Governance and Recordkeeping, January 2024
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ISSN 1916-5714
In this issue
Section 1 — General News
Canada
Information regulators issue joint resolution supporting public’s right to access government records
Federal, provincial, and territorial Information Commissioners and Ombudspersons in Canada have collectively signed a resolution that strengthens the public’s right to access government-held information. The move is a response to the ongoing challenges in delivering timely responses to access to information requests within Canada’s freedom of information systems. The resolution underscores the need to establish more efficient mechanisms for providing access to records. Furthermore, it emphasizes the importance of adapting to the digital era and ensuring Canadians have access to reliable information in the face of misinformation.
Canada (and the Philippines)
Canada bans WeChat and Kaspersky on government devices, Philippines eyes restrictions on TikTok
The Treasury Board of Canada Secretariat has provided the directive that the federal government will ban WeChat and Kaspersky software on all government devices effective immediately. Furthermore, the federal government has begun a comprehensive review of its current cybersecurity measures to protect its information technologies.
Belarus and Dagestan
National libraries of Belarus, Dagestan sign cooperation agreement
The National Library of Belarus and the Rasul Gamzatov National Library of Dagestan have signed a cooperation agreement, BelTA. During a meeting held as part of an official visit, both libraries discussed important issues relating to the exchange of information and cultural resources, and participated in joint conferences, seminars, presentations, and roundtable discussions. The cooperation will benefit both parties in providing mutual support for the implementation of educational and cultural programs. The agreement is a major step to further the cultural ties between both libraries.
Tanzania
PM stresses protection of government records, documents
At the 11th Tanzania Records and Archives Management Professionals Association (TRAMPA), the Premier made the directive that records and archive managers must continue as custodians of government documents to control the disposal of classified government information. He emphasized in his directive that classified information should not be discussed outside of the government systems. In addition, he noted the concerted efforts that are being made to strengthen the public sector to provide record managers with the effective support and knowledge for the important work of recordkeeping and preservation.
United Kingdom
UK prepares to host global leaders’ gathering on AI
This is the first two-day summit based solely on artificial intelligence. The UK Government will welcome foreign political leaders, individuals from the tech industry, and academics to discuss growing concerns regarding the implications of generative AI. At the request of U.S. President Joe Biden, London initiated the gathering and will take the lead. It is hoped that the countries in attendance understand and agree on the risks the world is currently facing with the use of AI.
United States
National Archives requires agencies to keep records of collaboration tools
The National Archives and Records Administration (NARA) announced in a bulletin that it will require all federal agencies to treat records from collaboration platforms (such as video conferences) like all other federal records. In addition to video conferences, it applies to calendars, chat functions, emails, file sharing, etc., all of which must be properly stored. The collaboration platforms have become a mainstream of government work culture and support rapid and effective collaboration.
United States
Gimmal announces partnership with Laserfiche to combine physical records management tracking and digital integration capabilities
Gimmal has partnered with Laserfiche, a leading provider of content management and business process automation, to provide search capabilities for both physical and electronic content within a single system. The partnership combines both companies’ existing physical and digital features to create a seamless solution that manages physical documents while making them digitally searchable, and for efficient retrieval. Gimmal’s records management system enhances Laserfiche by providing comprehensive management of physical records, including features like barcode tracking, space management, and disposition processing.
European Union
Droit d'auteur : l'industrie du livre réclame la régulation de l'IA générative | ArchIMAG
Industry individuals are urging the European Union to put in place legislation for the use of generative AI to protect the rights of authors and strongly denounce its illegal use. They denounce the use of copyrighted books by generative AI models. And as such, industry individuals are urging for regulations that will guarantee the author’s rights for those books used by the AI technology. The European Parliament has already outlined regulations on AI with the European AI Act, but discussions to finalize the text are planned for the end of the 2023.
Section 2 — Events
Notice
The following is the most recent information available at date of publication.
