The status of electronic archives in norway
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The Status of Electronic Archives in Norway. Riga, 22. march 2007. 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)

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Agenda
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)

Norsk Arkivråd - Per Ivar Hammershaug


Some issues to keep in mind
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

Norsk Arkivråd - Per Ivar Hammershaug


Some issues to keep in mind1
Some issues to keep in mind…

  • 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

Norsk Arkivråd - Per Ivar Hammershaug


Some issues to keep in mind2
Some issues to keep in mind…

  • 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”)

Norsk Arkivråd - Per Ivar Hammershaug


Case folder
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.

Norsk Arkivråd - Per Ivar Hammershaug


Status of electronic recordkeeping 1
Status of electronic recordkeeping 1

  • Some have started

  • Others are about to start

  • Some have not even contemplated the issue

Norsk Arkivråd - Per Ivar Hammershaug


Status electronic recordkeeping 1
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!

Norsk Arkivråd - Per Ivar Hammershaug


System requirements
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

Norsk Arkivråd - Per Ivar Hammershaug


Hovedstruktur som Noark-4

Noark-5

database?

Noark-4

database

Noark-3

database

Administrative

Partitioning by date

(also non-

hierarchical)

Exa: Project-, Presedens-folder

Exz:Other EMRS

Arkiv

Administrative

Partitioning by date

Record section

Classification

Scheme

Delarkiv

Basis-

folder

Classification

Scheme

Classification

Scheme

Primary folders

Project

Folder

Expansion

Static

Administrative

partitioning

Secondary folders

Folder

Registry-

post

Simplified

registry

Registry-

post

Docu-ment

Docu-ment

Logged

document

Docu-ment

Version

VersjonVariant

Format

VersjonVariant

Format

Version

Archive

Archive

Record section

Folder

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


Starting point
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

      .

Norsk Arkivråd - Per Ivar Hammershaug


Starting point1
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.

Norsk Arkivråd - Per Ivar Hammershaug


Dedicated task systems
Dedicated task systems

  • A dedicated task systemsis 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.

Norsk Arkivråd - Per Ivar Hammershaug


Norsk Arkivråd - Per Ivar Hammershaug


Noark 5 to harmonize with international standards
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.

Norsk Arkivråd - Per Ivar Hammershaug


Specification and guidance
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

Norsk Arkivråd - Per Ivar Hammershaug


Noark 5 and integration
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

Norsk Arkivråd - Per Ivar Hammershaug


Logging of document and case working
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.

Norsk Arkivråd - Per Ivar Hammershaug


Acceptancy tests of systems
Acceptancy tests of systems

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

  • repository format

  • exchange-/migration formats

Norsk Arkivråd - Per Ivar Hammershaug


Result
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.

Norsk Arkivråd - Per Ivar Hammershaug


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