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Preserving documents in the early stages of their lifecycle
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28-04-10
Bridging the gapPreserving documents in the early stages of their life cycle
28-04-10 2
Sense of urgency
Since the nineties of the last century there is
.a growing quantity of digital information in archives
.a growing notion of the threats to digital information
.a growing notion of the role of the archive regarding
management and preservation of digital information
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Sense of urgency?
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Present situation
The government (municipality) has a weak relation with
information management
The responsibility for information is not a management
priority
There is no political ambition
There is no cultural background
Expertise of employees is not according to standards for
working with information
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Measures to be taken
• The implementation of records management in all
divisions of the Municipality
• Promotion of the awareness of the records continuum
• Information should be integrated in the workflow
Sustainability and the factor time should be incorporated
in ICT (information remains reliable, trustworthy, complete, integer and
accessible)
Organisations must invest in new professionals,
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Distinct responsibilities in the administration
Input ICT:
Input Documentary Information
Management:Input Process
Owner:
Knowledge of hard-& software
Knowledge of disclosureof information and
classification systems
Knowledge of Legislation & process
execution
Building of adequatesoftware systems
Knowledge of appraisal
Knowledge of processconditions
Uniform Structure & Uniform Management
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Role of the Archives?
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Role of the Archives
The Municipal Archives of Rotterdam have two tasks:
1. To be ready for the intake of digital information of
the Municipality of Rotterdam and of private
archives
2. To secure that the Municipality preserves its
information in such a way that it remains
accessible
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Responsibilities of the Municipal Archives
Development of a trusted digital repository
Development of tools
Development of preservation policies
Supply of advice and support to records managers
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Architecture of the trusted repository
Ingest
Intake PreservationQuarantaine
Preservation
Selection & Dequisition
Sustainable storage
Metadata management
Presentation
Quarantaine server
Consultationserver
Depotserver
Preservationserver
Storage
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Archiving in relation to Records Continuum
workstations and network(e-mail, documents and files)
storage
Active documents
Inactive documents
RDMS
Task specific software
Legacy systems and data
Municipal websites
Scanning and imaging
E-depot Concern E-depot GAR
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Archiving workflow of the WABO
Creator of archives
Creation of case files
Closed case Preservation
Dequisition
DMS/RMATask specific software
Management
AvailabilityTransfer
Keeper of archives
Trusted Digital Repository
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Service architecture of the Wabo application
Creator of archives Archive Manager
Consultant of archives
Presentation MigrationStorageRegistrationChecking RequestSearchDequisition
E-Depot Concern
Ingest
Functional management
Making availablePreservation
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To keep it simple… this is what the WABO is all about…
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Process related measures
Determine which process information needs to be
preserved, both for present and for later use.
Define the correct metadatamodel: description of the
data elements and their structure
Define the list of information objects, their formats and
criteria for selection for long term storage.
Draw-up a Transfer Agreement
Draw-up a Service Level Agreement between the
organisation and the Archives
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Bridging the gap
Specialists of the Archives have to participate in the
design of new processes and new applications
Standards need to be set for selection and dequisition
Preservation management must be developed
The chain of responsibility must be determined
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Finally: I think we need another kind of archivists