Governance and Recordkeeping, May 2019

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ISSN 1916-5714

Download a printable version of May 2019, vol. 6, no. 2 (PDF 1.07 MB)

In this issue

Section 1—General News


Federal Government—Office of the Privacy Commissioner of Canada

New data breach reporting requirements in effect

New regulations for organizations subject to the Personal Information Protection and Electronic Documents Act ("PIPEDA") took effect on November 1, 2018. Official guidance explains a few of the law's key provisions that will affect organizations, including breach reporting, notification obligations, and record-retention requirements.

Federal Government—Treasury Board of Canada Secretariat

2018–2020 National Action Plan on Open Government released

This plan launches 10 new commitments while continuing to promote openness, transparency, and accountability in the Government of Canada.
See also: "Report to the Clerk of the Privy Council: A Data Strategy Roadmap for the Federal Public Service"; "Digital Operations Strategic Plan: 2018–2022"; Changes to Directive on Management of Information Technology


Government releases its first digital transformation strategy

The goal of the strategy is to have all government services online by 2025.
See also: Digital Services Platform Strategy released; National Archives of Australia publishes Information and Technology Strategic Direction 2019–2022

Second Open Government National Action Plan published

This plan consists of a focused set of commitments, which will together further open up government and help realize all the values of the Open Government Partnership to enhance access to information, civic participation, public accountability, and technology and innovation for openness and accountability.
See also: Second Action Plan on Open Government published (Scotland)


Draft law on data protection adopted (French only)

The law, which came into effect in 2018, provides protection for individuals with regard to the processing of personal data.


National Archives of Finland establishes three service areas

Three service areas have been established to support the task of ensuring that the documents belonging to the national cultural heritage are preserved, remain accessible, and are promoted for use in research.


Government launches Public Service Data Strategy 2019–2023

The strategy sets out a series of goals to deliver improvements in the area of data, and in turn help to create a more efficient and effective Public Service.
See also: "Government strategy promises modern public service data system"


Measures to improve access to information

The government has announced that the Access to Information Unit will be undertaking some critical initiatives aimed at improving service delivery, compliance and reporting mechanisms for government ministries, departments and agencies.


Government bodies to deposit publications in the National Library

The federal government has directed all ministries, departments and agencies to submit copies of their publications to the National Library of Nigeria.


Government develops cloud computing plans

The Singapore government has developed plans to move some of its systems to the cloud and build a suite of standardized software components to help speed up application development.


"Digital Switzerland" strategy adopted

The strategy provides the guidelines for government action and indicates where and how authorities, academia, private sector, civil society and politics must work together to shape the transformation process for the benefit of everyone in Switzerland. The strategy establishes a working group on artificial intelligence.


Memorandum of understanding (MOU) signed on the development of big data

Seventy private and public organizations signed an MOU on the development of big data which is expected to help Thailand better manage unstructured data.

United Arab Emirates

Dubai Blockchain Platform launched

The Platform is the first distributed ledger technology platform-as-a-service that the government of the United Arab Emirates has endorsed.
See also: "Dubai launches platform to push blockchain adoption"; Global Blockchain Council established

United Kingdom

Government to open up data to facilitate the adoption of AI

The government has announced it will open up its data to move toward the adoption of artificial intelligence (AI) across all sectors as part of its Grand Challenges to place the United Kingdom at the forefront of the AI and data revolution.
See also: Nationwide program of industry-funded AI Masters courses; United Kingdom and France sign agreement on AI and data

United States

Federal Government

National Archives and Records Administration (NARA) releases 2018–2022 Strategic Plan

The plan details goals for the next several years, the objectives to achieve these goals, and the measures by which progress will be evaluated. This includes a timeline for the modernization and digitization of federal records.
See also: "5 Recommendations for Meeting NARA's Vision of a Digital Future"

Open, Public, Electronic, and Necessary (OPEN) Government Data Act signed into law

