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Building the Electronic Records Archival Infrastructure

Building the Electronic Records Archival Infrastructure. The National Archives – National Parole Board Pilot Project Information Management Forum January 30, 2003. Overview. Context – e-records, e-record-keeping and e-archives in the GOC Project definition Disposition Transfer Processing

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Building the Electronic Records Archival Infrastructure

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  1. Building the Electronic Records Archival Infrastructure The National Archives – National Parole Board Pilot Project Information Management Forum January 30, 2003

  2. Overview • Context – e-records, e-record-keeping ande-archives in the GOC • Project definition • Disposition • Transfer • Processing • The Future

  3. Context • E-records = current reality • E-record-keeping = current/future reality • E-archives = future reality • National Archives’ assumptions & approaches

  4. Project definition • Records already under RDA 94/035 • Disposition – how will it work for records in ERMS • Transfer – adequacy of existing Terms & Conditions/electronic transfer • Processing – preservation and access for the long term / use of the records profiles

  5. Disposition • ForeMost has been in use at National Parole Board since December 15, 1993. • Retention and Disposal Authority 94/035 included the provision of transfer of electronic records to NA, upon the expiry of the documents retention period. • ALL the documents in the system have retention periods assigned to them – a feature of Foremost, in which retention periods must be assigned to each file block as the system is being set up. Every record inherits the retention period of its file #.

  6. Disposition (2) • It was agreed that a selection of operational subject documents in formats such as Excel, PowerPoint, Word & e-mail would be included. • To eliminate any risk of losing production data, these documents were copied to a test module in ForeMost prior to invoking the disposition action. • Disposition of the records from the system was accomplished by setting the retention period on the test documents to one year and then running the disposition function, which NPB staff had to learn, never having used it before.

  7. Disposition (3) • All documents whose date of creation plus one year resulted in a date before the query date were “qualified” for disposition. Actual disposition, however, did not take place without a direct command from the records manager. • When disposition ran, it automatically carried the document profiles with the individual records, as required by RDA 94/035

  8. Transfer • Requirements • User-friendly • Secure • Generic • Technologies used • Jigsaw (Web server) • WebDAV • GnuPG (PKI)

  9. Processing • Accessibility & Preservation in e-records • Logical storage formats for textual e-records • Use of record profiles to facilitate access • Full-text searching

  10. The Future • GOC PKI • Role of the Federal Records Centres • Further Pilots

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