to fulfil your research/business needs?
- 
How do you want that information delivered - delivery
format?
- 
How do you want it to be presented - report format?
Having captured the requirements it is intended to work these out into mock presentation wire frames / designs using user centric designs, which through iteration will be signed off by the project board.

An information architect will design the logical information repository and management solution for the agreed deliverables.

A technical architect will then design the software technological solution, which will be passed over for development. Both the information and technology architects will have to be contracted through procurement. It is very likely that the development work will be subcontracted to a third party through procurement.

3.3.2. 
Stage 2 - Procurement for Phase 1
3.3.3. 
Stage 3 - Development of Phase 1
3.3.4. 
Stage 4 - Implementation of Phase 1
Subsequent Phases to be defined.

## 4. Milestones - What Are The Key Outputs?

4.1. 
Analysis of business requirements (Phase 1 - Stage 1) by 30 June 2009
4.2. 
Delivery of platform (Phase 1) by 31 Jan 2010
4.3. 
Transition of catalogue data (Phase 1) by 31 March 2010
4.4. 
Transition of DoL (Phase 2) in 2010-11
4.5. 
Transition of Your Archives (Phase 2) on 2010-11

## 5. In Scope

5.1. 
Metadata management
5.2. 
Both catalogue metadata for paper and electronic records
5.3. 
Both digitised images and born digital records
5.4. 
Provide an access point for digital surrogates, such as Census records and
Digital Express, which we wish to resell.
5.5. 
Provide some sort of mechanism to display images sets at agreed different
quality levels
5.6.

## 6. Out Of Scope

6.1. 
Will not include any content work - i.e. addition of new content, or technical
methods for gathering said content
6.2. 
Development of a decision model for deciding whether content should be
published by TNA or an external commercial partner
6.3. 
Review of TNA's online charging model(s)
6.4. 
Administration process to add metadata to the 'new' catalogue, or do we
want to simplify as much as possible the editorial process?

## Key Players

- 
David Thomas
- 
Chris Mumby - all his areas
- 
Amy Warner - search
- 
Head of Resource Discovery
- 
Louise Craven - cataloguing, NNAF
- 
- user experience
- 
Caroline Kimbell - relationship with commercial partner content and metadata
- 
Single Customer View
- 
John Sheridan - semantic web
- 
- ARK stakeholder, Expertise Online and Your Archives
- 
Stakeholder liaison group - lead
- 
Chris Owens - Business Ambassador - draft title

## Our Future Catalogue - A Review Of Project Approach

Last update: 11-Aug-09/pdm

## 1. Background

The Our Future Catalogue (OFC) project started on 1
st April 2009 with the goal to deliver a new online service that will address the following key areas:

1.1 .To service the increasing complexity and volume of metadata and records
being delivered online
1.2. Provide a unified and unambiguous online presentation service
1.3. Leverage the input from the user community by providing online metadata
contribution services down to item level
The first stage of the project is a discovery exercise. The initially agreed approach was:

1.4. To design a single logical data model (LDM) for a single new repository,
which would eventually contain most of the existing National Archives (TNA)
online repositories
1.5. Through a formal procurement and based on the LDM design, to award a
contract for the supply of the new digital repository, which would be fairly
readily available out of the box.
The work on the LDM design is well under way.

While this work is underway we have also undertaken a pre procurement industry review of what potential suppliers are offering and peer organisations are using or implementing.

Although this review is not complete, it is has become evidentially clear that TNA is significantly ahead of, and in many respects unique from, its peers in current and aspirational online delivery services of record metadata (cataloguing information) and presentational records. This is down to:

1.6. The sheer volume of metadata and digital files TNA currently has online -
alone 11 million in the Catalogue and 7 million in DocumentsOnLine (DoL).
The total in all TNA online repositories is currently approaching 35 million.
And with the increasing accession of digitally born records this could rapidly
rise to 100s of millions.
1.7. The significant variety and complexity of metadata that TNA supports - basic
record catalogue data (Catalogue), catalogue data with online deliverable
digital files (DoL), catalogues about catalogues (NRA), closed records,
subject to Freedom of Information enquiries and user contribution channels
(Your Archives). Unlike virtually all its peers, TNA supports a rich an true archival hierarchical metadata schema.

1.8. The need to service significantly high volume of website requests - currently
averaging 22,000 hits per hour.
There are indeed many off the shelf products for digital repositories but the majority are relatively simple (built to service libraries and not archives), most cannot support the complexity of TNA's data and all are being challenged by the TNA's volumes.

It is therefore becoming increasingly evident that TNA will be unable to procure an off the shelf solution and, if the single repository approach is pursued, will need to consider a potentially highly customised off the shelf product or the prospect of developing a new service itself. Both these options are potentially costly and time consuming propositions.

