Transport for NSW (TfNSW)

Recordkeeping Innovation worked with Transport for NSW (TfNSW) to develop a digital archiving strategy aimed at preserving the agency’s high-value records and information. TfNSW recognised the need to strategically plan for the ongoing management and preservation of its high value records and information to ensure continued access to the Agencies valuable information assets. The Agency was seeking a partner to work closely with TfNSW Archivists and information management practitioners to develop a digital archiving policy and strategy. The strategy documents provided the overarching direction for digital archiving and preservation across the Transport cluster to support the Department’s progression in implementing best practice digital archival solutions beyond traditional EDRMS systems. By focusing on strategic priorities, the project equips TfNSW with the tools and guidance needed to safeguard its key digital assets, ensuring they remain accessible and secure for the future.

Client

Transport for NSW (TfNSW)

Industry

State Government

Service

Digital Preservation and Archival Planning

Context

TfNSW is a statutory authority managing safe, integrated and efficient transport services. Functions include transport planning, intelligent systems, regional network coordination, service delivery, licensing and registration, strategy, policy, program and project management, procurement across all modes of transport.   

TfNSW is committed to preserving digital information and data asserts that have business significance, have enduring informational or evidential value and / or have archival value to Transport. Simple and effective strategies and methodologies were needed to manage and preserve information assets to support the long-term management of the assets so that they are accessible, useable and can inform decision making, support the rights of customers and provide an important archival legacy to NSW. 

Our Role

Recordkeeping Innovation collaborated with Transport for NSW (TfNSW) to create a comprehensive digital archiving strategy tailored to the agency’s needs. By engaging closely with TfNSW’s Archives Team and other stakeholders, we ensured the strategy addressed the preservation of high-value digital assets and supported long-term information governance goals. 

Collaborative Approach to Understanding TfNSW’s Needs 

We worked alongside the Archives Team to identify priorities and strategic requirements for digital preservation. This included: 

  • Conducting workshops with key stakeholders to define the scope, goals, objectives, and principles for the digital preservation strategy. 
  • Identifying key initiatives and desired outcomes for records retention, disposal, and ongoing access. 
  • Reviewing existing information asset registers and vital records frameworks to determine storage locations, risk profiles, formats, and custodianship. 
  • Assessing current processes for appraisal, preservation planning, and conservation, and identifying gaps. 
  • Consulting on legacy data migration, system decommissioning, and the management of obsolete records. 

Comprehensive Strategy Development 

The resulting strategy provided a robust framework to guide TfNSW in addressing the long-term management and preservation of digital records. Key elements included: 

  • Strategic Principles: Clear principles to underpin the archival management and preservation of digital assets. 
  • Prioritisation Methodology: A system for identifying and focusing on high-value or high-risk digital assets. 
  • Retention and Migration Strategies: Recommendations for managing vital records, decommissioning legacy systems, and preserving digital assets. 
  • Technical and Infrastructure Guidance: High-level functional requirements for a digital repository, including metadata standards, preservation file formats, and access protocols. 
  • Capability Frameworks: Assessment of the capability and capacity required for effective digital preservation, aligned with industry best practices. 
  • Roles and Responsibilities: Definition of stakeholder roles, including interdependencies between data custodians, ICT, and archival teams. 

Supporting TfNSW’s Future Vision 

The strategy equips TfNSW with a clear roadmap for implementing best-practice digital archiving and preservation solutions. By addressing critical areas such as systems decommissioning, metadata requirements, and the integration of digital repositories, the framework ensures the agency can safeguard its high-value records while meeting operational and regulatory requirements. 

This comprehensive approach reflects TfNSW’s commitment to effective information governance and sets the foundation for a resilient digital preservation program. 

Client Outcomes

The digital archiving and preservation strategy delivered significant benefits for Transport for NSW, including: 

  • Sustainable Management: High-value and high-risk digital information and data assets are now identified, preserved, and managed for as long as required. 
  • Protection and Access: Digital information and data assets are safeguarded against loss, ensuring long-term accessibility. 
  • Efficiency Gains: Enhanced efficiency in decommissioning, migration, archiving, and transfer processes. 
  • Planned Approach: Adoption of consistent methodologies provides a structured and strategic approach to digital preservation initiatives. 
  • Improved Discoverability: Digital information and data assets are more easily located and accessed. 
  • Regulatory Compliance: Greater ability to meet legislative and standards requirements. 


Additionally, the strategy provided: 

  • Risk-Based Prioritisation: Clear understanding of where high-value/high-risk digital assets are stored, enabling prioritisation for preservation. 
  • Framework for Preservation: A robust framework to guide digital preservation planning and activities. 
  • Defined Processes and Responsibilities: Documented methodologies and assigned roles ensure clarity in digital preservation tasks. 
  • Risk Reduction: Implementation of preservation controls minimises risks to digital records. 
  • Best Practices: Organisation-wide policies and procedures aligned with digital records and preservation best practices. 

These outcomes position TfNSW to confidently manage its digital records, ensuring both current and future needs are met with resilience and efficiency. 

Explore our specialised Digital Preservation and Archival Planning services at Recordkeeping Innovation. With our comprehensive strategies for digital preservation, migration planning, and archival solutions, we provide a holistic approach to managing records, data, and information—supporting your organisation’s success now and into the future. Our expertise helps your organisation preserve critical records, datasets, and digital assets while ensuring they remain accessible when needed. With comprehensive digital preservation strategies, migration planning, and archival planning, we provide a holistic approach to managing your records, data, and information effectively and securely.

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