digital storage & other issues graham chapman information & data architect
TRANSCRIPT
Digital Storage&
Other Issues
Graham Chapman
Information & Data Architect
MoJ Enterprise Architecture – Digital Storage 2
Scanning is Easy
MoJ Enterprise Architecture – Digital Storage 3
NOT!
MoJ Enterprise Architecture – Digital Storage 4
Case Study #1: An SOE
• Building Move
• No more than two boxes
• MFDs for scanning
• Skips for rubbish
MoJ Enterprise Architecture – Digital Storage 5
Current State
1,200Printers & MFPs
Unsupported scanners & devices
Standalone Faxes with variable support 200 Photocopiers –
not used for printing
Future State
MFDs used for printing, copying, faxing and scan to
ECM, supporting both colour and monochrome
Few specialist printing and scanning devices (eg label,
negatives, counter)
Bulk printing & scanning mostly
outsourced
Fax Gateway and enterprise content
management (ECM) system
ContentStorage
Secure printing, desktop faxing & self service print setup
Vendors
Service Providers
Case Study #2: MoJ
MoJ Enterprise Architecture – Digital Storage 6
The Future State
Capability added – secure printing, desk top faxing, scanning, ECM integration & self service printer setup
Compliance – enables fax and scanning compliance with security requirements of Public Records Act and NZSIT 502
Open plan office spaces will generally only be served by multifunction devices (MFDs) combining duplex A3 and colour capability with print, copy, scan and fax (via gateway) capability.
Secure/sensitive printing will be supported via pull-printing using appropriate authentication (eg pin, card or token). The default will be monochrome duplex printing.
MoJ Enterprise Architecture – Digital Storage 7
Policies (Sample) MFDs are to be provided based on actual print type and quantities,
maximum acceptable waiting time and the requirement to maintain business with one device out of service
Specialist devices will only be used for specialist need (eg negative scanning, batch printing, courtrooms, A1 printing etc)
All printing/scanning services will encrypt traffic across the network. Similarly all mass storage that caches print/scan content must be encrypted and have robust overwrite protection
Higher volume print and scan jobs which do not involve sensitive material may be undertaken by outsource service providers
MoJ Enterprise Architecture – Digital Storage 8
Future State Standards (Sample) Ministry of Justice: Interim Security Policy, D Mollan 2005 Government Communications Security Bureau (GCSB) standard
series NZSIT 400 & 500. In particular NZ Security of Information Technology Standards NZSIT 502 – The use of Digital Photocopiers and Multi-Function Devices within NZ Government
Ministry of Justice: Security Standard – Multi Function Devices V1.1 28 June 2006 and later revisions
Digitisation Standard – Archives NZ Government Recordkeeping Group
Public Records Act 2005 – requirements for holding and transfer of records
JSR170 – MFD to ECM interfacing
MoJ Enterprise Architecture – Digital Storage 9
Digitisation Considerations
MoJ Enterprise Architecture – Digital Storage 10
Mandatory Requirements
MoJ Enterprise Architecture – Digital Storage 11
Mandatory Requirements (Cont.)
MoJ Enterprise Architecture – Digital Storage 12
Definitions
MoJ Enterprise Architecture – Digital Storage 13
A Multi-Function Device: the Scanner Part
One page out of 132 pages dealing with just the Scanner part of our Ricoh Aficio 3245C MFD
Part of the technical specifications from the standard.
MoJ Enterprise Architecture – Digital Storage 14
And then into storage …
MoJ Enterprise Architecture – Digital Storage 15
What about the rest of the digital content?
MoJ Enterprise Architecture – Digital Storage 16
Storing Digital Content
• Documents in file shares …
• Documents in other applications …
• Process diagrams & workflows …
• Audio …
• Video …
• Images …
• Maps …
• Reports …
Questions ?