CAARA collaborates in the development of practical strategies to enable the creation, preservation, and access to born-digital and digitized records.

Completed Products

ADRI collaborates in the development of practical strategies to enable the creation, preservation and access to born-digital and digitised records. Upon completion of the project, the outcomes are released to all members. Following is a list of all completed products to date. For further information on any of the products, click on the product title.

Microsoft 365

Information management requirements for software-as-a-service

Sustainable digital file formats for creating and using records

Aconex Recordkeeping Enhancement Project

Digital records competencies for staff in government agencies

Recordkeeping and social media statement

Advice on managing the recordkeeping risks associated with cloud computing

ADRI Digital record exchange specification

Principles and functional requirements in electronic office environments

Statement on the application of digital rights management technology to public records

Digital record export standard

Microsoft 365 Project Manager: Peter Francis (PROV)

Microsoft 365 (previously known as Office 365)

is a suite of online products that includes SharePoint Online and is provided as a set of cloud-based subscription services. CAARA’s Functional Requirements for Managing Records in Microsoft 365 provides high-level principles and requirements for effective records management within M365. These requirements may be met wholly or in part by the use of third-party products or organisational processes as long as the overall performance of the ‘system’ is compliant. The minimum requirements that an agency will need to meet will be dependent on their business needs, regulatory and legislative environment and level of risk.

Improving digital transfers Project Manager: David Brown (PROV)

This project aimed to identify opportunities to improve digital transfer from agencies to archives.

The project identified opportunities to improve the digital transfer process (that could be addressed by subsequent ADRI projects) and document the process, techniques, and tools used by jurisdictions in carrying out a digital transfer.
The following reports have been produced:

Shared Digital Archives
Improving Digital Transfer Project Report (CAARA)
Improving Digital Transfer Report (ADRI)

Information Management Requirements for Software-as-a-Service

The use of Software-as-a-Service (SaaS) products has many advantages for government organisations.

However, government organisations are at a significant risk of breaching legal and practical information management obligations unless IM requirements are addressed during the procurement of these systems. CAARA’s Information Management Requirements for Software-as-a-Service guidance assists organisations in managing this risk, ensuring continued access to information.

Sustainable Digital File Formats for Creating and Using Records

The guidance is designed to assist government organisations in managing the risk of technology obsolescence. The guidance recommends a suite of formats, most of which are already in widespread use. The guidance also includes a set of characteristics that sustainable formats share so that, where the recommended formats aren’t suitable, government organisations can use these characteristics to identify the best possible sustainable format for their needs.

Aconex Recordkeeping Enhancement Project

Aconex is a project management and collaboration software system that is used extensively throughout Australia and other jurisdictions.

This project aimed to review and assess the project management software to establish the essential records management components which need to be incorporated within the software for better management and capture of strategic project information during the life of each project and beyond.

Digital records competencies for staff in government agencies

The object of the project was to create a broadly applicable Capability Matrix

for digital information and records management (IRM) that can be used by individuals and organisations to identify the skills and knowledge needed to flourish in the digital age as professional information and records managers.

The project aimed to review and test the work of the NAA’s Capability Matrix v.2 for application in a broader context and build on the matrix to create a tool that can be used by other jurisdictions and levels of government/authority.

Project discontinued: In August 2018 the project team agreed to discontinue this project as members were not able to commit adequate resources to deliver on the Project Charter milestones.