By: Tina Staples Global Head of Archives, HSBC

ICA, SBA conference – Milan, June 2015 Taking the plunge: digital archives at HSBC

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HSBC’s photographic and multimedia collections

The drivers, business case and design of a Digital Archives system

Exploiting the collections

Welcome

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HSBC Archives: yesteryear

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The collections: photographic

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Photographs have underpinned the work and reputation of HSBC Archives for many years

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The collections: 150th anniversary

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High profile projects inspired by our rich photographic collections

Documentary films

HK$150 commemorative banknote

Head office lightshow animation

Commissioned sculptures

HK Archives Centre refurbishment

Coffee table book

HK Maritime Museum exhibition

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The collections: digital content

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Rapidly expanding digital content requiring a strategic solution

How to capture; store; track; preserve and manage?

Photographs > TIFF Oral history cassette tapes > WAV Oral history transcripts > scanned with OCR VHS tapes > WMV/MPEG

Digital copies

MS PowerPoints presentations Webpages Emails

– Often multimedia e.g. with embedded images/films

Static digital text and image files

Born-digital deposits

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Digital Archives system: the drivers

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Aiming high in the knowledge that compromises would be inevitable!

Encompassing all records – Physical, born-digital and digital copies

Holistic approach to the archives management process: – Capture > storage > appraisal > accession>

cataloguing > preservation > access

Global collaboration for

discretely managed collections in

different locations

Capacity to handle large volumes and

large file sizes

Preservation workflows capable

of forward migrating records

en masse EDRM integration

with automated record transfer

workflows

Automation and regulation of

processes where possible (e.g.

automated capture of technical metadata)

Search, report and audit facilities with customable MI

Enhanced security around record storage,

plus access levels/activity rights applied to specific

user roles

Thumbnail images in the

catalogue and ‘one click’ links to

digital records in storage

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Digital Archives system: the business case

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►For the archivists ►For our clients ►For researchers

►Knowledge management ►Long-term preservation

70+ countries 266,000 colleagues 51 million customers

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Digital Archives system: the design

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Preservica’s Enterprise Edition software provides secure ingest, storage and preservation strategies to safeguard born-digital records and digital copies of physical records. It provides sophisticated search and access functionality.

Axiell’s CALM software provides regional Archive catalogues for both physical and digital content. It stores descriptive metadata and provides search functionality. It does not store the actual content; one-click links take the user to digital records

Selected solution: Integrated Calm and Preservica

CALM Databases x4

CALM Dscrib service x4

Calm API in IIS x4

CALM Image Store x4

CALM Ckients with Cittrix Server

CALM Image Store x4 SDB Databases on Central DB Server

All four CALM instances can share the same physical image store that could be sub-divided by archive eg…/image/UK

Download Area

SDB SIP Creator desktop application on internal

Network LAN/WAN

SDB web page in browser on internal Network

LAN/WAN

WinSCP on internal Network LAN/WAN

Citrix Client running on Internal Network LAN/WAN

Calm Clients Running On Internal Network LAN/WAN

Http/https link to launch

SD

B for selected recod

3 TCP Ports

3 TCP Ports Network access

HTTPS-SOAP Web Service

3 TCP Ports Per instance

Ingest Area

SDB Application

SDB JobQueue

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Separate software applications and 2 vendors > reliant on complex synchronisation

Are cataloguing systems and standards really keeping pace with the digital environment?

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

Digital Archives system: highlights

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Positive + Negative -

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Exploiting the collections: thumbnails

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Encouraging more digitisation…

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Exploiting the collections: downloading & watermarking

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Currently controlled by the archivists > third party access planned

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Exploiting the collections: server-side rendering

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A major breakthrough for audio visual content and website harvesting

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Exploiting the collections: full text searching

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A major breakthrough for text-based documents

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HSBC Archives: today

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Thank you

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