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France’s approach to data exchange A data exchange standard for archiving

France’s approach to data exchange A data exchange standard for archiving. Olivier de Solan Direction des archives de France DLM Forum - 5 April 2006. The problem.

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France’s approach to data exchange A data exchange standard for archiving

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  1. France’s approach to data exchangeA data exchange standard for archiving Olivier de Solan Direction des archives de France DLM Forum - 5 April 2006

  2. The problem In public agencies and enterprises, more and more documents are managed electronically (EDMS, databases…). Example : French Strategic plan for e-administration (Adele). Some of these documents have to be recorded in records management systems or in archival systems, which are increasingly often electronic systems. There is a need to transfer metadata and data automatically from EDMS to ERMS or electronic archival systems.

  3. Archival system EDMS ERMS The need for a data exchange standard Transfers from one system to another are often dealt with by traditional means, as paper forms, or by specific procedures. That causes losses of information and additional costs. A data exchange standard for archiving would help avoiding these problems.

  4. Aim of a data exchange standard

  5. A complement to Moreq The data exchange standard addresses the way an ERMS should be interconnected with other information systems, not the way an ERMS should work. It is a complement to the specifications of requirements for electronic records management systems : Moreq, Domea, ReMANO, DoD 5015.2-STD... Moreq 10.8 « Interoperability and openness » « The ERMS should be able to inter-operate with other electronic records management systems, […] with other applications »

  6. Project and first deliverables The data exchange standard for archiving is one of the projects of the French Strategic plan for e-administration. Led by the French Archives Directorate (Ministry of Culture) and the Directorate-General for the modernisation of the State (Ministry of Economic Affairs, Finance and Industry), with archival institutions, the French National Library, software editors, secure trade or electronic archiving service suppliers. Draft published on 7 March 2006 http://www.vitamin2.adae.gouv.fr/ministeres/projets_adele/a103_archivage_elect/public/standard_d_echange_d/folder_contents

  7. International standards XML flows complying with the recommendations of UN/CEFACT (United Nations Centre for Trade Facilitation and Electronic Business) http://www.unece.org/cefact/ ISO 14721:2003 (Open archival information system - Reference model) http://ssdoo.gsfc.nasa.gov/nost/wwwclassic/documents/pdf/CCSDS-650.0-B-1.pdf ICA ISAD/G (General International Standard for Archival Description) http://www.ica.org/

  8. The actors - Originating Agency - Transferring Agency - Archival Agency - Control Authority - Access Requester

  9. The messages - Transfer - Delivery - Modification - Destruction - Restitution Most messages can be signed electronically. Hashcodes of the data may be used to guarantee their integrity.

  10. The messages

  11. The messages

  12. Exchanged information : the metadata Identifiers Originating Agency Description Date Description Level Format (file format, Mime Type, character encoding…) Size Custodial History Appraisal Access Restriction Keywords Archival Agreement…

  13. Exchanged information : the data The standard allows the exchange of the preserved data, when they are in electronic form. Data can either be embedded or pointed by external link. The standard does not specify the format of the data.

  14. Exchanged information

  15. Possible uses Originating agencies Business software or EDMS  Exporting data to an archive. Records management services, archival institutions, storage service providers ERMS, archival management software  Importing data from an originating agency.  Exporting data to another archive. Some implementation projects are already planned.

  16. International context of the project The market of EDMS or ERMS software is international. The market of data hosting and data transfer services is international. RM and Archives have similar functions throughout the world. An international exchange standard for archiving is highly desirable.

  17. International context of the project Involved institutions by now : - UN/CEFACT TGB19 (eGovernment) - CEN/ISSS/EBES/EG13 (eGovernment) - ICA(International Council on Archives) The French project is a contribution among others.

  18. International context of the project An international working group is being created : records managers, archivists, records creators, IT specialists. You are welcome ! Please contact : Olivier de Solan olivier.de-solan@culture.gouv.fr

  19. Thank you for your attention !

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