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

28-04-10 3

Sense of urgency?

28-04-10 4

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

28-04-10 5

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,

28-04-10 6

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

28-04-10 7

Role of the Archives?

28-04-10 8

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

28-04-10 9

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

28-04-10 10

Architecture of the trusted repository

Ingest

Intake PreservationQuarantaine

Preservation

Selection & Dequisition

Sustainable storage

Metadata management

Presentation

Quarantaine server

Consultationserver

Depotserver

Preservationserver

Storage

28-04-10 11

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

28-04-10 12

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

28-04-10 13

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

28-04-10 14

To keep it simple… this is what the WABO is all about…

28-04-10 15

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

28-04-10 16

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

28-04-10 17

Finally: I think we need another kind of archivists