Governance and Recordkeeping, September 2023
ISSN 1916-5714
In this issue
Section 1 — General News
Australia
Tech Council of Australia to push for digital identity
The Tech Council of Australia has created a new working group in order to advocate for reform on digital identity and digital credentials initiatives. Tech Council CEO Kate Pounder believes that digital identity and digital credentials are crucial in government and serve as a foundation for online services. The working group of multidisciplinary experts from across the Tech Council will advocate for reform and offer advice and support to governments on digital identity and digital credential initiatives.
European Union, United States
European Commission adopts EU–US data privacy framework
An agreement was reached between the European Commission and the US in order to facilitate the transfer of personal data from the European Economic Area to the United States. Under the new framework, US organizations will be able to process personal data from the EU, subject to a comprehensive set of privacy obligations. The agreement comes after years of failed negotiations and will be a significant development in establishing data protection measures for the transfer of personal data.
India
Digital Personal Data Protection Act, 2023: five must reads
The Digital Personal Data Protection Act, 2023 finally became law on August 11, when the President of India provided the long-awaited approval. The article lists five issues concerning the Act: what the Act is, the dangers in the Act, how the Act will undermine the Right to Information Act, crucial lessons learned and how the Act came to be.
Israel
National Library expands cartographic holdings with 400 rare maps
After preserving them for several decades, Howard Golden donated 466 rare maps and 120 books with prints, illustrations and maps of Israel. The antique maps date from 1475 to 1800. The National Library has since catalogued and digitized the maps for preservation, in addition to research purposes. The maps are online and available for download by the public
Kenya
Digitizing farmers’ records improves production
A call was made recently to farmers countrywide to register for the centralized Kenya Integrated Agriculture Management Information System. The hope is that, with farmers’ data in a central location, it will enable easier planning for food production within the country. In addition, it will aid in identifying each region’s potential and allocating resources to promising, productive projects.
Nepal
Preserving tunes and melodies for posterity
The Nepal Music Archive (NMA) is working to preserve history, culture and traditions, and stories told through music, as their musical heritage is slowly being lost as outdated technology such as cassettes begin to deteriorate. It’s an important project, as the NMA is a digital archive that will record everything found on Nepali music, including audio and video, books, magazines, articles and research papers.
United Kingdom
What drives progress in information governance (and why does it matter?)
The July 2023 Master’s Conference in London included expert presentations and discussions on relevant information management (IM) issues such as e-discovery, artificial intelligence and legislative and regulatory responses to emerging IM technologies, project management, document review software, information governance and data privacy. As a key takeaway from the event, participants noted that requirements for organizations to improve their information governance and records management practices have significantly changed over time.
Google Cloud launches Chronicle CyberShield to help government agencies tackle threats
Google Cloud announces the launch of their Chronicle CyberShield, which will help governments detect potential cyber threats, integrate threat intelligence and be able to respond to threats. The number of cyber attacks increased by 95% in the second half of 2022—this number demonstrates the need for government agencies to modernize their current defence systems against cyber threats.
United States
National Archives will make its AI use case inventory public
The National Archives and Records Administration (NARA), the federal agency responsible for maintaining government records, plans to release on AI.gov an inventory of cases where artificial intelligence (AI) was used. NARA made the announcement after previously stating that its use cases were not available to the public. These inventories will provide insight into how the government is already using AI and mark a significant step forward in government transparency around its increased use of AI.
Section 2 — Events
Notice
The following is the most recent information available at date of publication.
Annual Meetings and Conferences
National
October 2023
AccelerateGOV Conference and the Digital Summit
3 October; Ottawa, Ontario, Canada
November 2023
FWD50 Annual Conference (hybrid)
6–8 November; Ottawa, Ontario, Canada
Tech Horizons Executive Forum
8 November; Toronto, Ontario, Canada
International
September 2023
Data for the people: Digital government meets open science to address grand challenges
14 September; Acton, Australian Capital Territory, Australia
ISO Annual Meeting 2023 (hybrid)
18–22 September; Brisbane, Queensland, Australia
October 2023
International Council on Archives (ICA) Abu Dhabi Congress 2023
9–13 October; Abu Dhabi, United Arab Emirates
December 2023
3rd International Workshop on Information Management (WSIM 2023)
1–3 December; London, UK
Gartner IT Infrastructure, Operations & Cloud Strategies Conference
5–7 December; Las Vegas, Nevada, USA
Section 3 — Current Trends and Products
Recordkeeping: Current Developments, Projects and Future Initiatives
Australia
Transforming paper-based records: the role of OCR technology in the education sector
Optical Character Recognition (OCR) technology uses machine learning and advanced algorithms to recognize and extract text from scanned images or documents. The software scans the paper, analyzes the content and converts the text into a searchable format, most often a PDF. This process allows for paper-based records to be integrated into a document management system. The education sector specifically has an abundance of paper-based records and needs to adapt to the digital era.
