Institutional memory

2. Agenda
• Rationale
• LIASA Online Environment
• Digital Preservation
• Institutional Memory
• Role of Secretary
• What to preserve?
• Workflow
• Uploading digital content

3. Rationale
Strategic Objective: Good Governance
Theme 5: Good Governance: Provide and maintain
good governance structures for financial growth,
accountability and sustainability.

4. LIASA Online Environment
Web
www.liasa.org.za
Events
IR
Webinar
Blogs
Wikis
Mail
LMS
Social
Media

5. Digital Preservation
“Digital preservation combines policies, strategies
and actions to ensure access to content that is born
digital or converted to digital form regardless of the
challenges of file corruption, media failure and
technological change. The goal of digital preservation
is the most accurate rendering possible of
authenticated content over time.”
Source: http://www.ala.org/alcts/resources/preserv/2009def

6. Institutional Knowledge
Institutional
Knowledge: When
employees leave,
what do we lose?

7. Role of Secretary
• Digital filing of all IG/Branch documentation
• Submit using Branch/IG Gmail profile, eg:
Username: heligliasa@gmail.com
Password: *************

8. What to preserve?
• Branch, IG, Standing Committee …
• Governance Manuals (annually)
• Quarterly & Annual Reports, incl. Financial Statements
• Meeting Notices, Agendas & Minutes
• Invoice Registries
• Certificate Registries
• Strategic & Action Planning Documents
• Photos, videos and other media
• Letters, emails, official communication
• Attendance registers
• Newsletters
• SAJLIS, LIT – Governance Documentation, Agendas,
Minutes etc.
• Copyright/Creative Commons Licensing/Permissions

9. Work in Progress
• Branch, IG, Standing Committee …
• Gmail
• Google Drive
• Google Docs
• Google Sheets
• Google Forms
• And more ….

10. Google Drive

11. Full Text Files
• Protected – not Open Access
• Open file formats
• Digitally born/scanned (OCR)/converted files
• Final completed file (document)
• Documentation (print) to be uploaded in
MSWord or PDF format
• Minimum metadata to be assigned:
Owner/Author, Title, Date, Keywords,
Description
• Describe item uploaded as comprehensively
possible, for better retrieval

12. File Names
• Assign and correct before uploading to LR
• Brief but descriptive
• Lower case
• Numbering/date
• No spaces
• Eg: minutes_01aug2016_helig.pdf

13. Electronic Workflow
Submit
(Secretary)
Verified
(LNO)
Collection
(LNO)
Archive
(Access on
request)

14. Implementation
• Phase 1: Installation & setting up
• Phase 2: Uploading
• Phase 3: Sorting
• Phase 4: Accessibility & Permissions

15. Uploading Digital Content

16. http://www.liasa.org.za/documentation/

17. Upload to
“Submissions
Collection”
http://www.liasa-new.org.za:8080

18. Register if your first time using the LIASA Repository

19. System will send verification email

20. Click on link in email to verify

21. Complete your profile & complete registration

22. Confirmation of successful registration
LNO will receive confirmation that a new profile was
created and will assign submission rights.

23. In future, simply login with email & password

24. Submit: once logged in, click on Submissions

25. Click on Start a new Submission

26. Select the Collection to submit to: Submissions

27. Start describing the item ….. (1)

28. Start describing the item …..

29. Start describing the item ….. (2)

30. Upload full text file/s ….. (3)

31. Upload full text file/s….. (3)

32. Review submission….. (4)

33. License….. (5)

34. Submission complete ….

35. Item in LIASA Repository
LNO has access. Will move item to Branch/IG Collection. Branch/IG will
be granted access to own Collections. Inquiries for access: LNO

36. Confirmation email – successful submission

37. Activity
• Login
• Submit file to “Submissions”
• 5 min ……