the metadata extracted from the digitised records as part of processing the formats and specifications of the digitised records the extent to which the digitised records can be changed whether the digitised records in the new system should be considered ‘new’ records. If the records have been substantially changed in the way they are presented and are considered to be ‘new’ records, any previous decisions about whether or not they can be destroyed should be reviewed. If the digitised records are regarded as the functional replacements for the source records, the business system should be able to maintain the representation for each record as it was when digitised and any subsequent modifications within the business system. Storing digitised records Digitised records can consume considerable storage space. File compression may be an option—contact the National Archives for more advice. Various versions of digitised records will be produced during the process (such as a raw version, an enhanced version, a quality checking version and a final format version). While all but the final can be discarded soon after the quality assurance process is completed, this still consumes storage space. This space must be available during the production process if it is done in-house. If the source records are relocated for digitising you should take care to protect them in transit, in temporary storage and during processing. Temporary storage should conform to the produced by the National Archives. The security requirements of the Protective Security Policy Framework should be followed at all See the section below on handling security classified material for more information. You will also need to consider security requirements for the digitised records, the equipment and the storage media used. Options for the ongoing storage of digitised records include: a dedicated server magnetic tape WORM once, read many) storage media such as CD or DVD. If your agency does not have a digital preservation plan, the best approach to ensure that digital records survive is to maintain them in network storage wherever possible. Further information can be found in the section on digital preservation implications. Digital preservation implications Once the records are digitised, you will need to ensure that the software, formats and are all maintained to facilitate access to the digitised records.
context of the ongoing business. Consequently, disposal decisions on the source records may be affected. This approach is also likely to involve greater document identification and preparation as files may have to be dismantled. If the source records need to be kept, the documents will have to be replaced correctly in their original context, again requiring physical resources and a quality assurance process. Example An agency has a series of case files relating to customer service. It has decided to digitise only the initial service contract and not the records of contact or queries that have also accumulated on the paper files. Managing masters and derivatives Digital masters of source records are a sequence of digitised images that most closely represent the original source records. Master files should be held separately and should be unalterable. They should be stored as uncompressed files. Master are used to enable further productions of derivative files which may be in a lower-quality resolution or made to enhance their capacity for distribution over networks. Handling security classified material Obligations for dealing with security classified material are set out in the (PSPF), issued by the Attorney-General’s Department. TECHNICAL SPECIFICATIONS The technical specifications that apply to the digitisation process will depend on whether the digitised records are to replace the source records as the record of business, and whether the digitised records need to be retained long-term. Project managers should contact the National Archives to identify appropriate technical standards for digitisation. This is essential if the records digitised require long-term retention. Issues to consider are: file formats resolution type of image colour resolution or bit depth colour management compression.