Bangladesh
Bangladesh to introduce e-quality centre to ensure inclusive participation in digital platforms
The Ministry of Information and Communication Technology and the Ministry of Foreign Affairs have taken initial steps to launch an e-quality centre in order to promote equitable access and participation on digital platforms for individuals from every economic background. Representatives from several countries were present at the initial meeting. The main goal of the centre is to bridge the digital divide that disproportionately affects those with fewer resources.
Ukraine
Instead of tons of paper and lengthy searches, electronic archives will be introduced in Ukraine
The Ministry of Digital Transformation in Ukraine announced the pilot project “e-Archive,” which will make Ukrainian archives more accessible. The archiving of electronic documents will create proper conditions for the permanent storage and use of Ukraine’s archives.
United States
Data access governance: why it matters and how to implement it
Data access governance refers to the processes and structures that organizations employ in order to manage access to their digital information, while limiting access to the data itself and controlling who can view it. Organizations can limit access to their sensitive data by implementing these four principles of data access governance: integrity, transparency, accountability, consistency.
The difference between data access governance and data management is the access: data management is how an organization organizes and maintains its data sets, while data access governance limits who can access the data itself. Data access governance benefits organizations by protecting against cyber attacks, preventing information leaks, increasing data compliance and protecting against reputational harm.
Native American group to digitize 20,000 archival pages linked to Quaker-run Indian boarding schools
Documents relating to Quaker-operated residential boarding schools have not been significantly studied for decades, as their access has been limited due to their remote and dispersed collections. The National Native American Boarding School Healing Coalition, or NABS, will make the documents available to scholars by digitizing them and making them available on a public database. The project will provide a better understanding of the conditions at the schools and help compile relevant statistics.
Global
Accelerating generative AI requires the right storage
In order for generative AI to be mainstreamed within organizations, they must first ensure their data storage is optimized. AI requires a significant amount of data storage, meaning organizations must ensure their data governance is properly orchestrated. Storage platforms must align with the realities of unstructured data. The challenges of storage are not limited to the complexity of accessing the unstructured data, but are also tied with cost effectiveness.
Online Reputation Management: shaping digital image for success
In today’s digital age, with information spread instantaneously across the world, it has become critical to manage one’s online reputation. The Online Reputation Management (ORM) service industry has emerged in order to help in this regard. Its functions include helping businesses, individuals and entities curate their online image in order to positively influence perceptions.
What is datafication and how does it differ from digitization?
Digitization refers to the process of converting physical records into a digital format, while datafication involves quantifying previously qualitative information. Datafication is important because it allows organizations to optimize their services based on user behaviour. An increased use of online services results in more data collection, but technologies such as blockchain are used in order to address privacy concerns.
Storage challenges in a world of high-volume, unstructured data (Q&A)
BetaNews interviews Tim Sherbank, enterprise products and solutions marketing at Quantum, in order to discuss how data storage needs have changed in the last 10 years. The interview outlines how organizations can deal with the accelerated rate of data-rich technical advances, which include virtual reality, AI and machine learning.
Products and Tools from Around the World
Australia
Electronic document and records management systems
Trying to decide which software to use to manage your online records? Understanding the needs of your online records will help in making the decision over which software to use: an electronic document and records management system (EDRMS) or Enterprise Content Management. EDRMS can manage born-digital information, such as word-processed documents, images, data sets and spreadsheets, as well as scanned documents and paper records.
Cambodia
Minister of Environment launches e-Library to share information on environment and resources
The MOE launched an e-Library, available to students, public and private sectors and researchers, on the environment and natural resources and protected areas. In his words: “This e-Library is not just a library, but a tool that will transform Cambodian society and people into a global society, full of creative life skills.”