Annual Meetings and Conferences
National
February 2024
10th International Conference on Advances in Computer Science and Information Technology
Vancouver, CA, February 24-25, 2024
5th International Conference on Big Data and Blockchain
Vancouver, CA, February 24-25, 2024
5th International Conference on Artificial Intelligence and Big Data
Vancouver, CA, February 24-25, 2024
International
March 2024
International Conference on Information Management
United Kingdom, March 8-10, 2024
12th World Conference on Information Systems and Technologies
Poland, March 26-28, 2024
Gartner Data & Analytics Summit
United States, March 11-13, 2024
World Class Digital Transformation & Innovation 2024
Germany, March 21-22, 2024
April 2024
Association for Intelligent Information Management
United States, April 3-5, 2024
26th International Conference on Enterprise Information Systems
France, April 28-30, 2024
Section 3 — Current Trends and Products
Developments, Projects and Future Initiatives
Ireland
National Library of Ireland - Digital Preservation Policy
The National Library of Ireland (NLI) has introduced its first Digital Preservation Policy. It is a formal approach to the existing and emerging practices currently used within the NLI. It notes that it is vitally important to continuously improve their digital preservation capabilities to adequately care for digital records. Their mission is to collect, protect and share the recorded memory of Ireland. To date, there are over 130 collections available to search and use. The new policy outlines the principles, roles, and responsibilities for the digital preservation activities within the NLI.
Libya
Attorney General’s Office announces the digitization of 400,000 case archives
The criminal justice system has implemented a strategy to transition to a digital work model, and as such, it has digitized 400,000 case archives and records. The digital data will help in preparing accurate statistics, which will provide an in-depth perspective of the data, which demonstrates the current state of human rights in the country.
Nepal
A partnership to preserve cultural heritage
The Nagarjuna Institute of Buddhist Studies (NIBS) in Nepal has partnered with the Asian Legacy Library (ALL) in Arizona, to safeguard Nepal’s cultural heritage. The two are coordinating an event to commemorate a six-year partnership to preserve Nepal’s Sanskrit Buddhist manuscripts. Both organizations have trained seven dedicated professionals and experts in ancient Nepali scripts. The manuscripts are sourced from Kathmandu’s libraries and private collections.
Türkiye
Oman, Turkish JV to develop RO147.8mm OCC
A joint venture between Omani construction firm Saif Salim Essa al Harasi & Co (SAH) and Turkish contracting company Sembol Construction has secured a contract to design and build the Oman Cultural Complex (OCC) project in Muscat. The partnership is expected to enhance their capabilities in delivering a cultural masterpiece that represents Oman’s unique identity and future. The cultural centre will include three main buildings: the National Theatre, the National Library and the National Archives, with nearly 20 km of shelf space.
United Kingdom
How Norfolk libraries provide wellbeing and economic boosts
Norfolk’s libraries are recognized for their significant impact on public health, the arts, and the local economy, particularly in the context of ongoing funding challenges. They play a vital role in promoting literacy, reducing social isolation, and supporting general wellbeing. In a post-COVID world, Norfolk’s libraries have been transformed into spaces for social interaction and entertainment to enhance the wellbeing of individuals in rural communities.
United States
Chapel Hill Public Library launches initiative to raise awareness about book banning
The Right to Read is a campaign that encourages people to read and stand against the banning of books. The campaign was created in response to the banning of books targeting marginalized voices, more specifically, the voices of Black and LGBTQ+ authors. The Chapel Hill Library is an information hub that intends to be a safe space for everyone and reflect the community around it.
United States
Developing a Preservation Metadata Standard for Languages
The article discusses the importance of preserving the world’s numerous languages, as many of them are at risk of becoming extinct. One approach to safeguard these languages is to use preservation metadata, which is data about data. Metadata is crucial for describing, preserving, and retrieving linguistic information. There are various types of metadata, such as descriptive, administrative, structural, and preservation metadata. However, of note, the authors found a lack of research on this subject, more specifically, the lack of preservation metadata for languages.
Global
The Time is Now: Why Enterprises Should Invest in Systems of Intelligence
The last two decades have seen a concerted effort in building strong foundations for managing data and information. With the accelerated rise of artificial intelligence, it is argued that now is the time to build systems of intelligence that complement recordkeeping systems, in addition to systems of engagement. Systems of engagement are there to enable meaningful and dynamic interactions and enhance collaboration among invested stakeholders. With the rise of generative AI, organizations now must add additional infrastructure to combine data in order to generate insights.
Global
Data Management – Major inhibitor to deploying AI
The author argues that effective data management is the key to unlocking the full potential of AI. Artificial intelligence is transforming the digital landscape in a myriad of ways. However, with its quick rise, learners must understand that it cannot solve all problems. It requires a solid foundation of data to learn and provide pertinent insights. Data management is most often cited as the number one inhibitor for the effective deployment of AI within organizations.
Products and Tools from Around the World
Quebec
Lignes directrices 2023-1 Consentement : critères de validité
These guidelines are aimed at public and private organizations that require consent for the use of personal information. The guide intends to facilitate the understanding of criteria required for obtaining valid consent, to clarify the obligations of organizations in that regard, and to promote best practices for respecting the private lives of people. In addition to detailing the organization’s responsibilities, the guide includes a glossary, an introduction to obtaining valid consent, as well as a thorough explanation of all criteria involved, including examples.