The Act requires federal agencies to publish their information online using machine-readable data formats, and it provides a government-wide mandate for federal agencies to publish all their information as open data using standardized, non-proprietary formats.
See also: All public data must be accessible by iDevices; Museum and Library Services Act signed into law

Section 2—Events

Annual Meetings and Conferences, National

May 2019

2019 Ontario Connections Conference: Access, Privacy, Security, & Information Management

28–29 May 2019 (Optional Workshop Day, May 27)
Burlington, Ontario, Canada

June 2019

The Canadian Association of Professional Academic Librarians Conference (CAPAL 19) 

1–7 June 2019
Vancouver, British Columbia, Canada

ARMA Canada 2019 Conference 

3–5 June 2019
Montreal, Quebec, Canada

48e Congrès de l'Association des archivistes du Québec (French only) 

5–7 June 2019
Gatineau, Quebec, Canada 

2019 Association of Canadian Archivists Conference 

5–8 June 2019
Toronto, Ontario, Canada

November 2019

FWD50 2019: Use Technology To Make Society Better For All

5–7 November 2019
Ottawa, Ontario, Canada

Annual Meetings and Conferences, International

May 2019

Open Government Partnership Global Summit 2019

29–31 May 2019 
Ottawa, Ontario, Canada

September 2019

iPres 2019: 16th International Conference on Digital Preservation

16–20 September 2019
Amsterdam, The Netherlands

Dublin Core Metadata Initiative (DCMI) Annual International Conference 2019

23–26 September 2019
Seoul, South Korea

October 2019

National Digital Stewardship Alliance (NDSA) Digital Preservation 2019 Annual Conference

16–17 October 2019 
Tampa, Florida, United States

LIANZA Conference 2019

21–23 October 2019
Auckland, New Zealand

ARMA 2019: 64th Annual Conference and Expo

21–23 October 2019
Nashville, Tennessee, United States

International Council on Archives Conference 2019 and Australian Society of Archivists 2019 Conference

21–25 October 2019
Adelaide, Australia

19th European Conference on Digital Government – ECDG 2019

24–25 October 2019
Nicosia, Cyprus

Section 3—Current Trends and Products

Recordkeeping: Current Developments, Projects and Future Initiatives


Federal Government—Library and Archives Canada—Digital Preservation Series

This is a four-part series on Digital Preservation at Library and Archives Canada.
"Designing a Program for Digital Preservation: Building the Momentum for Change"; "Learning from our past: Recent digital preservation initiatives at LAC"; "Current State of Digital Preservation at Library and Archives Canada"; "Putting the pieces together: Transforming Digital Preservation Operations"
See also: Interview with Sylvain Bélanger, Director General, Digital Operations and Preservation Starts at 29:30 (French only)

Athabasca University—Modernizing Information Technology (IT) infrastructure project

In April 2018, Athabasca University began a five-year Digital Transformation Strategy to modernize its IT infrastructure. The strategy includes moving key applications into the Amazon Web Services Cloud, adding machine learning and artificial intelligence to all interactions, and building an architecture that can support a million learners around the world.


Government of Victoria—"Single Digital Presence" project  

Rethinking how government builds websites, this project will amalgamate the Department of Premier and Cabinet's more than 50 websites onto a single platform.
See also: "Design and develop a digital presence – Digital Standards"; "Single Digital Presence" project (British Library)


State Archives—Projet Promise (French only)

The goal of this project is to create a federal strategy for preserving the Belgian Web. The project stages include identifying international best practices in terms of archiving the Web and setting up a pilot project for archiving.


Time Machine project

The project brings together research teams from across Europe to build a Large Scale Historical Simulator mapping 5,000 years of European history.
See also: Video


National Archives—Memorja project

Memorja is an oral, sound and visual archive employing cutting-edge research, methodologies, theoretical and archival approaches and techniques to collect, record, transcribe, preserve and make available and retrievable all the deposited material detailing Malta's history.


