The Archives Division is seeking consulting services to develop a plan to create a digital archives to preserve and provide access to historical digital records of Hawaii government. The final product will be a digital archives plan that analyzes Hawaii’s ability to collect and preserve electronic records and outlines/develops a working blueprint to establish a digital archives.

The Archives Division has a statutory responsibility, outlined in HRS 94 to play a leading role in the management of all state government records, regardless of format and a requirement to collect and preserve the historically significant records that government creates. Records created by government agencies in electronic format are now legally accepted as government records. (See, Act 177, SLH 2005). As such, they must be available and usable throughout their required retention periods. Unlike paper records, electronic records are dependent on computer hardware and software to be usable. There are no current policies and/or laws that specify electronic recordkeeping standards that apply to all Hawaii government agencies.

As government records are increasingly generated and stored in computer-based information systems, the state faces the challenge of managing and preserving these digital documents. We must work with agencies in advance at the time new systems are developed or existing ones are updated. Improper maintenance of these records could result in the permanent loss of historical, legal, and vital information.

The public is demanding increased access to the electronic records government creates. The State needs a strategy to provide both easy access to electronic government records and to ensure that this digital information will be secure, available, and useful throughout their required retentions or for as long as needed.

The plan to create a digital archives to manage government electronic records will enable the Archives Division to fulfill its functional duty to properly administer a records management program that includes records created electronically, and to ensure their preservation for future generations.

Notice to Offerors

Request for Proposals