The Ministry welcomes all institutions and partners to contribute data in a wide variety of multimedia—for example, images, audio messages and videos—in order to share knowledge through the e-Library for the common good. It will serve as a repository for all environment and natural resources information in Cambodia.
Germany
Preservation Policy: KonDATA
KonDATA is the institutional research data repository of the University of Konstanz and is dedicated to the long-term preservation of its published data. The document outlines the approach to achieving and guaranteeing long-term access to its content. The document also includes the scope and goals, intended audience, archival requirements and designated community of the repository, among others.
Iceland
Reykjavik’s “data buffet” is open
Reykjavik has launched “Data Buffet,” a centralized hub for open data. The site provides access to city data specifically, centralized in one location, simplifying searches for staff, residents, businesses and researchers. “This platform allows users to access various databases and retrieve information from the City of Reykjavik’s data portal for research, innovation, social review or entertainment purposes.”
India and Papua New Guinea
India and Papua New Guinea sign MoU on sharing INDIA STACK
“Ministry of Electronics and Information Technology (MeitY) of India and the Ministry of Information and Communication Technology (MICT) of Papua New Guinea have signed a Memorandum of Understanding (MoU) to share INDIA STACK—a collection of open APIs and digital public goods that aim to facilitate identity, data and payment services on a large scale.”
This MoU is a result of cooperation in the fields of information technology, so that like-minded countries can collaborate to implement a digital public infrastructure in order to improve living standards and increase efficiency and transparency in information governance. INDIA STACK is available to any country wishing to join the digitalization transformation era.
United States
Accessing electronic documents (files) using RIDE
RIDE, the Remediation Information Data Exchange, is an electronic document management system. The Department of Environment, Great Lakes, and Energy is undertaking the effort to digitize all of their records to make them public through the use of RIDE. A positive feature of the system: you do not need an account to access the files, as they are available to everyone.
Royal Oak Library introduces its own app
The Royal Oak Library is the first member of The Library Network (TLN) to launch a new app for cardholders. TLN is the largest cooperative of libraries in the state and connects members with various resources and services. The app includes 10 features for library services and account accessibility. It streamlines services offered by the Library and is a modern take for a library in a digital, app-infused world.
“Knowledge is power”: new app helps US teens read books banned in school
There are many debates across the country concerning appropriate subjects to be taught in the school systems. Many areas have instated censorship, particularly in school libraries. But the Digital Public Library is resisting the right-wing push for censorship by launching the Banned Book Program, which enables free access nationwide to restricted books in schools or libraries.
Studies and Surveys
Australia
Report: AI about more than just harnessing technology
Written by Rachel Greaves, published by Government News
As artificial intelligence use is increasing all over the globe, Australia is wrestling with its potential impacts in reshaping societies and systems. The country’s federal government is seeking input for responsible AI use in order to address societal concerns. The report outlines the tricky balance of ethics and compliance and lists the potential ways AI can revolutionize societies across the globe, while noting that the country must also address the implementation of safeguards against potential security risks.
United Kingdom
Report: COVID-19 Committee report: “Beyond Digital: Planning for a hybrid world”
Written by Edward Scott, published by UK Parliament
The article summarizes the findings and the government’s response to its report, published in 2021, on an inquiry done in 2020 and 2021 concerning the impact of the pandemic and how people are living more of their lives online. Several recommendations were made by the committee—of note, that the government’s digital strategy should be a hybrid model and the government’s digital infrastructure should be reviewed every two years. A debate is set to discuss the findings in the House of Lords.
United States
Study: How does AI fit into academia? One expert explores the pros, potential pitfalls
Written by Emma Bartlett, published by Bryant University
Allison Papini, a thought leader in the AI and academia space, poses the complicated question: how does an author cite AI in papers? Some researchers will cite ChatGPT as a co-author, while some journals prohibit the use. The rise of use of artificial intelligence across the country has led to students and faculty debating how it fits into higher education, be it academically or ethically.
Section 4 — Selected Readings and Recordings
Articles, White Papers, Presentations, Reports, Videos and Podcasts
Canada
Blog: Even in a democracy like Canada, journalists often face efforts to keep information from the public
Written by Brodie Fenlon, published by CBC News
Canada’s access to information regimes are deeply flawed and inadequate, according to many experts. Canadian journalists regularly encounter efforts to obstruct or withhold information from the public’s eye. Government responses to media inquiries are left short, with unhelpful slogans and vague speaking points. Recently, CBC learned of three separate trials that were tried and concluded without any knowledge or details made public, a rarity for Canada, which prides itself on open courts.