Malawi
NLS builds digital library to improve book access, promote reading culture
National Library Service (NLS) has announced its plans to open a digital library to address the challenges currently faced by librarians and researchers, primarily, the difficulty in accessing books related to their various fields. The intent is that the digital library will also promote a culture of reading among Malawi citizens. The Principal Secretary in the Ministry of Education stated that it is important for people to be exposed to reading beyond the materials found in classrooms and curriculums.
Portugal
Searching images in a web archive
The article discusses the development of a large-scale image search system that enables users to search for billions of historical images archived from the web since the 1990s. The focus was to enhance Arquivo.pt web archive with an image-search service. This project faced numerous challenges due to the large volume of data. The resulting image-search service was made available to the public in March 2021.
Ukraine
Ukraine’s digital lifeline
Ukraine’s groundbreaking eservices platform, Diia, has significantly strengthened the connection between citizens and government. The service platform started by providing procurement and basic services, but now facilitates the reporting of property damage and unemployment status during the nation’s crisis. It not only provides immediate support to the citizens of Ukraine, but will help in rebuilding their trust for government responsiveness. This has sparked interest from other countries, which will encourage a global exchange in the realm of digital governance.
United States
Rockingham Library invites locals to digital literacy training workshops
The Rockingham Public Library in Bellows Falls, Vermont is hosting free basic digital literacy training workshops for the community to bridge the digital divide. The Rockingham Library was one of 215 public libraries across the nation to have been awarded funding to conduct digital literacy workshops. Some of the topics covered in the training include computer, Internet, and email basics, cyber security, as well as video conferencing.
Global
Microsoft Teams will introduce restorable archive channels
Starting December 2023, Microsoft Teams will introduce Archive Channels to its platform. The function will allow managers and IT administrators to archive chats that are no longer useful, without deleting them. Archiving them will preserve their content, including text messages, files, and tabs. Microsoft also announced recently that it will include new options for channel customizations in Teams. The feature is set to roll out in December 2023 on web and desktop platforms. Mobile users should be able to see archived channels on their chat lists.
Global
Wikidata and Wikibase as complementary research data management services for cultural heritage data
The paper addresses the question regarding the use of Wikidata as an application for science and research. It describes the origins of Wikidata, which was initially intended to solve the issues of Wikipedia. It discusses the strengths and weaknesses of the platform and outlines the potential services that can be derived from it as a research data management service (RDM).
Global
International Association of Sound and Audiovisual Archives – Guidelines for the Preservation of Born-Digital Video (for Comments)
The International Association of Sound and Audiovisual Archives (IASA) is doing a soft launch of its collaborative editing document for the IASA Guidelines for the Preservation of Born-Digital Video. The guidelines, which were released in 2019, are used around the world as international standards for handling, managing and digitizing audio materials. The contribution period is between October and December 2023. You can view the Google document here.
Global
Open Planet is a Growing Library of 4,500 Free Videos Documenting Nature and Climate Issues Around the World
The team at Open Planet wishes to use effective storytelling tools to highlight the problem of communicating the climate change crisis. Their new digital library contains a vast collection of climate and nature footage, which is accessible to everyone. Filmmakers argue that stories are powerful agents of change. The platform is intended to be used globally.
Studies and Surveys
Scotland
Report: Preserving Memories, 2022-2023 Annual Review
Written by: The National Library of Scotland
The National Library of Scotland’s annual review provides a look at the work done in 2022–2023. After the difficulties of lockdown, the Library noted an uptick in on-site learners. The review describes the audience development programme, which aims to help the organization become more inclusive and audience-focused. Their current strategy, “Reaching People,” is about reaching new and diverse audience, which they are doing in a myriad of ways, such as by revamping their multimedia room. Other initiatives listed include preserving newspaper history, a map transcription project, numerous exhibitions, etc. The National Library of Scotland effected quite a few projects and initiatives in 2022–2023 (not all are listed in the review) in their effort to collect, preserve and share Scotland’s stories.
United States
Report: Assessment of Library of Congress’s Digital Strategy
Written by Gary Price, infoDOCKET
The 18-page report illuminates the numerous accomplishments of the Library’s digital planning and execution of activities. However, the author argues there is more work to be done to connect the Digital Collections Strategy and Digitization Strategy to the Library’s strategic planning and overall governance processes, both of which help the Library to meet its strategic goals.
