Collaboration

DEFINITION: Digital preservation is a shared responsibility so the organization with a mandate to preserve electronic government records in accordance with accepted digital preservation standards and best practices is well served by maintaining and promoting collaboration among its internal and external stakeholders. Interdependencies between and among the operations of records producing units of government, legal and statutory requirements, information technology policies and governance, and historical accountability should be systematically addressed.

Note: This element is based on the archives as being the organization with a mandate to preserve electronic government record; your archives may not fulfill this duty in your state.  However, collaboration on a part time or long-term basis are beneficial for all parties involved.  

 
 Level 0   No collaborative digital preservation environment exists in the state/territory.
 Level 1 The Archives/RM unit is working to establish a framework for collaborative engagement on digital preservation issues in the state/territory. 
 Level 2 Level 2a: Under a collaborative digital preservation framework the Archives/RM unit has successfully engaged or currently engaged in identifying specific digital preservation requirements for selected records producing units. 

Level 2b: Under its collaborative digital preservation framework the Archives/RM unit has successfully engaged or is currently engaged in one or more collaborative digital preservation projects with external stakeholders. 
 Level 3 Under its collaborative digital preservation framework, the Archives/RM unit has successfully engaged in or is currently engaged in identifying the specific digital preservation requirements of most records producing units.
 Level 4 The Archives/RM unit continuously monitors and updates the collaborative framework of digital preservation requirements of all records producing units.

 

Resources

Resources associated with the Collaboration Framework element assists with providing background information and useful examples that can be consulted when trying to work collaboratively or develop a collaboration framework.

Definition 

Digital preservation is a shared responsibility so the organization with a mandate to preserve electronic government records in accordance with accepted digital preservation standards and best practices is well served by maintaining and promoting collaboration among its internal and external stakeholders. Interdependencies between and among the operations of records producing units of government, legal and statutory requirements, information technology policies and governance, and historical accountability should be systematically addressed.

Note: This element is based on the archives as being the organization with a mandate to preserve electronic government record; your archives may not fulfill this duty in your state. However, collaboration on a part time or long-term basis are beneficial for all parties involved. 

Level 0 

No collaborative digital preservation environment exists in the state/territory. 

Move to Level 1:  Begin to develop a framework on which collaborative engagements can be established based on digital preservation issues in the state/territory.  Work to understand the digital preservation issues of your state.  What are your mandates?  Who is in charge of what records?  Doing this investigation and understanding your environment forms the basis on which collaborations and partnerships can be built upon.  A framework provides the structure on which agreements can be made and expectations are stated.  

Jump to Level 2:  The Archives/RM unit is successfully engaged with selected record producing units in identifying specific digital preservation requirements for these units. [2a] The archives/RM unit might have also successfully or is currently collaborating with external stakeholders on a digital preservation project. [2b] 

Level 1 

The Archives/RM unit is working to establish a framework for collaborative engagement on digital preservation issues in the state/territory.

Move to Level 2:  The Archives/RM unit is successfully engaged with selected record producing units in identifying specific digital preservation requirements for these units. [2a] The archives/RM unit might have also successfully or is currently collaborating with external stakeholders on a digital preservation project. [2b]

Jump to Level 3:  Using the developed collaborative digital preservation framework, the archives/RM unit has successfully engaged or is currently engaged in identifying digital preservation requirements of MOST record producing units. 

Level 2a 

Under a collaborative digital preservation framework the Archives/RM unit has successfully engaged or currently engaged in identifying specific digital preservation requirements for selected records producing units.

Level 2b 

Under its collaborative digital preservation framework the Archives/RM unit has successfully engaged or is currently engaged in one or more collaborative digital preservation projects with external stakeholders.  

Move to Level 3:  Using the developed collaborative digital preservation framework, the archives/RM unit has successfully engaged or is currently engaged in identifying digital preservation requirements of MOST record producing units.

Jump to Level 4:  Moving forward, the archives/RM unit continuously monitors and updates the collaborative framework of digital preservation requirements for ALL record producing units as needed. 

Level 3 

Under its collaborative digital preservation framework the Archives/RM unit has successfully engaged in or is currently engaged in identifying the specific digital preservation requirements of most records producing units. 

Move to Level 4:  Moving forward, the archives/RM unit continuously monitors and updates the collaborative framework of digital preservation requirements for ALL record producing units as needed. 

Level 4

The Archives/RM unit continuously monitors and updates the collaborative framework of digital preservation requirements of all records producing units. 

Helpful Hints 

Even if you are not mandated to preserve or provide access to ALL electronic government records, it will be helpful for the archive unit to complete an assessment of its operations and 1) identify where they overlap with that of other agencies or institutions, 2) pinpoint where they lack intellectual, technical, and financial resources, 3) find other professionals and parters for knowledge exchange, and 4) actively seek collaboration where it benefits from collaborations and as well as supports other initiatives. 

Collaboration Examples

Requirements Documents

One type of 'requirement' for digital preservation that might be made to to accept only certain types of file formats into the archive which policy or guideline documents may address.

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