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Evolution and Impact of Estonia's Archival Information System 2.0: A Public Access Revolution

In this presentation, Lauri Leht, Head of Digital Archives at the National Archives of Estonia, discusses the significant evolution of Estonia's Archival Information System (AIS) from its inception in the 1990s to the release of AIS 2.0 in 2013. Key advancements include the transition from isolated databases to a unified online system, allowing public access to archival data, leading to a surge in genealogy interest. The presentation emphasizes modern tools for archivists, the integration of various media, multi-dimensional search functions, and the challenges faced in this transformative journey.

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Evolution and Impact of Estonia's Archival Information System 2.0: A Public Access Revolution

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  1. Archival Information System 2.0in Estonia Lauri Leht Head of DigitalArchives NationalArchivesof Estonia Presentation at EBNA in Vilnius on October 8, 2013

  2. The evolution and impact of AIS 1990s • Firstdatainseparatedatabases, accessedbysinglearchivists • Datainlocaldatabases, accessedbylocalarchivists • Somemoredatain a nationaldatabasewithoutpublicaccess, accessby all archivists • Databasegoesonline, accessbypublic • BOOM!!! Thepubliccan see whatwehave! • Digitisedimagesconnectedto AIS  • BOOM!!! Birthofonlinegenealogy • AIS connectedtootherspecificdatabases • BOOM!!! Videos, photos and mapsonline • Online order managementsystemconnectedto AIS  • BOOM!!! Revolutionintheworkprocesses • AIS = thebackponeof modern archives! 2013

  3. Chronology 1990s 1999 – the old desktop-based AIS for entering data 2000–2004 – the first phase of data entering projects, 30% of titles entered into AIS 2004 – online access system = AIS 1.0 (3 million titles) 2005 – online system for digitized images = Saaga 2004–2009 – the second phase of data entering projects, all the titles entered into AIS (9 million) 2009-12 – online systems for photos, films, maps, parchments 2011 – digital archives software SDB for digitally born records and digitized images 2013 – online management system of customer orders 2013 – AIS 2.0 2013

  4. AIS 2.0 • Writing of functional requirements – 2011 • Tender – beginning of 2012 • Contract signed – June 2012 • Deadline in contract – June 2013 • Current phase – beginning of inhouse testing • Realistic deadline – end of 2013

  5. The essence of AIS 2.0 • Connects together all other systems (digitised images, digitally born data (SDB), photos, videos, maps etc) • Replaces the old desktop-based application for entering data • Multi-dimensional search functions • Other institutions can use AIS for managing and keeping their archives data

  6. Multi-dimensional search • Severaldimensionsforstarting and narrowinga query: • freetextsearch • timeperiods • geographicalplacesfrom a text list • geographicalspotorareafromthemap • persons and institutions • keywords • hierarchicalfondsstructure = Facettedbrowsing • Cyrillicletters = latinletters (иванов = ivanov)

  7. Multi-dimensional search • Severaldimensionsforstarting and narrowinga query: • freetextsearch • timeperiods • geographicalplacesfrom a text list • geographicalspotorareafromthemap • persons and institutions • keywords • hierarchicalfondsstructure = Facettedbrowsing • Cyrillicletters = latinletters (иванов = ivanov)

  8. Multi-dimensional search • Severaldimensionsforstarting and narrowinga query: • freetextsearch • timeperiods • geographicalplacesfrom a text list • geographicalspotorareafromthemap • persons and institutions • keywords • hierarchicalfondsstructure = Facettedbrowsing • Cyrillicletters = latinletters (иванов = ivanov)

  9. Multi-dimensional search • Severaldimensionsforstarting and narrowinga query: • freetextsearch • timeperiods • geographicalplacesfrom a text list • geographicalspotorareafromthemap • persons and institutions • keywords • hierarchicalfondsstructure = Facettedbrowsing • Cyrillicletters = Latinletters (иванов = ivanov)

  10. Important tools for archivists • Browser-based entering and changing data • Possibility to rearrange archival units data • Possibility to import electronic archives descriptions in XML • Access restrictions • Data of archives management reports • Export to other systems and portals

  11. Important tools for archivists • Browser-based entering and changing data • Possibility to rearrange archival units data • Possibility to import electronic archives descriptions in XML • Access restrictions • Data of archives management reports • Export to other systems and portals

  12. Challenges • Transferringofdatafrom AIS 1.0 • Trainingofarchivists • Introductionineverydaywork

  13. Always asked: • Financed by EU • Cost 0,4 mEUR • Contract with Tieto Estonia

  14. Thank you! Lauri.Leht@ra.ee +3727387535 +3725035789

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