un/cs/rai/usaa/db01/2004- 00092 1 development of a strategic plan for a digital archives programme...

UN/CS/RAI/USAA/DB01/2004-00092

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Development of a Strategic Plan for a Digital Archives

Programme

Common Services Working Group on

Archives and Records Management, WGARM


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Digital Archives Programme DAP

• Problem Statement

• Challenges

• DAP Definition and Scope

• Project Overview

• Project Status


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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 UN Participating Organizations’ activities and business process;

• Digital records are not captured, managed or preserved in a 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, procedures and

management of electronic records; • Large volume of digital records and a decentralized

computing environment;• 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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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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DAP 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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DAPNY

Scope

ERMSNY

Dig. Rec.Other Loc.

EDMSNY


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Digital Archives Programme

Phase I – Development of a Strategic Plan

1) Digital Assessment

2) DAP Design

3) Implementation Plan

Phase II - Implementation

1) Pilot Phase

2) Full Implementation


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Project Timeline

Milestones/Schedule• Project Start up - September 2004

• Activity/Deliverable 1 Work Plan - October 04

• Activity/Deliverable 2 Digital Assessment Policy - Oct-Dec 04

• Activity/Deliverable 3 Digital Assessment Systems - Oct-Dec 04

• Activity/Deliverable 4 DAP Specs and framework – Jan-Feb 05

• Activity/Deliverable 5 Implementation Plan – March 05

• Activity/Deliverable 6 Presentations – April 05

• Activity/Deliverable 7 Phase II Work Plan – May 05


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UNPO DAP Coordinators

Roles and Responsibilities• Serve as a Focal Point • Ensure UNPO participation• Validate information• Attend key meetings and presentations• Verify Deliverables


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DAP Activities 1-3 (Entium Tech)

Activity/Deliverable 1

• Work Plan


• Digital Assessment - Policy


• Digital Assessment - Systems


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Activity/Deliverable 1 – Work Plan

• Identify all activities and tasks• Develop timetable, milestones and resource

requirements• Define project protocols and report structures


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Activity/Deliverable 2 – Digital Assessment – Policies and Procedures

• Review and assess current policies, procedures, initiatives and best practices concerning digital records

• Conduct interviews • Conduct record samplings


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Activity/Deliverable 3 - Digital Assessment – Systems and Applications

• Inventory the current Information Management systems, applications and platforms

• Define the core characteristics, technical standards and architecture of the systems

• Review the creation and management of electronic mail and electronic documents


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Next Steps

• Project Plan• Design of Data Collection form• Design of Data Collection tool• Interviewee Criteria and Guidelines• Interview Scheduling


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•

WGARM Activities

• Appraisal Decision Assistance – Phase I - Dec. 2002

– Phase II - 2005

• Digital Archives Programme– Phase I Strategic Plan – 2004/05– Phase II Implementation - Pilot 2005/06– Phase II Implementation - Full 2006/07

• Other important projects which would require additional funding – Vital Records Protection, Disaster Recovery Plans, Plan for

Integrated Records, Documents and Archives - Field Advice, Archive Research Centre as Common Depository, Harmonization of Archives and Records policies and procedures


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•

Appraisal Decision Assistance• Phase I - Final Consultant Report - Dec. 2002;

• - Review results, Develop Phase II - 2004

• Phase II Follow up - 2005

• Provide GAP Analysis

• Consolidate Retention Schedules

• Develop Appraisal Tool

• Phase III Implementation - 2006