The Digital Continuity project
Digital continuity
This section of our site explains what we mean by digital continuity, why it is important for government and the wider public sector, and what we are doing to ensure government's digital information remains usable for as long as it is needed.
What is 'digital continuity'?
Digital continuity is a term created by The National Archives. It means the ability to use digital information for as long as you need to, over time and through change.
What's the problem?
We live in a digital age and one that is constantly changing. Most public sector information is created digitally, in increasingly complex formats. This has brought both opportunities and challenges to those that manage it. Without action throughout the information life cycle, digital information can easily become unusable; a costly liability rather than an asset. The public sector simply cannot afford to lose its digital investment in this way.
Digital information has great value. It is a core, publicly funded asset and we have a duty to manage it well. We must protect the investment made in creating it, keeping essential information safe and usable so that we can fully exploit its potential.
Digital continuity requires collaborative working across IT, information management, information assurance and change management teams.
Why does digital continuity matter?
We need to manage digital continuity because it protects the information we need to do business. Digital continuity is not an option if we are to operate accountably, effectively and efficiently, protect reputation, take informed decisions, avoid and save costs, and deliver better public service.
Being able to use essential business information for as long as we need to underpins information assurance and is at the heart of operational efficiency. Not managing digital continuity is not an option for the public sector: we couldn't live with the consequences.
The Digital Continuity service
The Digital Continuity project was set up in 2007. We received funding from all central government departments to develop a service that can be used by all of the public sector to understand and manage digital continuity.
Our first priority has been to raise awareness of digital continuity issues, risks and opportunities - to ensure that there is a common understanding across the public sector. The service we're developing will include guidance, for example on how to understand your information assets, how to find, fix or avoid problems and how to ensure digital continuity through change. It will also include a Framework of tools services and consultancy, which we are procuring with Buying Solutions.
Much of the guidance, and the Framework of tools and services, will be ready by the summer of 2010. The service will be fully embedded within The National Archives by early 2011. Though initially targeting central government departments, the service should benefit the whole public sector.
If we haven't answered your questions about digital continuity, email digitalcontinuity@nationalarchives.gsi.gov.uk and we'll get back to you as soon as we can.
What digital continuity means in practice
In practice, digital continuity needs to be addressed as an integral part of good IT management, change management and information management. Digital continuity needs collaboration between these professions because it requires information to be:- Complete – everything you need, and its context, is there.
- Available – you can find what you need and access it with available technology.
- Usable – able to be used in the way that your business needs it.
As this diagram shows, digital continuity (information that is complete, available and usable) can only be achieved when you understand the business use you need from you information, and ensure that your information assets and technical environment support that business use.
Each of these three components can move out of alignment particularly during change and over time – and that's when continuity can be lost.
Aligning with wider government initiatives
Managing digital continuity will support government in meeting the requirements of several wider government agendas.
Driving efficiency and joined-up government
- Efficiency and accountability - in how we manage IT and information to deliver value for money services.
- Transformational government - using IT to deliver services to the citizen efficiently and effectively, and promoting shared services and collaborative procurements.
- The HM Treasury Operational Efficiency Programme (OEP) - published in April 2009, this emphasises the need for government to realise savings by making operational processes more efficient and cost-effective. Addressing digital continuity will help to realise these goals. It will give you a thorough understanding of your digital information assets, the environment in which they operate and how your businesses need to use them. This understanding, supported by the digital continuity service, may enable you to increase efficiency, avoid and reduce costs.
- Collaborative purchasing - this is set out in Transforming Government Procurement, and given further impetus in the Procurement part of the Operational Efficiency Programme. Government and the wider public sector can realise strategic and cost benefits from collaborative purchasing of commonly required goods and services – and to do so we need to challenge bespoke or special requirements that increase costs and reduce market competitiveness.
- Government IT strategy - the Operational Efficiency Programme and Digital Britain signal an evolution in the government's IT strategy, using the principles of sharing and reuse.This points to greater application re-use and collaborative procurement of increasingly standardised desktop, network and datacentre services.
- Green IT agenda - promotes sustainable IT, including the reduction of inefficient hardware usage and power usage amongst its targets. Digital continuity should enable you to reduce the amount of digital information you hold – which could support this move to greener IT.
Protecting and leveraging information as a key asset
- Effective information management for effective public services - digital continuity supports this priority for government to improve how it manages its information assets – core to delivering effective services for the public.
- Information Matters: building government's capability in managing knowledge and information - this new knowledge and information management strategy is helping government departments seize the opportunities and meet the challenges of the digital era. The strategy sets out the actions needed for government to improve the way we manage information as a valuable asset and establishes it as a key priority for government.
- Power of Information - the Power of Information taskforce is working to realise the potential for reusing public information to improve public service outcomes and create new businesses. Maintaining digital continuity directly supports this agenda as it can ensure that information is managed in a way that maximises re-use potential.
- Section 46 Code of Practice - the revised Freedom of Information Section 46 Code of Practice includes the obligation to ensure essential digital information remains fit for purpose, stating: 'Authorities should put in place a strategy for their continued maintenance designed to ensure that information remains intact, reliable and usable for as long as it is required.' Digital continuity will support government to do this so that its information can support effective public accountablity.
- The National Information Assurance strategy - this requires government to ensure its information is protected and available as needed – an outcome supported by digital continuity. The Information Assurance Maturity Model and Assessment Framework includes loss of continuity as a serious information risk to be managed.
Digital Continuity project governance
The Digital Continuity Governance Board is the executive governing and decision-making body for the project. Board membership includes the CEO of the National Archives and representatives of the project's funding departments. Summaries of our Governance Board meeting minutes are available on the website.
