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Archiving policies at the

ERPANET Seminar Fontainebleau Jan 29-30, 2003. Archiving policies at the. hartmut.burghard@cec.eu.int. Archiving policies. Table of content. 1. Statute and operational tasks 2. Framework for partnerships 3. Archiving needs 4. Experiences 5. Future orientations 6. References.

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Archiving policies at the

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  1. ERPANET Seminar FontainebleauJan 29-30, 2003 Archiving policies at the hartmut.burghard@cec.eu.int

  2. Archiving policies Table of content 1. Statute and operational tasks 2. Framework for partnerships 3. Archiving needs 4. Experiences 5. Future orientations 6. References

  3. 1. Statute and operational tasks Official editor for European institutionsand organs by Council decision EuropeanInvestment Bank EuropeanCommission Council ofMinisters Committee ofthe Regions Court of Justice Economic andSocial Committee European Parliament Decentralized Agencies

  4. 1. Statute and operational tasks • Operations: out-sourced production, dissemination archiving and commercialization of • Daily print of 3 Official Journals (series C (+CE), L, and S on CD-Rom) • 700.000 pages of paper publications, CD-Roms, Web-sites and legal documents • in 11 languages, soon 20 • Active participation in working groups on printing and publication technologies

  5. 2. Framework for partnerships Partners: Authoringentities Shipmentand sales logistics Printinghouses IT-contractorsand services

  6. 2. Framework for partnerships Rules of functioning: – Council regulations for mandatory publications (OJ) – Public calls for tenders (EU wide) – 3 to 5 year term contracts (renewable) – Service level agreements (institutions) – Guidelines and decisions from board of directors

  7. 3. Archiving needs What has to be archived and how long? • Legal documents: unlimited • Official Journals: unlimited, as from 1952 • Case law: unlimited • Paper series and as long as monographies: clients request • Internal paper files: rules under work • Web-content: volatile, rules under work These preservation rules apply to both paperand electronic documents

  8. 3. Archiving needs Implementation • Large public interest in archives (lawyers, administrations, students, SMEs) • Image standards allow global use - TIFF G4 and PDF for Official Journals - PDF for all non-mandatory publications • Exportation and conversion enabled by use of high-level data standards (FORMEX, SGML based grammar for logical document markup, RTF) • Partial data extraction possible (notices in USMARC) for libraries • Optional XML/XSLT formats with new tools • High resource allocation to meta-data generation

  9. Implementation - Logical collections Name Content Formats Owner EUDOR OJs, DOC-COM, TIFF, PDF, XML, OPOCE(Master base) other publications MPEG, .... CELEX Legislation, second. docs HTML Council/OPOCE EUR-LEX OJs last 45 days TIFF, PDF, HTML OPOCE TED Recent calls for tender Database (XML) OPOCE Historical Secondary index of Database + Commissionarchives paper files phys. archive ADONIS Current paper files PDF + index CommissionLEGISWRITE Official documents RTF Commission, in preparation PE, Council

  10. Implementation - Example of a DTD

  11. Implementation - Example of SGML stream

  12. ...... and the corresponding page in PDF ..... see ADOBE Acrobat Reader.....

  13. 4. Experiences What has worked well:   ( • Commitment to application-neutral data format supports open architecture • Separation of content, grammar rules and presentation has proven its worthiness • Usage of XML in transmission protocols very handy • Outsourcing of contracts made archive conversion easy • Stability over 3 to 5 years offers a reasonable cost/revenue ratio • Meta-data generation enhances value of data collections • In-house training allows personnel to update knowledge

  14. 4. Experiences   ( What has worked less well: • Access speed to and transfer capacity from master archive have to be improved (cash technology) • Current image tools fail on legal authentification, digital signature is needed urgently • Fast changing generations of Web tools (HTML, XML) generate high costs in development • Rising number of EU languages does not allow complete update of backlog • Archiving selection criteria are very complex to define

  15. 5. Future priorities • More investments in user friendly Web-services and meta-data generation (EU-Bookshop) • More transparent interinstitutional data collections • Better user guidance • Cost reduction by centralizing scanning and indexing operations • Enforcing central production tools • Investment in e-Commerce

  16. 6. References Some useful links for EU-Surfers: • European institutions: europa.eu.int • Office for Publications: publications.eu.int • CELEX: europa.eu.int/celex • EUR-LEX: europa.eu.int/eur-lex • TED (Tender Electronic ted.publications.eu.intDaily) • Historical archives: europa.eu.int/historical_archives/index_en.htm • EU-Bookshop: planned second half of 2003

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