National Library—OMNIS e-Service project

The project will create a nationwide library network enabling users to access a wide variety of resources via a single gateway.

United Kingdom

British Library—Living with Machines project

This project will bring together data scientists, curators, historians, geographers and computational linguists to devise new methods in data science and artificial intelligence. The methods can then be applied to historical resources, producing tools and software to analyze digitized collections at scale for the first time.

National Archives—Digitizing web-published government content project

Calling the project "one of the best things I've been involved with," John Sheridan, Digital Director of the National Archives of the United Kingdom, discusses this project as well as the migration of the collection, which is approximately 135 terabytes, to cloud-based storage. Mr. Sheridan also talks about the possibilities in different emerging technologies.

United States

State Archives of Florida—Archival e-Records Identification, Description and Preservation

The State Archives of Florida's electronic records workgroup takes on the challenge of archival e-records identification, description and preservation.

University of North Carolina—The Review, Appraisal, and Triage of Mail (RATOM) project

RATOM focuses on developing new software and workflows that will help institutions identify email in born-digital collections, review email sources for sensitive or restricted materials, and perform appraisal and triage to identify and annotate records. The project will specifically explore the use of machine learning to separate irrelevant emails from those that should be preserved, and it will apply natural language processing methods to identify topics of interest within those records, so the messages can be tagged for improved organization and retrieval.

Products and Tools from Around the World


Federal Government—Library and Archives Canada—Aurora and Voilà

Aurora is the new interface to access Library and Archives Canada's (LAC) published holdings. Along with Voilà, the new National Union Catalogue that contains the holdings of hundreds of Canadian libraries, LAC now offers two easy ways to access Canada's rich published heritage from anywhere in the world.

Bibliothèque et Archives nationales du Québec (BAnQ)—"Recueil des délais de conservation des documents et des archives des municipalités régionales de comté" (French only)

This document was published in 2018.


Government of Queensland—Recordkeeping training

The government of Queensland has developed "Recordkeeping and you eLearning" and "Records management challenge eLearning" training modules.

National Archives—"Preservation Digitisation Standards"

The Preservation Digitisation Standards set out the technical requirements for digitizing physical records in line with international best practice.

State Records Office of Western Australia—"Born Digital: Managing Government Information and Data"

This document sets a new strategic direction for the effective management of government digital information, providing direction for all government agencies to work toward establishing digital information management environments.


Vitam (French only)

Version 2 of this digital archiving software solution is now available.


Metadata Enrichment technology

Using advanced Metadata Enrichment technology, the Open Data search engine addresses the challenges of finding and utilizing public Open Data online.

New Zealand

National Archives—"Cloud Services: Information and Records Management Considerations"

This document outlines considerations for organizations' decisions on using cloud-based services.
See also: Delphix Dynamic Data Platform: Cloud adoption to support important digital transformation initiatives; M-Files Online: System to manage information that makes organizations cloud-ready (United States)


"Archives and Records Management Quality Improvement Framework"

The framework outlines key outcomes and performance indicators for archives and records management services. It has been moved to a new and more user-friendly platform and includes a video tutorial as well as guidance and mapping exercises.

United Kingdom

Macro 4—Columbus DW 8.4

This enterprise content management software helps organizations strengthen data protection and regulatory compliance by adding blockchain integration and document redaction.

United States


Newly enhanced, this information management and archiving platform enables organizations to better capture and manage various types of structured and unstructured data in a manner that meets regulatory, legal, and business mandates, in a legally defensible and compliant manner.  