## 2. A Reassessment Of Our Position

We need to take stock of our position in the context of what we have achieved to date online and what we are aspiring to do:

2.1 .We need to acknowledge that we ARE UNIQUE in the Industry' (Archives)
we inhabit. The current industry review is proving that and the challenges we
face (summarised above and documented elsewhere) bear this out. A
repository provider recently summed TNA up unsolicited as1... the NASA of
the archive industry. We also wish to maintain the innovation and excellence
in online delivery for which we are acknowledged by our users peers.
2.2. There are a significant number of services/areas of the organisation that have
an effect and/or are affected by the by the deliverables of the OFC project.
2.3. The OFC project is THE FOUNDATION for all TNA medium/long future
online services and TNA 2020. So it is important that it is undertake with
particular due diligence and ALL its practical eventualities should be verified
against the final design BEFORE we embark upon building confidently the
effective services.
2.4. We are subject to a prolonged severe economic climate. So we need to
develop a build plan which can be parcelled into a phased delivery of
effective services, subject to prevailing budget availability.

## 3. Proposed Revised Project Approach

It is proposed that we 'adjust' the approach to the project to take into account the change in circumstances by:

3.1. We continue to develop the LDM and complete the pre procurement review
of suppliers and peers. If one or more suppliers are still identified that could provide an off the shelf digital repository then this may still be an option for
TNA to pursue.
3.2. Additionally, we undertake a thorough review of what we wish to deliver in the
Project. In so doing there are a number of clear areas (streams of work) that
need to be addressed in detail and each must deliver a very clear steer to the
OFC project:
3.2.1. Online delivery of results. Through signed off wireframes this will
agree on what we are going to deliver in detail online. It will cover
methods of resource discovery - search and browse - and user
contribution.
3.2.2. Improvement of data. Given 3.2.1, we need understand how going to
service the online deliverables with the data we have. Our present
data may not be able to service the screens in 3.2.1, in which case we change the screens or the data by improving the cataloguing or
introducing tagging.
3.2.3. Volumes and website response. How we are going to handle the
significant volumes. For example an email repository on its own could
be millions of files - do we really want to treat these as individual
deliverable units?
3.2.4. Back office services. Scope out the back office requirements.
3.2.5. What data are we going to support. Agree on the strategic
requirements for integrating the repositories. For example, should we integrate with our Digital Archive Repository (the digital preservation
database) and/or should we provide for resource discovery across
repositories that are not ours and offer a single presentation service to
include any of those.
3.3. The deliverable from 3.2 will be a requirements catalogue and phased build
plan. The build plan will be sliced up into appropriate rapid win packages
each within budget limits.

## Our Future Catalogue - A Review Of Project Approach

Last update: 13-Aug-09/pdm

## A Reassessment Of Our Position

During the pre procurement industry review of what potential suppliers are offering and peer organisations are using or implementing it has become evidentially clear that The National Archives (TNA) is significantly ahead of, and in many respects unique from, its peers in current and aspirational online delivery of record metadata
(cataloguing information) and presentational records.

We do need to take stock of our position in building the Our Future Catalogue (OFC)
in the context of what we have achieved to date and what we aspire to deliver:

s We should acknowledge that we are unique in the 'industry7 (Archives) we
inhabit. The current industry review is proving that and the challenges we
face (documented elsewhere1) bear this out. A repository provider recently
summed TNA up unsolicited as '... *the NASA of the archive industry'.* We
also wish to maintain the innovation and excellence in online delivery for
which we are acknowledged by our users and peers.
s There are a significant number of services/areas of the organisation that have
an effect and/or are affected by the by the deliverables of the OFC project.
s The OFC project is the foundation for all TNA medium/long future online
services and TNA 2020. So it is important that it is undertake with particular
due diligence and ALL its practical eventualities should be verified against the
final design before we embark upon building confidently the effective services.
V We are subject to a prolonged severe economic climate. So we need to
develop a build plan which can be parcelled into a manageable phased, time
boxed delivery of effective services, subject to prevailing budget availability.

## Revised Project Approach

It is proposed that we adjust the approach to the project to take into account the change in circumstances by:

1. Continuing to develop the Logical Data Model (LDM)
Lead:
Completion date: Early October 2009
2. Complete the pre procurement review of suppliers and peers.
Lead:
Completion date: End September 2009
3. Establish in detail what the OFC project should deliver at its eventual
completion. A requirements catalogue" is being compiled but a number of key
dependencies that will fundamentally drive the shape of the final OFC
deliverables, will require a steer and sign off from TNA executive (provided by
OM and DLT). The ones identified at present are as follows:
3.1. Online resource discovery, delivery of results and user contribution.
To agree how we are going to discover data and resources, how we are going to present the results and how users are going to contribute. The
Executive will sign off against an agreed set of functional wireframes
supported where necessary with additional material.

Lead:
Completion date: End September 2009, though subject to recursive 3.2

## 3 2 Data Improvement

Given 3.1, we need understand how we are going to service the online deliverables with the data we have. Is our data sufficiently catalogued or tagged? Our present data may not be able to service the screens in 3.1, in which case we change the screens or improve the data by sufficient cataloguing or introduction of tagging.

Lead: Louise Craven Completion date: End September 2009

## 3 3 What Is Included

Agree on the strategic requirements for integrating resource discovery, browse and presentation. We have a clear idea which of our existing repositories we are going to include but should we provide for repositories that are not ours, such as Ancestery.com, 1911 Census?

