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FAQs about the Digital Archiving Program

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

The DAP team in DHPW is leading the program with strong input from QSA as 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 impact on your agency is likely to be changes to processes for:

  • transferring records to QSA
  • searching for records
  • requesting access to physical records at QSA through the File Issue service.

The new archival management and control system will have a new search interface and should offer better and more flexible search options. QSA and the DAP will communicate more about these changes as new processes are developed. These new processes are not likely to be confirmed until the build stage is underway in mid to late 2019.

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

3. How long will implementation take?

The DAP will work with Gaia Resources (as the prime supplier) and their partners to deliver the end-to-end digital archiving service within 3 years. The implementation roadmap is below.

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Tranche 1: July 2018 to May 2020

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 May 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 contact

Tanche 2: Likely to be May 2020 to June/July 2021

  • AMC and ASD business as usual for QSA, agencies and public
  • Digital Preservation solution (DPS) design
  • DPS build and test with QSA and early adopter digital transfers
  • DPS/full as a service go live March 2021
  • Transition-In closure June/July 2021

Outcomes include:

  • New AMC live for existing collection and new transfers
  • ASD solution live for physical and digital records
  • New DPS live for digital ingests
  • Knowledge transfer and training for DPS users completed
  • DPS service support and maintenance operational

June/July 2021 onwards – Closure stage

  • Service support and maintenance for AMC with both ASDA and DPS operational

Outcomes include:

  • New DPS live
  • AMC and ASD live
  • Transition to QSA BAU complete
  • Service delivery contract management operational

4. What is the current status of the DAP?

As at April 2019, the DAP is on track to deliver as per the Transition-In program roadmap. AMC with ASD service design was completed in January 2019. AMC with ASD build started in February 2019 and is progressing well.

The AMC with ASD build will:

  • establish infrastructure for the digital archiving service
  • configure software to support QSA requirements identified in the service design stage
  • plan and execute migration from QSA’s current archival management system to the new AMC solution
  • iteratively test the AMC system components.

We're completing the AMC with ASD build in agile sprints, with strong involvement from QSA subject matter experts. To stay informed, sign up to the QSA Government services mailing list.

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

The first early adopter transfers are likely to occur from early/mid 2021. More communication on early adopter transfers is planned for late 2020, including with those agencies that have already indicated interest in participating.

Other agencies will be able to transfer born digital, permanent value records once the service is business-as-usual from mid-2021.

6. Why is the archival management component being delivered first?

The government wants to ensure that ‘at risk’ business systems are a replacement priority. The age of QSA's current archival management system means that replacing it first is a good idea.

Also, the market engagement we did in the procurement process showed that without the foundation capability of archival management and control, we can’t prove the digital preservation capability, integration and automated workflows.

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.