Exterro—FOIA/Public Records Request Portal Solution

This Freedom of Information Act (FOIA) and public records portal solution enables federal and state government agencies to more effectively manage the entire records request process. See also: "Guidance issued on Governmentwide FOIA portal"

Texas State Library and Archives Commission (TSLAC)—"Shared Drive Cleanup Success Story"

The Archives and Information Services Division (ARIS) of the TSLAC created and implemented plans to reorganize and clean up their department's shared folder within the ARIS drive. Steps were also taken to revise their naming and filing practices.
See also: "FAQ: Is Metadata a Part of an Electronic Record or Not?"; "FAQ Redux: How long do I keep email?"; "3-2-1 Backup Rule"; "Information Governance: Managing Content, Data and Electronic Records" (asg technologies) [PDF]

Studies and Surveys

United Kingdom

"Technology innovation in government survey" August 20, 2018.

Conducted by Martin Smith, independent contractor

In 2017, the Director General of the Government Digital Service (GDS) commissioned a landscape review of technology innovation across government. Data was collected from GOV.UK, and external websites, and discussions were held with experienced GDS staff from the Strategy and Engagement, Service Design and Assurance, National, International and Research, and Delivery and Support teams.

The objective of the survey was to understand current activity across government in what might be termed new or emerging technologies that are related to digital or information technologies.

See also: How GDS is developing an innovative strategy for government

United States

"Web Archiving in the United States: A 2017 Survey" October 2018.

Published by the National Digital Stewardship Alliance (NDSA)

From October 2 to November 20, 2017, a working group of volunteers representing five NDSA member institutions and interest groups conducted a survey of organizations in the United States actively involved in, or planning to start, programs to archive content from the Web. This effort builds upon and extends a broader effort begun in three earlier surveys, which the working group has conducted since 2011.

The goal of these surveys is to better understand the landscape of Web archiving activities in the United States by investigating the organizations involved; the history and scope of their Web archiving programs; the types of Web content being preserved; the tools and services being used; access and discovery services being offered; and overall policies related to Web archiving programs.  


Study: "The State of Digital Preservation in 2018: A Snapshot of Challenges and Gaps" October 29, 2018.

Oya Y. Rieger, Senior Advisor to Ithaka S+R Libraries

For this study, conducted between June and July 2018, twenty one experts and thought leaders were interviewed to hear their perspectives on the state of digital preservation within the context of evolving research workflows and the scholarly and cultural record.

Interviewees were selected based on their current leadership roles in overseeing related services or their extensive knowledge in digital preservation programs. They represented Canada, Germany, New Zealand, the United Kingdom, and the United States.

Section 4—Selected Readings and Recordings

Articles, White Papers, Presentations, Reports, Videos and Podcasts


Speech: "Memory Institutions in the Digital Age" given by Dr. Guy Berthiaume, Librarian and Archivist of Canada, December 5, 2018.

Dr. Berthiaume discusses the recommendations in the Royal Society of Canada report "The Future Now: Canada's Libraries, Archives, and Public Memory" and in the Council of Canadian Academies report "Leading in the Digital World: Opportunities for Canada's Memory Institutions" to illustrate how they have had a profound effect on Library and Archives Canada.
See also: Video interview with Ihtesham Rashid, Manager, Program and Partnerships, Library and Archives Canada, on the Documentary Heritage Communities Program (French only)

Podcast Interview: "On a Mission to Modernize: Our Conversation with Alex Benay, Chief Information Officer of Canada"

Interview conducted by Chris McLellan of Ask AI, January 13, 2019.

Topics discussed include the role and responsibilities of the Office of the Chief Information Officer; the use of artificial intelligence within the federal government; and the legal and legislative complexities associated with data fragmentation across government departments.
See also: Video: "Digitization in the Government of Canada"; Article: "The secret to successful public sector transformation: information management"


Article: "Using Defensible Deletion and Auto-classification to Control the Data Explosion"

Written by Benjamin Kennedy, Director, Epiq. Featured in Australasian Lawyer, December 19, 2018.

