The inevitability of digital transfer. How prepared are UK public bodies for the transfer of born-digital records to the archives?
| Date | 11 March 2019 |
| Pages | 224-239 |
| DOI | https://doi.org/10.1108/RMJ-09-2018-0040 |
| Published date | 11 March 2019 |
| Author | Lale Özdemir |
| Subject Matter | Information & knowledge management,Information management & governance |
The inevitability of
digital transfer
How prepared are UK public bodies for the
transfer of born-digital records to the archives?
Lale Özdemir
Marmara Universitesi Fen-Edebiyat Fakultesi, Istanbul, Turkey
Abstract
Purpose –This paper aims to assesshow prepared public bodies are for the transfer of born-digitalrecords
to the National Archives(TNA) of the UK in line with the reduction in the transfer rule from 30 to 20 years.
Design/methodology/approach –The change in the transfer rule means that records of UK public
bodies will be transferred to TNA for permanentpreservation at 20 years as opposed to 30 years old. This
move, which has been described as a major change that is going to be introduced in a manageable and
affordable way (20-year rule, The National Archives), will inevitably witness the transfer of born-digital
records to the archives much earlier than wouldhave been the case if the change in the transfer rule had not
been made. This paper reportson research carried out in the winter of 2017 on the extent to which UK public
bodies are prepared for the transfer of born-digital records to TNA. Research was based on a survey of 23
public bodies which included ministries,charities and non-departmental public bodies. The target population
was predominantlypublic bodies that had the highest levelof transfer of records to TNA. The justificationfor
this lies in the fact that these bodies, amongst others, transfer the most records to TNA, thus it would be
interesting to gain an insightinto how prepared these relatively larger public bodiesare with regard to born-
digital transfer. The remaining public bodies were chosen randomly amongstnon-ministerial departments.
The primary areas underanalysis are plans of public bodies for the transfer of born-digitalrecords, processes
for transfer to be undertakensuch as selection, appraisal etc., the use of technology in sensitivity reviewand
the triggerdate for the transfer of records.
Findings –An analysis of the research findings found that while a few UK public bodies surveyed had
transferred datasets withinthe framework of the TNA Government Datasets (NDAD) initiative or as part of
an inquiry, only onepublic body had transferred other born-digital recordsto TNA. The findings also reveal
that most public bodies are yet to plan for,or to adjust, their current archival processes to take into account
the different mind-set and skills required for the transfer of born-digital records.The level of preparedness
is therefore limitedprimarily because public bodies have yet toundertake a transfer of born-digital records to
the archives. The research findings also revealed that public bodies had not as yet made adjustments or
changes to current practice to take into accountthe issues relating to the processing of born-digital records
prior to transfer.
Research limitations/implications –The findings of the research at hand are based on a survey
submittedelectronically to twenty-three public bodieswith the aim of assessing how prepared they are for the
transfer of born-digitalrecords to the National Archives (TNA). The survey was sentto 27 public bodies with
responses received by 23 publicbodies. The survey sent to these bodies comprises eight questionsthat were
deemed to be important in the current digital landscapewith regard to the processes involved in the transfer
of records, beginningfrom their creation. Thus, an element of subjectivityexists with regard to the outcome of
the research, as the publicbodies chosen were guided in prioritising any issues about digital transferthrough
the questions posed. The research carried out is also limited in that it focuses primarily on ministerial
departments (14 of the 23 surveyed) and also constitutes a very small sample of UK publicbodies overall.
However, the originalityof the data obtained through the study carried out by far outweighs the limitations of
the researchmethodology.
Originality/value –This paper highlights that the transfer of born-digital records through original
research amongst the 23 public bodies surveyed is not widespread, and that processes and procedures
specifically for the management of processes for born-digital records are yet to be implemented. The study
RMJ
29,1/2
224
Received30 September 2018
Revised14 December 2018
Accepted15 December 2018
RecordsManagement Journal
Vol.29 No. 1/2, 2019
pp. 224-239
© Emerald Publishing Limited
0956-5698
DOI 10.1108/RMJ-09-2018-0040
The current issue and full text archive of this journal is available on Emerald Insight at:
www.emeraldinsight.com/0956-5698.htm
concludes that long-term planning for the transfer of born-digital records is yetto be undertaken and that
public bodies are more likely to deal withthe issue when their digital records are closer to reaching the point
of transfer.
Keywords Records management, Born-digital records, Digital transfer
Paper type Research paper
Introduction
This article will focus on the preparedness of UK public bodies to transfer born-digital
records to TNA in terms of the comprehension, and planning for, of the processes that
are required for the transfer of born-digital records to the archives. Archives are legally
charged with preserving the national memory through the transfer of records that are
now, almost always, created in a digital environment. Effective information governance
in organisations is achieved through the management of information assets in terms of
transparency, accountability and risk management, with the aim of supporting
corporate governance to meet business outcomes. Information governance is important
within the context of archiving for a number of reasons, but, namely, for the following:
first, archivists, and by extension all information professionals, are no longer solely the
keepers of records but also need to be pro-active as auditors (Kallberg, 2012). Those
responsible for knowledge and information management play a critical role in the
management of information assets. This in turn, contributes to the effective
implementation of information governance through the management of digital
information from its creation. Second, some of the born-digital records managed as
assets in the public sector in terms of regulatory, legal and operational requirements
will later be transferred to TNA. The management of born-digital records through the
application of processes and procedures bespoke to the management of digital records
should be undertaken, such as digital appraisal and sensitivity review, by information
professionals, thus ensuring that the nation’sofficial historical memory is preserved
and accessible in the future. In terms of information governance, The Advisory Council
on National Records and Archives which has a statutory role as an independent body to
advise the Secretary of State for Digital, Culture, Media and Sport on issues relating to
records management, also plays an important role in the UK public records system. The
Council represents the public interest with regard to the preservation and access to
public records and thus adds an additional layer of scrutiny to the decision of public
bodies to close records upon transfer to the archives. In the way of an example, The
Council was content to recommend that permission be granted to retain their legacy
records for the 12-month period requested by HM Land Registry but the Department for
Work and Pensions was given a two-year retention period instead of the requested five
years (Advisory Council Reports). This highlights the role the Council plays in helping
to ensure that record keeping in UK public bodies is and remains transparent and
accountable.
The approach of the UK National Archives to digital transfer is changing in line
with developments in the technological and legislative landscape. In terms of its
strategic goal on all digital things, TNA aims to transition from being a first generation
archive to becoming a second-generation archive. The current practice of the first
generation archive leans heavily on archival practice devised for the preservation of
paper records (Digital Strategy, The National Archives). The vision to develop into a
second-generation archive was published in 2017 and focuses on the disruptive nature
that TNA plans to adopt over the next few years. This will entail the overhaul of
Transfer of
born-digital
records
225
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