Australasian Digital Recordkeeping Initiative
The Australasian Digital Recordkeeping Initiative (ADRI) is a collaboration between all ten national, state and territory government record institutions in Australia and New Zealand. ADRI is a working group of CAARA.
View the Work Items Schedule of all current ADRI projects (redirects to ADRI wiki).
Completed ADRI Products released in 2012:
The State Records Authority of New South Wales in collaboration with Public Record Office Victoria have recently completed and published a Glossy of Disposal Triggers. This glossary of disposal triggers was developed as a reference resource to define the terms and meanings of commonly used triggers in ADRI disposal authorities. It will assist in:
- promoting greater consistency in the terms used in Australian and New Zealand disposal authorities
- the automation of triggers in electronic document and records management systems (EDRMS)
- ensuring consistency in records retention across the sectors.
The ADRI Glossary of Disposal Triggers can be accessed via the ADRI Wiki by clicking here
Core Recordkeeping Functions Profile: Single Function Business Application
In 2008 the International Council on Archives (ICA) launched the Principles and Functional Requirements for Records in Electronic Office Environments (available as ISO 16175). In order to improve the usefulness of this work, Public Record Office Victoria (PROV) developed simplified versions of Part 3 of Principles and Functional Requirements for Records in Electronic Office Environments for use within the Victorian government.
The simplified functional specifications focus on two specific implementation scenarios. The first was where the records would be created, managed, and disposed of within a business application. The business application was assumed to be based on relational database technology and would support a single business function within an agency (this scenario is common within government). The second implementation scenario was where the records would be created within a business application, but would be moved within a short period of time to a record system where they would be managed and disposed of. This scenario was expected to be common in transaction based systems where it was not desirable for the business application to have to keep records.
PROV’s simplified functional specifications were included within a follow-up project by the ICA on providing guidance for the Principles and Functional Requirements. These were formally launched at the ICA Congress in 2012..
Online Retention and Disposal Application (ORDA)
The State Records Office WA (SROWA) was the lead agency in this project developing the Online Retention and Disposal Application (ORDA) in consultation with ADRI members. ORDA is a dedicated system that facilitates the development and management of records disposal authorities.
The SROWA completed development in February 2012 and ORDA became fully operational in July 2012 and went live for WA government agency use in September 2012.
SROWA have allowed ADRI members to use ORDA and the Public Record Office Victoria and the Tasmanian Archive and Heritage Office are now deploying ORDA within their jurisdictions. The SROWA remains committed to sharing the source code with ADRI members who wish to adopt ORDA within their jurisdiction at no charge. The intellectual property for the system will reside with the SROWA but ADRI members may customise the software for their own purposes.
In summary, ORDA:
- Provides government agencies with the ability to draft their disposal authority via the system’s template, or to import it if developed using desktop or 3rd party software;
- Provides the ability to review the disposal authority via the system and tag comments against specific parts of it;
- Manages workflow processes from initial registration to finalisation/approval of disposal authorities, and captures each version of the disposal authority as it progresses through the workflow;
- Exports disposal authorities in different formats to serve approval processes (e.g. Word version) as well as recordkeeping system integration (e.g. XML version);
- Provides reporting capabilities for administrative purposes as well as allowing the harvesting of disposal authority data for different business activities within the SROWA.
As ORDA provides a central database of government records retention and disposal decisions, the application provides capability to search for existing precedents (once the system becomes populated with disposal authorities), which supports the consistency of decision-making when individual disposal authorities are being drafted.
For any further enquiries about ORDA, please contact sro@sro.wa.gov.au