Article: Les communautés autochtones et la recherche de vérité. Rencontre avec Anne Panasuk (French only)
Written by Marie-Louise Paquette, published by Convergence, le blogue de l’Association des archivistes du Québec
During her conference, Anne Panasuk discussed the realities of unlocking archives related to Bill 79 and the impact and consequences they can have, but mostly how to reconcile with and respectfully help Indigenous communities in their search for the truth.
United Kingdom
Report: COVID-19 and information rights: reflections and lessons learned from the Information Commissioner
Published by the Information Commissioner’s Office
The target audience of the report is parliamentarians, policy-makers and stakeholders who work in service delivery. It focuses on key themes and issues that have emerged in information rights due to the pandemic.
United States
Article: Legal information governance best practices to overcome data challenges
Written by Messaging Architects, published by PRWeb
Article describes the data governance challenges faced by law firms regarding large amounts of client data. Messaging Architects, a tech company in information governance expertise, describes several best practices in order to mitigate data governance risks. Examples include building a data map to gain visibility of critical data, updating retention policies and providing regular audits in order to strengthen data security.
Webinar: Key Takeaways from the NARA Digitizing Permanent Records Webinar
Published by National Archives, Records Express, the blog of the Chief Records Officer for the US Government
The National Archives and Records Administration (NARA) conducted a webinar on June 7, 2023, on digitizing permanent records, providing valuable insights into their best practices and guidelines. The key takeaways of the webinar are summarized in the blog post and address preparing for digitization, scanning and imaging, metadata and documentation, quality control, storage and preservation, validation and disposition, and collaboration and standards.
Global
Article: Custodians of government’s history: A guide to the Knowledge & Information Management profession
Published by Civil Service World
What do Knowledge and Information Management (KIM) professionals do? They make up a variety of roles, including librarians, record managers, information architects and information rights officers. They are responsible for storing and managing information in a myriad of forms to ensure that departments and agencies are transparent and accountable to parliament and the public.
Article: Unlocking the best online library: five reasons why Z Library reigns supreme
Written by Mark Allinson, published by Robotics & Automation News
In this article, the author explains five reasons why Z Library is the “ultimate” online library. The reasons include an extensive collection of resources, user-friendly interface and search functionality, accessibility and convenience, cost effectiveness and free access and community and user engagement.
Books
Selected Readings
Patel, Archana, Narayan C. Debnath and Bharat Bhushan, editors, Semantic Web Technologies: Research and Applications, 2022.
This book provides a roadmap for semantic web technologies and highlights their role in a wide range of domains, including cloud computing, Internet of Things, big data and sensor network. It also explores the prospects of these technologies, including different data interchange formats, query languages, ontologies, linked data and notations.
Colegrove, Tod, Selecting and Implementing Technologies in Libraries: A Primer, 2022.
New technology and services are fundamental to maintaining the relevance of libraries today, but which technologies and/or services make sense to implement and which should be avoided? Clear examples are offered that illustrate the practical and collaborative approach that ensures alignment and increases the likelihood of success. Questions at the end of each chapter give readers an opportunity to think about the concepts presented.
Forsko, Samantha, Practical Approaches to Collections Care, 2023.
While cultural heritage practitioners and caretakers are often intimidated by “best practices,” Practical Approaches to Collections Care helps to alleviate those concerns. This book offers a stepped approach to preservation encompassing a variety of collections care programs. Realistic, efficient and sustainable approaches to collection housing, space planning, environmental management, facilities care, emergency preparedness and much more are discussed.
Cullingford, Alison, The Special Collections Handbook (Third Edition), 2022.
The handbook is a comprehensive desk reference providing the essential principles, skills and knowledge to manage special collections in any setting and covering all aspects of special collections work. This third edition has been revised and updated to incorporate the many developments in the field, reflecting the growth and dynamism of the sector and the complexity of the environment in which we operate.
Accart, Jean-Philippe, Regards croisés sur les métiers des sciences de l’information, 2022.
The book outlines developments taking place in library science, archives, documentation and museums. At a time when references to memory, heritage and books are being supplanted by references to digital technology and social networks, it is becoming urgent to reflect on the purpose of these services. Through numerous examples and testimonials, the essay demonstrates how these services complement and enrich each other.