Lead: Oliver Morley Completion date: Mid September 2009

## 3.4. Restricted Information

How are we going to manage the restricted (closed) environment. Do we need two separate services one with open and closed records on the GSI, the other with only open records on the Internet, as with current ERO. Or are we comfortable with one Internet facing service which manages access to closed data through access control services. Is there a third option?

Lead: David Thomas Completion date: Mid September 2009

## 3.5. Data Formats And Volumes

The advent of digitally born records is causing a significant paradigm shift.

As we start to accession such records the demand for online delivery of presentational copies of records moves from simple PDFs and tens of millions to potentially complex file formats (emails, audio video, GISs)
and, hundreds of millions. How do we deliver these and in a manner which is affordable in medium term?

Lead: TBA
Completion: End September 2009

3.6. Choice of Search Engine
3.1, 3.2, 3.3, 3.4 and 3.5 will govern the choice of search engine and the OFC phased build should include the choice of search engine Lead: Amy Warner Completion date: Mid October 2009

3.7. Back office services
To gain a sufficiently clear understanding of the issues with the back office to understand how it affects the deliverables of the OFC project and to ensure that its requirements are not significantly compromised by what the OFC delivers.

Lead: Louise Craven Completion: Mid September 2009

3 8 OFC requirements catalogue
Complete the full OFC requirements catalogue Lead:
Completion: Mid September 2009

4. From 3 develop and sign off a phased build plan, sliced up into appropriate
rapid win time boxed packages each within prevailing budget. Lead:
Completion: End November 2009
5. Start the first stage of the build plan, whatever that may be.
Lead:
Start: December 2009
OFC Challenges is stored in Objective here...

The Challenges.obr
1
1 Draft requirements catalogue is stored in Objective here...

Requirements Catalogue.obr

## Our Future Catalogue - A Review Of Project Approach

Last update: 19-Aug-09/om

## Our Current Position

We have now had the opportunity to review potential suppliers within the very narrow niche of libraries and archives. The National Archives (TNA) is significantly ahead of its peers in current and aspirational online delivery of record metadata
(cataloguing information) and presentational records.

We do need to take stock of our position in building the Our Future Catalogue (OFC)
in the context of what we have achieved to date and what we aspire to deliver:

s A repository provider recently summed TNA up unsolicited as '... the NASA of
the archive industry'. We also wish to maintain the innovation and excellence
in online delivery for which we are acknowledged by our users and peers.
s There are a significant number of services/areas of the organisation that have
an effect and/or are affected by the by the deliverables of the OFC project.
s The OFC project is the foundation for all TNA medium/long future online
services and TNA 2020. However, we should not allow this to paralyse our
approach because of concerns about existing business processes and
systems.
s We are subject to a prolonged severe economic climate. So we need to
develop a build plan which can be parcelled into a manageable phased, time
boxed delivery of effective services, subject to prevailing budget availability,
delivered by off the shelf software with limited bespoke changes.

## Revised Project Approach

It is proposed that we adjust the approach to the project to take into account the change in circumstances by:

1. Continuing to develop the Logical Data Model (LDM) with a goal to achieving
a clear simple data model that provides only the elements essential for users/
readers/ researchers - i.e. the presentation system Lead:
Completion date: Early October 2009
2. Complete the pre procurement review of suppliers and peers.
Lead:
Completion date: End August 2009
3. Build a standalone prototype unified presentation system with the full
catalogue in the LDM format by 31
st March 2009
3.1. Documented "batchable" process for transferring catalogue information
into the LDM
3.2. Full one-off cut of catalogue in LDM
3.3. Full one-off cut of YourArchives incorporated into LDM
3.4. Testable presentation system
3.5. Subset of docs online material as storage items (metadata in LDM)
3.6. Subset of ERO material as storage items (metadata in LDM)
3.7. Access2Archives/Archon material incorporated into LDM
Online resource discovery, delivery of results and user contribution.

To agree how we are going to discover data and resources, how we are going to present the results and how users are going to contribute. The Executive will sign off against an agreed set of functional wireframes supported where necessary with additional material.

Lead:
Completion date: End September 2009, though subject to recursive 0&2

## What We Don'T Need

- 
A decision on whether "our data sufficiently catalogued or tagged". Our
presentation system must flexibly deliver whatever the level of metadata
attached to the record
- 
A decision on how to deal with LIA material. This is not in scope as 2020 has
no expectations that we will bring LIA material in-house.
- 
A decision on whether we provide standardisation for born-digital material.
For the sake of this project, born-digital material is provided in original format
- as an object - with metadata levels agreed at the cataloguing stage
- 
A choice of search engine. For the prototype, a flat search will be adequate
- 
Views on back office integration. Procat is black-boxed for the sake of this
prototype.
- 
Requirements not related to the prototype

## What We Do Need

A preliminary systems view on restricted information in the Catalogue How are we going to manage the restricted (closed) environment. Do we need two separate services one with open and closed records on the GSI, the other with only open records on the Internet, as with current ERO. Or are we comfortable with one Internet facing service which manages access to closed data through access control services.

Lead: David Thomas Completion date: Mid September 2009