Topics discussed include defensible data disposition; redundant content; information stored from users no longer with the organization; data that has not been accessed in more than a specified number of years; searching and finding large multimedia files and organizing data (classification).
See also: "Benefits of AutoClassification Software"


Article: "Cloud data management : le stockage est mort, vive le stockage !" (French only) 

Written by Dominique Fleury. Featured in Le Journal du Net (JDN), October 29, 2018.

The cloud is redefining the concept of storage, and in turn companies have been able to simplify the management, backup and restoration of their data.


Podcast: "Digital Cultural Heritage"

Featuring Dr. Natalie Harrower, Director of the Digital Repository of Ireland, November 13, 2018. 

Dr. Harrower talks about the challenges of preserving heritage that is "born digital" and how best to collect and safeguard our digital cultural heritage.

New Zealand

Paper: "Social Media Collecting at the National Library of New Zealand"

Written by Bill Macnaught, National Librarian, National Library of New Zealand, August 13, 2018.

Collecting content from the Internet is an increasingly significant part of the collection building at the National Library of New Zealand. Collection of social media is a new aspect of the National Library's digital collecting.

United Kingdom

Article: "How is the UK Government using blockchain?"

Written by Laurie Clarke. Featured in ComputerworldUK From IDG, October 2, 2018.

Margot James, Minister for Digital and the Creative Industries, discusses the United Kingdom's plans for blockchain technology.
See also: Report: "Unlocking Blockchain: Embracing new technologies to drive efficiency and empower the citizen"

United States

Audio Interview: "NARA building in, not bolting on e-records standards"

Conducted by Jason Miller, Executive Director of Federal News Network, November 26, 2018.

Courtney Anderson, a senior electronic records policy analyst at National Archives and Records Administration (NARA), discusses how NARA is helping agencies, through its federal electronic records modernization initiative (FERMI), to meet the 2019 deadline to manage all permanent records electronically.
See also: Update on FERMI

Report: "Environmental Scan of Government Information and Data Preservation Efforts and Challenges"

Written by Sarah K. Lippincott. Published by Educopia Institute, December 2018.

This report documents current digital preservation activities and gaps in the government information ecosystem, providing a detailed analysis of the organizations, services, and infrastructures currently in place to preserve government information. This report is an output of the Preserving Electronic Government Information (PEGI) project.

Books, Selected Readings

Katharine Schopflin and Matt Walsh, Practical Knowledge and Information Management (2019)

This book provides a practical guide to implementing knowledge and information initiatives in the workplace. Drawing on case studies from practitioners in a range of different work environments, it outlines best practice, pitfalls and advice on a range of topics, including making the business case, performing audits, establishing communities of practice, building knowledge bases and conducting knowledge capture.

Information Resources Management Association, Digital Curation: Breakthroughs in Research and Practice (2018)

This publication is a source of academic knowledge on the preservation, selection, collection, maintenance, and archiving of digital materials. Highlighting a range of pertinent topics, such as electronic resource management and digital preservation, this is an ideal reference source for digital curators, technology developers, IT professionals, academicians, researchers, and graduate-level students interested in the curation and preservation of digital resources.

Gregory S. Hunter, Developing and Maintaining Practical Archives (3rd Edition) (2019)

Developing and Maintaining Practical Archives has been revised and updated to more thoroughly address our increasingly digital world.

Kyle Banerjee and Terry Reese, Jr., Building Digital Libraries (Second Edition) (2019)

Whether you are embarking on the challenge of building a digital collection from scratch, or simply need to understand the conceptual and technical challenges of constructing a digital library, this book explains how resources are created, distributed, and accessed, and how librarians can keep up with the latest technologies for successfully completing these tasks.

Véronique Mesguich, Rechercher l'information stratégique sur le web : Sourcing, veille et analyse à l'heure de la révolution numérique (2018) (French only)

Written by an expert in strategic intelligence, this book discusses the current functioning of search engines to optimize Web searches, to identify unknown sources of information, to set up different types of strategic intelligence, and to discover a range of methods of automated analysis of information.

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