Closed and retained records are not inserted into digital surrogates. Priority: 9

[ggrannum]

Many digital surrogates contain pages have been extracted as closed or retained. As these pages are opened there needs to be a process to identify, scan and insert the pages into the parent document.

This was raised at January's Discovery Board and GG asked to write a paper outlining the issues and processes.

benefit for user = 3 - users get a complete and accurate record benefit for TNA = 3 - we get improved processes. Confidence in the accuracy of the digital record business priority = 0 impact of doing nothing = 3 - there is divergence between analogue and digital versions. Resales are incomplete. Time is spend managing complaints

[ggrannum]

There are 5 scenarios which need to be investigated:

1. Digitised record contains closed or retained extracts and redactions
2. Digitised record contains previously closed or retained extracts and redactions which have not been added to digital record
3. Digitised record contains redactions to open information which is restricted for publication
4. Digitised record comprises one or more selected pages the rest has not been digitised
5. Digitised because the accessioned document is obsolete format (eg microfilm) but cannot be published due to DPA or other grounds. For example eg DT 12/24-26 which is on microfiche. I notice that these are actually orderable even though the description says “The Office currently has no facilities for reading this microfiche format” see for example http://discovery.nationalarchives.gov.uk/details/r/C291596

This relates to digital downloads and licensing projects

[ggrannum]

Arrange interviews with the following people to understand current processes when closed or retained or redacted pages or text are opened and available for publishing:

• [ ] Digital Downloads

• [x] Accessions

• [x] DSD

• [x] Catalogue team

• [ ] Licensing - are we informed when papers are redacted by licensee? How are closed or retained pages updated?

• [ ] FOI

• [ ] Digital Preservation

[ggrannum]

Questions to ask:

• do redactions on open records have a date when they can be unredacted and published?

• Do we know which pages are to be replaced?

• Do we inform the researchers the date the information was made available? And what information has been changed?

• When closed or retained records accessioned how does anyone know if the parent has been digitised and therefore need to be inserted?

• Do we know who has digitised copies which need to be updated?

• Is the master digitised file updated?

• What are the processes to update the copies and master files?