News: QSA launches new ArchivesGateway portal for agencies

Queensland State Archives (QSA) has launched its new secure self-service portal for agencies–ArchivesGateway.

ArchivesGateway is designed specifically for agencies and the services QSA provides them.

Through ArchivesGateway agencies now:

  • have full visibility of all their records at QSA, including records subject to a restricted access period and those with closed metadata
  • have streamlined access to QSA services including:
  • requests for the temporary loan or copies of records via the File Issue service
  • propose and manage the transfer of physical records to QSA
  • are able to manage ArchivesGateway roles, permissions and access delegations.

ArchivesGateway has been implemented in conjunction with a new archival management system, ArchivesSpace, and public interface, ArchivesSearch. This new system has been specifically developed for QSA as part of the Digital Archiving Program.

A new way of talking about records–the Item and Representation model

QSA has introduced a new Item and Representation model.

This is a new, more flexible, way of describing and managing records that allows a record’s metadata (the item), the original record and the different physical and digital versions (representations) to be managed together.

A secure portal to QSA records and services

Agencies are now able to see all their records in the QSA collection, regardless of access restrictions.

This is particularly useful for agencies that have restricted records at QSA, inherited records of previous agencies through a machinery-of-government or administrative change, records from multiple business units, or are responsible for multiple agencies.

Agencies can now also manage permissions themselves–with varying permission levels available that can be assigned to different users.

Quicker and easier communication with QSA

ArchivesGateway also offers agencies a faster and easier way to communicate with QSA about their transfers, file issue and search requests, and keep track of all interactions and communications.

The comments and discussion function can be used to discuss transfers proposals and transfers, as well as file issue, search and reading room requests.

These conversations are always against the request they relate to and are accessible to any user with the relevant permissions.

A streamlined File Issue process

All File Issue requests, searches and requests for records required for RTI, Redress or Royal Commission purposes, are now managed through ArchivesGateway.

Once logged in to ArchivesGateway, users with File Issue permissions will be able to:

  • search their records currently at QSA
  • easily add required records to a File Issue request
  • view and approve quotes
  • track a File Issue request from start to return
  • run reports on past File Issues. 

ArchivesGateway also includes the option for agencies to submit a search request if they can’t find the records they need, or request to view records in the Reading Room at QSA.

The new portal also enables easier digital delivery of requested records through a secure link in ArchivesGateway.

An updated Transfers process

Transfers of permanent records to QSA will also be managed through ArchivesGateway.

The Transfers section in ArchivesGateway gives agencies visibility of the entire transfer process, from proposal to completion.

Once a transfer is completed, information about the records transferred will be added to and be visible in the full list of that agency’s records in ArchivesGateway. 

You can also see and download all transfer reports for your agency, enabling you to run reports of past transfers managed in the previous Archival Management System and any that are created in the new system.

More visibility of restricted access periods

ArchivesGateway now allows agencies to see what restricted access periods have been applied to their records, including the date that period will expire, allowing agencies to better manage access to their records at QSA.

ArchivesGateway can also be used to implement the necessary permissions to agency staff authorised to set and change RAPs as set in the Public records access delegation of authority form.

Automated requests to access closed records

The upgraded public interface, ArchivesSearch, has streamlined the process for the public to request access to closed records belonging to your agency, with the system sending requests submitted by a member of the public automatically to an agency’s authorised delegate.

The process to grant access to closed records has not changed as this is managed outside of ArchivesGateway.

How to access ArchivesGateway

To access ArchivesGateway, each agency user will need to have a login created and multi-factor authentication set up, either through Google Authenticator or a SMS system. 

Any agencies that need access to the portal should contact QSA to have a login created. Each agency will need to nominate a key contact and identify a ‘senior agency admin’ who can create users and sub-locations on behalf of their agency.

New and improved ArchivesSearch

The new ArchivesSearch offers better and more flexible search options, such as filtering, faceting and sorting of search results.

Users get clear visibility of the access status of records and automated processes for requesting access to restricted records.

There will be simple access to digitised versions of records in the collection and integration with the Queensland Government Payment Gateway to order copies of records.

Users can also now create an account to save their searches and see their search and record request history.

A new crowdsourcing functionality allows users to add descriptive tags and keywords to help make records more accessible to everyone.

For more information on ArchivesSearch and the new functionality, see the Queensland State Archives website.

More information

For more information on the benefits of ArchivesGateway and the changes to some processes, read the special ArchivesGateway edition of QSA Client News (QCN) coming soon.

How-to user guides have been created to help you through navigating and using ArchivesGateway and will be available on the website soon.

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