FAQs about the Digital Archiving Program

1. Who is involved with the Digital Archiving Program (DAP)?

The DAP team in the Department of Housing and Public Works is leading the program with strong input from Queensland State Archives (QSA) as the key customer. A number of agencies participated in the procurement process, or are represented on the DAP Board, or both.

The lead contractor is Gaia Resources. Gaia Resources will work with organisations with archival management process knowledge, software development and infrastructure and hosting capability.

2. How will the program impact my agency?

Implementing archival management and control is designed to cater to both physical records and future transfers of digital records. The main impact on your agency is the new, secure online portal called ArchivesGateway. You can use ArchivesGateway to:

  • search for your records held at QSA
  • request temporary loan of files via the file issue service
  • propose new transfers of physical records to QSA
  • manage ArchivesGateway use roles, permissions and access delegations.

In addition to ArchivesGateway, there is a new public interface (still known as ArchivesSearch) which offers better and more flexible search options.

To receive QSA and DAP communications and stay up to date on the project, sign up for the QSA Government Services mailing list.

3. How long will it take to implement?

The DAP will work with Gaia Resources (as the prime Supplier) and their partners to deliver the end-to-end digital archiving service.  Funding for the Digital Preservation Solution (DPS) component is yet to be confirmed and once confirmed it may be that the DPS dates shown in the roadmap will need to be amended. The roadmap is below. 

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Tranche 1: August 2018 to July 2020—COMPLETED

Includes:

  • Service and solution design for the Archival Management and Control (AMC) and the Access, Search and Discovery (ASD).
  • AMC and ASD build and existing AMC migration.
  • Iterative testing of the AMC with ASD solution components.
  • AMC and ASD go live on 29 June 2020.

Outcomes of this Tranche:

  • New AMC built, tested and accepted.
  • Migration completed from existing archival management system with new AMC live for existing collection.
  • ASD built, tested and accepted with new public and agency search interfaces live for existing collection.
  • Knowledge transfer and training for AMC/ASD users completed.
  • AMC with ASD service support and maintenance delivered as per contract.

Tranche 2: Once funding is confirmed and planning has been undertaken, estimated timing will be available. 

Includes:

  • AMC and ASD business as usual for QSA, agencies and public.
  • Digital Preservation and Storage solution (DPS) design.
  • DPS build and test with QSA and early adopter digital transfers.
  • Knowledge transfer and training for DPS users completed.
  • DPS/full as a service go live followed by DAP closure.

Outcomes include:

  • AMC and ASD live for physical and digital records.
  • New DPS live for digital ingests.
  • DPS service support and maintenance operational.
  • Transition to QSA BAU complete.
  • Service delivery contract management operational.

4. What is the current status of the DAP?

Go-Live of AMC with ASD was successfully delivered on 29 June 2020 as per the roadmap. ArchivesGateway is in use by a number of agencies and QSA continue to engage agencies to support ArchivesGateway use.

Sign up for the QSA Government services mailing list to stay up to date with the QSA news.

5. Are my agency's records safe and secure?

Yes. We’re using secure-by-design principles to deliver digital archiving services. In line with Queensland Government policy, it is a cloud-based service hosted within secure, resilient and redundant AWS infrastructure wholly within Australia.

To keep your information safe and secure:

  • the supplier and AWS are ISO 27001 accredited with use of AWS certified ‘protected status’ (IRAP) services
  • the network is separated via virtual private cloud with a dedicated virtual private network connection between QSA and AWS using the Queensland Government Network
  • records and data are encrypted in transit and sensitive records and data are encrypted at rest
  • open to public and closed to public record metadata is separated using a public and private domain
  • records and data are hosted in Australia (Sydney)
  • multi-factor authentication (MFA) is used for agencies to access ArchivesGateway
  • ArchivesGateway access is limited to the minimum amount of data required to successfully execute a query
  • ArchivesGateway access is restricted by user roles that determine what data, functions, records and metadata a user can access.
  • the supplier must:
    • execute regular penetration testing to identify vulnerabilities and categorise, prioritise and mitigate them
    • use audit logs for all transactions and events
    • use security event logs (data breaches, intrusion detection).
    • use AWS’s CloudFront for denial of service blocking
    • annually test business continuity and disaster recovery to protect against data loss or corruption.

Email the DAP team at DAPInternal@hpw.qld.gov.au if you require additional information on security approaches and controls.

6. When will agencies be able to transfer born digital, permanent value records?

Pending receipt of funding for the DPS implementation, the first early adopter transfers are likely to occur approximately 12/15 months after the DPS commencement. Communication on early adopter DPS involvement is unknown at this time.

7. Why was the archival management component delivered first?

Expert advice received during the market engagement and procurement process indicated that without the foundation capability of archival management and control, we couldn't manage and control the digital preservation capability, integration and automated workflows. We needed the system to manage records first.

The DAP Board, as the most senior governance authority for the program, considered this market advice and endorsed implementing the archival management and control first to reduce project risk and complexity, and to give the program a higher chance of success.