Information regarding digital transfer of records to The National Archives

Tulip made this Rhyddid Gwybodaeth request to Llywodraeth Cymru

This request has been closed to new correspondence from the public body. Contact us if you think it ought be re-opened.

Roedd y cais yn llwyddiannus.

Dear Welsh Government,

Please find below my request for general information. It relates to the transfer of born-digital records to TNA:

1. Has the Welsh government transferred born-digital records to TNA?

2. If not, when do you anticipate that you will transfer born-digital records to TNA?

3.. Which of the processes for born-digital records is the most resource intensive for the Welsh government?

(E.g Apprasial and Selection, Sensitivity Review, Transfer process
Other......)

4. Which of the processes for born-digital records is the least resource intensive for the Welsh government?

(E.g Apprasial and Selection, Sensitivity Review, Transfer process
Other......)

5. Is the sensitivity review of born-digital records in your department technology-assisted?

6. Which FOIA exmeptions, if any, most apply/will apply to your department's born-digital records at transfer stage?

(No need to state individual exemptions, categories will suffice such as Personal, National, Principle)

7. What date does/will your department use for the trigger date for the transfer of digital records? (e.g date record last modified).

8. Does your department use outsourced IT?

Yours faithfully,
Dr. Lale Özdemir

Llywodraeth Cymru

1 Atodiad

Dr Ozdemir,
Please find attached a letter to acknowledge receipt of your request for information under the Freedom of Information Act:
Yours sincerely,

Jackie McDonald
Tim Busnes y Llywodraeth/ Government Business Team
Llywodraeth Cymru / Welsh Government
Parc Cathays 2/ Cathays Park 2
Caerdydd / Cardiff
CF10 3NQ
Ffon / Telephone: 029 20801193
E-bost / E-mail: [email address] 

Dear Welsh Government,

I am still waiting for the request for information I submitted in January to be answered.

Yours faithfully,

Tulip

Llywodraeth Cymru

Dr. Lale Özdemir
Freedom of Information Request (FoI) received on Thu 19/01/2017 16:50
[1][FOI #383192 email]
 
1. Has the Welsh government transferred born-digital records to TNA?
Yes, the Welsh Government’s Library and Archive Services participated in
The National Archives’ Digital Records Infrastructure (DRI) Transfer Pilot
between August 2014 and January 2015 -
[2]http://www.nationalarchives.gov.uk/press....
The aim of the pilot was to deliver a scalable server-to-server digital
transfer process compatible with TNA’s Digital Records Infrastructure
(DRI).
 
The Welsh Language Board (WLB) was identified as a suitable collection for
transfer as part of the pilot project. The series contains digital
records, held on both our Electronic Document and Records Management
System (EDRMS) and shared drives, but also includes legacy paper files
brought over to WG following the WLB merger in 2012. The paper files
remain in hardcopy format, but have been registered onto our EDRMS (with a
digital identifier and metadata) in order to record and manage them.
 
The digital transfer process consists of a number of Gateways and steps,
namely:
Gateway 1: Appraisal and Selection (Steps 1 and 2):

* File formats
* Transfer size

Gateway 2: Sensitivity review (Step 3):

* Applying for closure on transfer

Gateway 3: Preparation for transfer (Step 4):

* Test transfer of records and metadata
* Technical evaluation
* Metadata

Gateway 4: Packaging and delivery (Step 5):

* Transfer methods and media
* How to structure digital records for delivery
* Completion of Transfer form to authorise the transfer of custody of
records selected.

In February 2015, the Welsh Government transferred 1,739 Megabytes of
data, made up of 14 digital files containing 235 digital documents (111
from the WLB shared drive, 89 from iShare - mixed media, and 35 from
iShare – virtual) to the National Archives (TNA) in Kew.
Welsh Government records are live on TNA’s Discovery Catalogue and you can
find the records following these links:
WA 11: [3]http://discovery.nationalarchives.gov.uk...
WA 12: [4]http://discovery.nationalarchives.gov.uk...
WA 13: [5]http://discovery.nationalarchives.gov.uk...
 
2. If not, when do you anticipate that you will transfer born-digital
records to TNA?
N/A
 
3. Which of the processes for born-digital records is the most resource
intensive for the Welsh government? (E.g.  Appraisal and Selection,
Sensitivity Review, Transfer process Other......)

* Extracting or exporting the data from our EDRMS after selection
* Sensitivity reviews

* Review to establishing what information should be withheld, and why,
expressed in terms of exemptions and the reasons they apply, with
details of when the exemptions expire or should be reviewed

* Issues with CSV validation caused by Welsh language file titles.

 
 
4. Which of the processes for born-digital records is the least resource
intensive for the Welsh government? (E.g.  Appraisal and Selection,
Sensitivity Review, Transfer process Other......)
Gateway 1: Appraisal and Selection (Steps 1 and 2) is the least resource
intensive part of the transfer process as a whole.
 
5. Is the sensitivity review of born-digital records in your department
technology-assisted?
Yes, we trailed the use of an eDiscovery tool.
 
6. Which FOIA exemptions, if any, most apply/will apply to your
department's born-digital records at transfer stage? (No need to state
individual exemptions, categories will suffice such as Personal, National,
Principle)
We concentrated primarily on “personal” information during our digital
transfer.
 
7. What date does/will your department use for the trigger date for the
transfer of digital records? (e.g. date record last modified).
A combination of document closure dates listed in our Retention and
Disposal Schedule
([6]http://gov.wales/about/foi/policies/reco...) and
risk assessment of software and hardware digital continuity and
accessibility.
 
8. Does your department use outsourced IT?
Yes
 
 
Marlize Palmer
Y Gwasanaethau Llyfrgell ac Archifau  / Library and Archive Services
Is-adran Ymchwil Gymdeithasol a Gwybodaeth/Social Research and Information
Division
Gwasanaethau Gwybodaeth a Dadansoddi / Knowledge and Analytical Services
Llywodraeth Cymru / Welsh Government
Ffôn - Tel: (029) 2082 3954
e-bost - e-mail: [7][email address]
 
 
 
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References

Visible links
1. mailto:[FOI #383192 email]
2. http://www.nationalarchives.gov.uk/press...
3. http://discovery.nationalarchives.gov.uk...
4. http://discovery.nationalarchives.gov.uk...
5. http://discovery.nationalarchives.gov.uk...
6. http://gov.wales/about/foi/policies/reco...
7. mailto:[email address]