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The State Records Office of WA is leading the development of a new web-based application that will enable government agency staff, and records consultants working with agencies, to draft and submit Retention and Disposal Schedules to the State Records Office. This application is called the Online Retention and Disposal Application (ORDA). ORDA is intended to take into production the concepts the State Records Office tested via a proof of concept system in 2005/2006. On 25 March 2010, the State Records Office, the WA Branch of the Records Management Association of Australasia and Information Enterprises Australia co-hosted an event at the Alexander Library Building Theatre at which a presentation about ORDA was provided by Senior Archivist, Damien Hassan. More information about ORDA can be found at http://www.sro.wa.gov.au/government/ORDA-project.asp
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Online Retention and Disposal Application
Damien Hassan
Senior Archivist
State Records Office of Western Australia
Stakeholder Presentation - 25 March 2010
Acknowledgements
ORDA is an Australasian Digital Records Initiative project being led by the State Records Office of Western Australia
Special thanks to the State Records Authority of NSW for sharing the initial concept
What is ORDA?
ORDA: Online Retention and Disposal Application
ORCA: Online Recordkeeping Compliance Application
Will ultimately form an integrated system to manage all Disposal Authority and Recordkeeping Plan processes and data
Outline of business problem
Scope: in Western Australia, all 300+ State and Local govt. agencies now have a Disposal Authority and Recordkeeping Plan in place
Format: these are submitted as documents
Agency-centric: it is difficult and time-intensive to conduct analysis across documents
Proof of Concept
In 2005/06, our office developed a proof of concept prototype of ORDA/ORCA
Intention was to test a range of functionality and possible technical solutions
Concept demonstrated as sound
Data, not documents
Disposal Authorities are highly structured, although typically represented as documents
XML: the best of many worlds…
XML Schema developed by SRNSW is well suited for ORDA
ORDA - features for clients
A tool to draft Disposal Authorities through web interface, by going “out of browser” or via import
Intent for clients to search for appraisal precedents across other Authorities
Integrating overarching appraisal and restricted access criteria
ORDA - features for clients
Ease of use (drop down boxes, linking, etc)
Client-to-SRO interactions via the system
Client print and export capabilities
ORDA - features for SRO
A holistic system for registration, version control, workflow, data storage, reporting.
Comparative analysis of decisions
Improved re-use of Disposal Authority data
Transfer prioritization module: using Authority data to prioritize and monitor archive transfers
The bigger picture…Recordkeeping Plan data
A birds-eye view of government recordkeeping
Evidential basis to identify deficiencies
Can be used to inform targeted standards, training, advice…
Longitudinal analysis
Where are we now?
Working with ADRI members
System requirements prepared
Stakeholder consultation
Technical design and build. Delivery by end of 2010.
Seeking feedback by 1 June
Do you have any general or specific concerns or comments about ORDA? If so, what are they?
Do you have any concerns about the intended capability for clients to search across approved Disposal Authorities for the purposes of checking precedents?
Do you think appraisal and restricted access criteria would assist you in your decision-making when drafting Disposal Authorities?