United States
Study: Developing responsible AI practices at the Smithsonian Institution
Written by: Rebecca B Dikow, Corey DiPietro, Michael G Trizna, Hanna BredenbeckCorp, Madeline G Bursell, Jenna T B Ekwealor, Richard G J Hodel, Nilda Lopez, William J B Mattingly, Jeremy Munro, Richard M Naples, Candace Oubre, Drew Robarge, Sara Snyder, Jennifer L Spillane, Melinda Jane Tomerlin, Luis J Villanueva, Alexander E White, published by RIO.
The research article describes how generative AI has transformed our society. The article’s abstract argues that because generative AI relies on mediated data or human-generated data that there is the potential risk that it can perpetuate systemic oppression and racism. There is a desire among museums and cultural heritage institutions to use AI or machine learning (ML) technologies to be more efficient and make digital collections and archives more discoverable. The article brings together many staff members working in the digital spaces at the Smithsonian Institution to discuss the benefits and the potential risk factors in relying too heavily on AI and ML.
Global
Report:Five-Minute Briefing—Information Management, November 3, 2023
Published by Database, Trends and Applications
This site publishes concise weekly reports with key product news, market research and valuable insight for information management professionals. This week’s report mentions Backblaze’s innovative “Shared Trash” technology (a storage cloud provider). In addition, it mentions SnapLogic and Acolad’s partnership for generative AI translation and integration solutions. Lastly, it mentions Snowflake’s Snowday 2023 event, during which the data cloud company launched an extensive series of innovations regarding the value of AI.
Global
Study: Data storage archive options: Batch, real-time and hierarchical storage management
Written by W. Curtis Preston, Contributor, Network World
When choosing the appropriate archive option for their organization, IM professionals must consider these elements: data preservation, accessibility and resource optimization. The study takes a deeper look into several archive systems. Batch archives are defined as serving a purpose for a determined-upon time, and then being stored away in a repository. Real-time archives are defined as when data is created and stored and duplicated instantly in its production environment, while also being stored in a secondary location for archiving. Hierarchical storage management governs data storage. In other words, when data is outdated or no longer needed, it is stored in cloud-based storage.
Global
Study: Picture Archiving and Communication Systems Market Will Exhibit Huge Growth by 2030
Published by Digital Journal
The report analyzes leading competitors and provides a strategic analysis of the market situation in the projected period. It provides an understanding of the key players in the field and studies their growth strategies. It analyzes the different types of products and services to determine key advantages and potential risk factors. The report is curated by industry experts.
Global
Survey: National Digital Stewardship Alliance—2022 Web Archiving Survey Results
The Web Archiving Survey Working Group announced the publication of the results of the 2022 Web Archiving Survey, which builds on surveys conducted in 2017, 2016, 2013 and 2011. Although previous surveys were focused on the United States, the 2022 survey was open to international audiences. It comprised 26 questions and was completed by 190 respondents. Major revelations from the report include the following: there has been an increase in web archiving practices by grassroot organizations seeking to document their lived experiences; there are major concerns regarding the ability to archive social media; adequate staffing has become a significant barrier to web archiving.
Section 4 — Selected Readings and Recordings
Articles, White Papers, Presentations, Reports, Videos and Podcasts
United Kingdom
Report: Artificial intelligence: how is the government approaching regulation?
Written by Paul Shepley, Matthew Gill, published by Institute for Government
The UK government has been tentative to date, in its approach to regulating the use of AI. The AI white paper has specified that it is vital that a specific regulatory response is necessary. The Department for Science, Innovation and Technology (DSIT) leads the policy on AI, but there are several other departments that have a vested interest. The government notes that their current approaches to regulating AI are insufficient, and more are needed.
United Kingdom and Finland
Modelling curation and preservation levels for trustworthy digital repositories
Written by: Dr. Joan Recker, Hervé L’Hours, Mari Kleemola
It specifies that digital curation and preservation are sets of practice established to ensure long-term accessibility of digital records. They are managed in organisational settings with clearly defined responsibilities and policies, and require the understanding of potential legal, financial, or cultural (etc.) risk factors. Which practices provide the successful curation and preservation of digital records?
United States
Article: The Role of the National Archives in Preserving Military Records
Written by Noah Rue, published by BBN Times
The National Archives serves key functions but also faces challenges while preserving military records. The repository must be accessible not only for personal use, but for legal and academic purposes as well. The article describes the multi-dimensional role in the preserving and ensuring accessibility of military records. Regarding the stewardship of military records, the core functions of the National Archives include Preservation, Accessibility, Research and Academic Support.
