The Status of Electronic Archives in Norway Riga, 22. march 2007

The Status of Electronic The Status of Electronic Archives in NorwayArchives in Norway

Riga, 22. march 2007

March 20th 2007 Norsk Arkivråd - Per Ivar Hammershaug

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Agenda

Status for electronic records and archives The development of the NOARK-standard (version

3, 4 and 5) Norwegian standard for electronic document

systems (NOARK) from electronic registry to ERMS (electronic

record management system)


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Some issues to keep in mind…

The notion of an archive is: Focused on the document There is no word equivalent to ”record” We often refer to information in databases

as professional systems


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The ”registry” is important: As log for finding documents Our Freedom of Information Act (FOI) is

based on using the registry for identifying documents one wants access to

The registry is also the basis of transferring archives to a repository


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We refer to an administrative officer as a ”saksbehandler” when working with documents and their contents Literally a case handler

The documents are collected in a ”sak” literally a case or one could say a folder

”Saksbehandling” ??? (”Case handling”)


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CASE = FOLDER

It must be stressed that the case concept of Noark is not primarily a question of what is correct and what is incorrect, but rather of how it can be used in an appropriate way. Registering cases and case information is primarily a tool for grouping case documents which belong together, under a common identity, which facilitates clarity and retrieval for both electronic records and physical records. The use of a separate case level replaces the traditional linking that was used with manual registration.


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Status of electronic recordkeeping 1

Some have started Others are about to start Some have not even contemplated the issue


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Status electronic recordkeeping 1

This is our situation: RMS (ERMS?): Noark-4,

electronic case-working and partial or fully electronic filing many still keep and define the paper as the original record

dedicated task systems (ERMS?): there is no common design for record-keeping functions, often not included in the registry, and no internal registry

No integration between professional systems and RMS duplicate registration and filing or no filing!


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System requirements

Electronic document systems must conform to the Noark-4 standard

Folder (case) Registry post documents

All main documents in a “folder” must be electronic Attachments may be stored on paper, but normally

electronic storage

Noark-3database

ClassificationScheme

Folder

Docu-ment

StaticAdministrative

partitioning

Skjematisk tolkning av Noark 3-4-5. NB: Noark-5 er ikke ferdigstilt pr dato.

Noark-5database?

Arkiv


Record section

Folder

Registry-post

Docu-ment

VersionVersjonVariantFormat

Delarkiv

Primary folders

Secondary folders

Exa: Project-,

Presedens-folder

Basis-folder

Simplified registry

AdministrativePartitioning by date

(also non-hierarchical)

Exz:Other EMRS

Expansion

Hovedstruktur som Noark-4

Loggeddocument

Noark-4database


Project

Registry-post

Docu-ment

Version

AdministrativePartitioning by date

VersjonVariantFormat

Archive Archive

Folder

Record section


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Starting point

The function of Archives and Records Management (or the creation of records/archives) is to document transactions in an organisation In the sense of actions and/or decisions that

take place within an office or with its surroundings

.


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Starting point

Documentation in two parts The content of the transaction (normally a document

of some sort) metadata: information showing that the transaction

has taken place, when, how, Who were involved, relations to other transactions etc.

These two parts can be intermixed.


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A dedicated task systems is a specialized system to support or control the process of documents in relation. Supportive functions: A tool to monitor the information and

process in order to communicate with other, to produce documents, simplify the case flow etc.

Control: A tool that controls the process, e.g. the case flow. The process can be automated If it is sufficient formalised

Transactions has a central role in dedicated task systems , and the systems are often designed to automatically acquire and document these transactions.

Dedicated task systems


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Noark-5 due to be presented 30.06.2007


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Noark-5 – to harmonize with international standards

ISO 15489 ISO-standard for”Records management”

MOREQ EUs Model Requirements for the management of

electronic records In Norway the Noark-standard will not be replaced by

general standards designed for other purposes than Norwegian standards.


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Specification and guidance Noark-5 says WHICH functionality, not HOW it is going to be

solved Conceptual data models are modelled only when there is a

need for detailed specification (i.e. function for excerpts for delivery to repository)

Specifies demands to document registry and functionality that can be utilized in “any” given context

Two-folded standard A specification without work processes A manual that describes standard administrative routines

and areas of utility


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Noark-5 and Integration

Integration with dedicated task systems E-mail Word-processing systems Portals Automated decision processes Registers Other Noark-systems Joint databases between public offices


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Logging of document and case working

Focus on logging of what happens with the document and the case working The work processes are now to be logged more

thoroughly A larger focus on development and demands for

automated tracking logs. The work processes of record managers becomes less

important than documenting the processes of administrative officers.


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Acceptancy tests of systems

The National Archives will check individual systems for acceptance before utilisation, on:

repository format exchange-/migration formats


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Result

The standard will be more useful Will be more widely used because it delivers a solution

for how Noark can be used with other systems Improves the possibility of acquiring the right documents

into the system Easier to develop technical solutions Easier for new groups to relate to the standard.

Documents

The Status of Electronic Archives in Norway Riga, 22. march 2007