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Overview for DAP Business Units Digital Archives Problem Statement

Overview for DAP Business Units Digital Archives Problem Statement.

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Overview for DAP Business Units Digital Archives Problem Statement

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  1. Overview for DAP Business UnitsDigital 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.

  2. 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;

  3. 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.

  4. Digital Archive Programme Policy& Procedures Technologies Management Roles & Responsibilities

  5. Scope DAP NY Digital Records Other Locations EDMS NY ERMS NY

  6. Project Overview Strategic Planfor a Digital Archives Programme 1) DigitalAssessment 2) DAPDesign 3) Implementation Plan DAP of NY notes relationship to: • ERMS –Electronic Records Management Systems • EDMS –Electronic Document Management Systems • Transaction Systems • Digital Records Other Locations

  7. The main project activities for DAP Phase One • Activity 1 Establish Project Management Infrastructure • Activity 2 Survey and review the current policies, procedures, approaches, initiatives and best practices related to digital records • Activity 3 Inventory the current Information Management data bases and technical platforms related to digital records • Activity 4 Develop DAP specifications, requirements and standards • Activity 5 Prepare an Implementation Plan for DAP • Activity 6 Prepare and Market the DAP Strategic Plan and Implementation Plan • Activity 7 Prepare a Work Plan for implementation (Phase 2)

  8. UNPOs Business Units[other than ICT and IRAM related functions ] • Administration, Conferences, Central Support and Procurement (ACP), • Finance, Budget and Accounts (FBA), • Human Resource Management (HRM), • Legal (LEG), • Oversight, Audit and Evaluation (OAE), • Organisation, Co-ordination and Management (OCM), • Programmes, Projects and Missions (PPM) and • Relations, Outreach, Media and Communications (ROC)

  9. ICT and IRAM • Information and Communication Technology: ITC representatives include E-mailAdministrators [e-mail policies and procedures]; Technology Coordinators [initiatives, usage, and standards across multiple business processes, groups, and/or applications]; Information Architects [ business processes relationship to the high level function and information assets of the organization]; Application Owners [Records, Document, and Transactional systems and applications within UNPOs] . • Information, Records and Archive Management; IRAM and Information Assets Management [IAM] functions include records, document, archives and other information assets or content management areas. Also covered are those responsible for: libraries, official document repositories and the registration or upkeep of special collections and reference materials; and specialists for content or knowledge sharing and management.

  10. DAP relation to other HQ locations and Field OfficesExcerpt - DAP Statement of Work registered # UN/CS/RAI/USAA/DB01/2003-00008 1.1 …a strategic plan for managing and preserving digital records of [potential] long term value created and maintained by UNPOs based in New York...In the future, such a programme may also be applied to other locations, …. 3.2 ..primary focus is records created or received in New York .. However, … • will also identify any issues concerning the preservation and management of digital records created or received in UNPO offices outside New York if they are integrally related to business processes or operational performance. • Where additional information or clarification is required on systems related to NY activities or mandates which are maintained in other locations [e.g. Geneva or Copenhagen] conference calls will be arranged where useful. • The major issues …should be noted and potential additional estimated costs identified if the project size were increased to cover other UNPOs locations .

  11. DAP - Business Units [BU] Survey Annexes for update or validation

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