United States
Article: Archiving Services safeguarding vital data in an unpredictable world
Written by : Peter Oluka
The article explores the benefits in maintaining records off-site so that businesses can safeguard their critical data. The author describes how utilizing records archiving services is the key to an organization’s smooth operation and informed decision-making. Therefore, a robust records management system is a central component for organizations to keep pace in the increasing technologically driven world. The article then lists the numerous advantages of records archiving services.
United States
NARA – Managing Social Media Records: Records Management Assessment Report
Written by: National Archives, Office of the Chief Records Officer
The National Archives and Records Administration (NARA) assessed ten agencies’ policies and practices regarding to the use of social media. In addition, it assessed the procedures and tools related to their use. The assessment outlines which social media platforms are in use and how the ten agencies use them, in addition to describing how the agencies capture and managed those records, in compliance with the NARA Bulletin 2014-02: Guidance on Managing Social Media Records.
Global
Effortless Paperwork: eSigning PDFs for Simplified Document Management
ESigning first and foremost, is a very eco-friendly option, as it eliminates the need for printing and physical signatures, in addition to scanning physical documents. Furthermore, it provides security and authenticity to your documents, which help to maintain their integrity. ESignatures ensure a higher level of effective electronic recordkeeping.
Global
Blog: What is Information Management (IM)?
Written by: Louella Bloch, published by Cellular News
This is the definitions category of the blog website, where they dive deep into certain terms and concepts, to provide the reader with a clear understanding of the subject. Key takeaways include IM relates to the organisation, storage, and retrieval of data within an organisation. In addition, it helps businesses to leverage their data assets to support informed decision-making.
Global
Indigenous Data Sovereignty and Open Data
Written by: Teresa Diviacchi, published by EveryONE
Indigenous Data Sovereignty (IDS) is the right of Indigenous people to own and manage data related to their communities, resources, and lands. This includes overseeing data collection and research using their data and controlling access and usage. While this concept seems straight-forward, the legacy of colonial expansion and ethics has made Indigenous Data Governance (IDG) a developing and organising process. IDG is a set of principles aimed at guiding governments and the scientific community in respecting Indigenous sovereignty when using Indigenous data.
Books
Selected Readings
Daniella LaShaun Smith, Len Bryan, Curate (Shared Foundations Series), 2023.
The American Association of School Librarians published Curate—a practical guide that helps connect learners in more meaningful and thoughtful ways. The guide features an in-depth examination of school library policies; notes from the field from working school librarians who have implemented the Curate Shared Foundation; case studies; lesson starters; best practices in the field; questions designed to promote engagement; and much more.
Cory Doctorow, published by Penguin Random House Canada, The Internet Con, 2023.
The author describes how the benefits of the internet have been misleading. What was supposed to be a platform for connection, has instead been a walled prison. He dismantles the tech platforms and iterates that interoperability is the saving grace—it’s what will tear down the walls between technologies and allow users to leave platforms and reconfigure their devices without the permission of corporations on a whole.
Edited by Sue Breakell, Wendy Russell, published by Routledge Taylor & Francis Group, The Materiality of the Archive: Create Practice in Context, 2023.
This is the first volume in a series that intends to amalgamate a range of methodological approaches to the framework, analysis, and interpretation of archives. The book focuses on the archives of creative practices and uses the following bodies of work: material culture, art history and literary studies. Contributors discuss the potential of a material engagement to bring to life archival content.
Ewa Laskowska-Litak, published by Routledge Taylor & Francis Group, The Subject of Copyright: Perspectives from Law, Aesthetics, and Cognitive Science, 2023.
The book explores the concept of copyright through the differing lenses of law, aesthetics, and cognitive science. It outlines the historical evolution of copyrighting from its inception to today’s complexities in a modern society with a vastly growing technological sector. The book uses an interdisciplinary approach to present a new perspective.
Marie Cornu, Jérôme Fromageau, François Julien-Laferrière, Marie-Claire Lavabre, et Denis Merklen, published by Presses Universitaires de Paris Nanterre, Archives des dictatures sud-américaines. Entre droit à la mémoire et droit à l’oubli — Presses universitaires de Paris Nanterre, 2023.
Archives are essential for the collective memory and are also equally important for providing access to information. This book concentrates on military dictators in South America, beginning in 1964 Brazil, up until 1990 Chile. It examines the use of administrative archives and outlines the central role they play in historical truth and justice, as well as in the right to our collective memory.