Utah Division of Archives and Records ServiceUtah Division of Archives and Records Service
1 Working Group on Archives and Records Management WGARM.
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Transcript of 1 Working Group on Archives and Records Management WGARM.
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Working Group on Archives and Records Management
WGARM
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WGARM Activities
• Appraisal Decision Assistance – Phase I - Dec. 2002
– Phase II - Dec. 2003
• Digital Archives Programme– Phase I Strategic Plan - February 2004– Phase II Implementation - Pilot 2004/05, Full 2006/07
• Archive Research Centre as Common Depository, Dec. 2004• Harmonization of Archives and Records policies and
procedures, Dec. 2005• Other important projects which would require additional funding
– Vital Records Protection, Disaster Recovery Plans, Plan for Integrated Records, Documents and Archives - Field Advice
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Appraisal Decision Assistance• Phase I - Final Consultant Report - Dec. 2002;
• - Review and approve results- Mar./Apr. 2003
• Phase II Follow up - May-Dec. 2003
• Provide GAP Analysis
• Consolidate Retention Schedules
• Identify and Collect Missing Series
• Develop, Reconcile and Apply Appraisal Values
• Phase III Implementation - April 2004
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Digital Archives Problem Statement
• Records are all material "regardless of physical form, created or received in connection with or as a result of the official work of the United Nations” and are the business, legal and historical informational assets of the organisation
• Increasingly, electronic records provide the documentation of the UNPO activities and business process;
• Digital records are not captured, managed or preserved in an appropriate or consistent manner;
• Critical knowledge assets are at risk of loss or recovery only at high cost.
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Challenges• Lack of consistent policy and procedures concerning
electronic records; • Large volume of digital records and a decentralized
computing environment make it difficult to implement effective ERM procedures;
• Obsolescence and ageing of storage media; • Software and hardware dependencies;• Lack of resources, commitment and accountability
concerning long term preservation of digital records;
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Strategic Plan for a Digital Archives Programme
DAP
• Project Definition and Scope
• Project Overview
• Project Status
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Digital Archives Programme, DAP Definition
• The Digital Archives Programme is a combination of policies, procedures and technologies that will facilitate the proper management, appraisal/retention and preservation of digital records and provides for the long
term access and use of materials with archival value. • Preservation requires active management that begins with
record creation.
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Digital Archive Programme
Policy &Procedures Technologies
Management Roles & Responsibilities
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Project Scope
• Digital records created or received in UNPO NY offices and identify issues related to digital records created away from NY that may impact on DAP effectiveness.
• Digital records of archival value but contains elements that interact with all records; identify Electronic Document Management System, (EDMS), and Electronic Record Management System, (ERMS), issues that effect DAP performance.
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Scope
EDMSNY
DAPNY
ERMSNY
Dig. Rec.Other Loc.
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Project Overview
Strategic Plan for a Digital Archives Programme
1) Digital Assessment
2) DAP Design
3) Implementation Plan
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1) Digital Assessment
• Review and analyse the current policies, procedures, practices and the business context related to records, their creation, management and preservation;
• Describe the current core UNPO information systems and technical platforms;
• Review current initiatives and practices undertaken to identify, maintain and preserve digital records.
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2) DAP Design
• Draft policies/procedures and identify requirements that will support the preservation of digital records;
• Identify technical standards and architectures that will enable digital archiving including preservation strategies;
• Identify high level electronic records management, document management and digital preservation strategies;
• Develop various Functional Model(s) that can be applied as appropriate by the UNPOs;
• Identify management roles and responsibilities;
• Provide maintenance and monitoring strategies.
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3) DAP Implementation Plan
• High level approach that links current technical and administrative infrastructure to the proposed DAP;
• Specific/practical steps that lead to implementation for selected alternate models;
• Scaleable and phased approach;• Includes cost benefit and risk analysis of various proposed
models.
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Current Project Status
Action Plan/Milestones/Schedule• EOI/RFI - EOI on the PD website, RFI forwarded to
interested vendors with a closing date of mid Nov. 2002;
• SOW - RFI evaluated, shortlist created, Statement of Work finalised based on RFI responses - mid Dec;
• RFP - RFP sent out in mid-March closing in May;
• RFP Evaluation completed in June;
• Contracting process is taking place - July/August
• Project Start up - September 2003
• Project Completion - March/April 2004