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Electronic Document Workflow

Electronic Document Workflow. Stephen P. Levenson Chief Technology Office Administrative Office of the U.S. Courts. History and Background. Federal courts began imaging for Central Violations Bureau in 1993 in TIFF Short retention schedule on tickets and citations (5 years)

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Electronic Document Workflow

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  1. Electronic Document Workflow Stephen P. Levenson Chief Technology Office Administrative Office of the U.S. Courts

  2. History and Background • Federal courts began imaging for Central Violations Bureau in 1993 in TIFF • Short retention schedule on tickets and citations (5 years) • National system allowed for electronic shipment of calendars and tickets • Operational savings for file pulls and shipping was a 30% savings in first year

  3. History and BackgroundContinued • Maritime Asbestos cases 1995 • Format important and retention long-term • PDF chosen • Born electronic • Born paper

  4. History and BackgroundContinued • New York Southern Bankruptcy Pilot 1996 • Multi-state filings • Sophisticated Court and Bar • Seven plus years of filings now in PDF

  5. Problem • Court documents protect citizens rights • Access is assured in trial courts for 20 to 40 years for the Judiciary • Accessions are often time sensitive • On site courthouse storage not cost effective • Court decisions are permanent records held until the end of the republic by NARA • Document format conveys critical information, must be rendered accurately

  6. Long term electronic preservation Use of PDF (PDF/A) • International Standard specifies the use of the Portable Document Format (PDF) • Long term preservation of black and white and color compound documents as electronic data • Compound documents may contain combinations of character, raster, vector and other data

  7. Long Term Continued • Long term is more than one technical generation that obsoletes a prior format • This includes media, file format and OS • This International Standard needs to specify methods for creation from these files of an exact visual reproduction of the document as it appeared at the time it was submitted for preservation • Also enable the preservation and retrieval of appropriate metadata

  8. Long Term in Internet Years • Current workstation application model is in 3 year cycles • Electronic paper emulation • Minimal Migration • Accurate, consistent and predictable rendering

  9. Purpose • PDF for the long term storage of multi-page documents • May contain a mixture of text, raster images and vector graphics

  10. Purpose Continued • Address the features and requirements that must be supported by reading devices that will be used to retrieve and render the archived documents

  11. Metadata Enabled • Minimizing the required information but ensuring that metadata capability is versatile enough to accommodate a wide variety of user needs • Recognizing the need to index, inter-relate, and search such archived records

  12. Not Included • This standard does not address the media used to record the electronic data or the associated requirements for its storage and/or maintenance • Such requirements are addressed by other ISO technical committees and International Standards

  13. PDF/A (Background) • Model is PDF/X • PDF/X (ISO 15930) • Joint committee- AIIM International (the Association for Information and Image Management, International) • NPES (NPES The Association for Suppliers of Printing, Publishing and Converting Technologies)

  14. PDF/A (Status) • PDF/A is ISO SC2/JWG5 representing four major standard's bodies • TC/46 for Archives/Records Management • TC/171 for Document Imaging Applications • TC/130 for Graphics Technology and • TC/42 for Photography

  15. PDF/A (Status) • TC 171 SC2/JWG5 met in Oct. 03 • I am the Conveyor for this meeting • 5 member countries attended the session. • Great Britain • Sweden • France • Japan • United States. • A DIS is out for vote now and will return May 23 • Balloted to member countries for six months. • The next committee meeting will be in Hamburg

  16. Future • Products will be developed based on PDF/A, such as readers (including viewers) and writers of PDF/A files based on published 1.4 PDF • Products will incorporate various capabilities to prepare, interpret and process conforming files based on the application needs as perceived by the suppliers of the products. • Conforming reader must be able to read and appropriately process all files conforming to a specified conformance level

  17. More Information • http://www.aiim.org/standards • Stephen Levenson Stephen_levenson@ao.uscourts.gov

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