Taking the plunge: digital archives at HSBC
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1 Taking the plunge: digital archives at HSBC ICA, SBA conference Milan, June 2015 By: Tina Staples Global Head of Archives, HSBC
2 Welcome 1 HSBC s photographic and multimedia collections 2 The drivers, business case and design of a Digital Archives system 3 Exploiting the collections 2
3 HSBC Archives: yesteryear 3
4 The collections: photographic Photographs have underpinned the work and reputation of HSBC Archives for many years 4
5 The collections: 150th anniversary Documentary films HK$150 commemorative banknote Commissioned sculptures Head office lightshow animation HK Archives Centre refurbishment Coffee table book HK Maritime Museum exhibition High profile projects inspired by our rich photographic collections 5
6 The collections: digital content Digital copies Born-digital deposits Photographs > TIFF MS PowerPoints presentations Oral history cassette tapes > WAV Webpages Oral history transcripts > scanned with OCR s VHS tapes > WMV/MPEG Often multimedia e.g. with embedded images/films Static digital text and image files How to capture; store; track; preserve and manage? Rapidly expanding digital content requiring a strategic solution 6
7 Digital Archives system: the drivers Enhanced security around record storage, plus access levels/activity rights applied to specific user roles Global collaboration for discretely managed collections in different locations Thumbnail images in the catalogue and one click links to digital records in storage Capacity to handle large volumes and large file sizes Encompassing all records Physical, born-digital and digital copies Holistic approach to the archives management process: Capture > storage > appraisal > accession> cataloguing > preservation > access Automation and regulation of processes where possible (e.g. automated capture of technical metadata) Preservation workflows capable of forward migrating records en masse EDRM integration with automated record transfer workflows Search, report and audit facilities with customable MI Aiming high in the knowledge that compromises would be inevitable! 7
8 Digital Archives system: the business case For the archivists For our clients For researchers 70+ countries 266,000 colleagues 51 million customers Knowledge management Long-term preservation 8
9 Digital Archives system: the design Selected solution: Integrated Calm and Preservica CALM Databases x4 HTTPS-SOAP Web Service Calm API in IIS x4 3 TCP Ports Per instance Axiell s CALM software provides CALM Dscrib service x4 regional Archive catalogues for both physical and digital content. It stores descriptive metadata and provides search functionality. It does not store the CALM actual Image Store content; x4 one-click links take the user to digital records All four CALM instances can share the same physical image store that could be sub-divided by archive eg /image/uk CALM Ckients with Cittrix Server SDB JobQueue 3 TCP Ports Network access Preservica s Enterprise Edition Calm Clients Running On Internal Network LAN/WAN software provides secure ingest, storage and preservation strategies Citrix Client running on to safeguard born-digital records and digital copies of physical records. It provides sophisticated search and access functionality. Internal Network LAN/WAN WinSCP on internal Network LAN/WAN Http/https link to launch SDB for selected recod CALM Image Store x4 SDB Databases on Central DB Server Download Area SDB Application 3 TCP Ports Ingest Area SDB SIP Creator desktop application on internal Network LAN/WAN SDB web page in browser on internal Network LAN/WAN 9
10 Digital Archives system: highlights + Positive - Negative Digital repository = OAIS compliant Separate catalogues enable local management of the records A single, centralised digital repository enables global access to Open records Technical metadata automatically captured Original file structures of digital records retained > corresponding catalogue entries automatically created on ingest > with one click links between the catalogue entry and the record Digital copies linked directly to existing catalogue entries Incorporates PRONOM to guide preservation actions Off the shelf (with some customisation) and vendor supported Separate software applications and 2 vendors > reliant on complex synchronisation Are cataloguing systems and standards really keeping pace with the digital environment? 10
11 Exploiting the collections: thumbnails Encouraging more digitisation 11
12 Exploiting the collections: downloading & watermarking Currently controlled by the archivists > third party access planned 12
13 Exploiting the collections: server-side rendering A major breakthrough for audio visual content and website harvesting 13
14 Exploiting the collections: full text searching A major breakthrough for text-based documents 14
15 HSBC Archives: today 15
16 Thank you 16
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