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The Status of Electronic The Status of Electronic Archives in NorwayArchives in Norway
Riga, 22. march 2007
March 20th 2007 Norsk Arkivråd - Per Ivar Hammershaug
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Agenda
Status for electronic records and archives The development of the NOARK-standard (version
3, 4 and 5) Norwegian standard for electronic document
systems (NOARK) from electronic registry to ERMS (electronic
record management system)
March 20th 2007 Norsk Arkivråd - Per Ivar Hammershaug
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Some issues to keep in mind…
The notion of an archive is: Focused on the document There is no word equivalent to ”record” We often refer to information in databases
as professional systems
March 20th 2007 Norsk Arkivråd - Per Ivar Hammershaug
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Some issues to keep in mind…
The ”registry” is important: As log for finding documents Our Freedom of Information Act (FOI) is
based on using the registry for identifying documents one wants access to
The registry is also the basis of transferring archives to a repository
March 20th 2007 Norsk Arkivråd - Per Ivar Hammershaug
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Some issues to keep in mind…
We refer to an administrative officer as a ”saksbehandler” when working with documents and their contents Literally a case handler
The documents are collected in a ”sak” literally a case or one could say a folder
”Saksbehandling” ??? (”Case handling”)
March 20th 2007 Norsk Arkivråd - Per Ivar Hammershaug
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CASE = FOLDER
It must be stressed that the case concept of Noark is not primarily a question of what is correct and what is incorrect, but rather of how it can be used in an appropriate way. Registering cases and case information is primarily a tool for grouping case documents which belong together, under a common identity, which facilitates clarity and retrieval for both electronic records and physical records. The use of a separate case level replaces the traditional linking that was used with manual registration.
March 20th 2007 Norsk Arkivråd - Per Ivar Hammershaug
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Status of electronic recordkeeping 1
Some have started Others are about to start Some have not even contemplated the issue
March 20th 2007 Norsk Arkivråd - Per Ivar Hammershaug
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Status electronic recordkeeping 1
This is our situation: RMS (ERMS?): Noark-4,
electronic case-working and partial or fully electronic filing many still keep and define the paper as the original record
dedicated task systems (ERMS?): there is no common design for record-keeping functions, often not included in the registry, and no internal registry
No integration between professional systems and RMS duplicate registration and filing or no filing!
March 20th 2007 Norsk Arkivråd - Per Ivar Hammershaug
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System requirements
Electronic document systems must conform to the Noark-4 standard
Folder (case) Registry post documents
All main documents in a “folder” must be electronic Attachments may be stored on paper, but normally
electronic storage
Noark-3database
ClassificationScheme
Folder
Docu-ment
StaticAdministrative
partitioning
Skjematisk tolkning av Noark 3-4-5. NB: Noark-5 er ikke ferdigstilt pr dato.
Noark-5database?
Arkiv
ClassificationScheme
Record section
Folder
Registry-post
Docu-ment
VersionVersjonVariantFormat
Delarkiv
Primary folders
Secondary folders
Exa: Project-,
Presedens-folder
Basis-folder
Simplified registry
AdministrativePartitioning by date
(also non-hierarchical)
Exz:Other EMRS
Expansion
Hovedstruktur som Noark-4
Loggeddocument
Noark-4database
ClassificationScheme
Project
Registry-post
Docu-ment
Version
AdministrativePartitioning by date
VersjonVariantFormat
Archive Archive
Folder
Record section
March 20th 2007 Norsk Arkivråd - Per Ivar Hammershaug
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Starting point
The function of Archives and Records Management (or the creation of records/archives) is to document transactions in an organisation In the sense of actions and/or decisions that
take place within an office or with its surroundings
.
March 20th 2007 Norsk Arkivråd - Per Ivar Hammershaug
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Starting point
Documentation in two parts The content of the transaction (normally a document
of some sort) metadata: information showing that the transaction
has taken place, when, how, Who were involved, relations to other transactions etc.
These two parts can be intermixed.
March 20th 2007 Norsk Arkivråd - Per Ivar Hammershaug
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A dedicated task systems is a specialized system to support or control the process of documents in relation. Supportive functions: A tool to monitor the information and
process in order to communicate with other, to produce documents, simplify the case flow etc.
Control: A tool that controls the process, e.g. the case flow. The process can be automated If it is sufficient formalised
Transactions has a central role in dedicated task systems , and the systems are often designed to automatically acquire and document these transactions.
Dedicated task systems
March 20th 2007 Norsk Arkivråd - Per Ivar Hammershaug
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Noark-5 due to be presented 30.06.2007
March 20th 2007 Norsk Arkivråd - Per Ivar Hammershaug
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Noark-5 – to harmonize with international standards
ISO 15489 ISO-standard for”Records management”
MOREQ EUs Model Requirements for the management of
electronic records In Norway the Noark-standard will not be replaced by
general standards designed for other purposes than Norwegian standards.
March 20th 2007 Norsk Arkivråd - Per Ivar Hammershaug
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Specification and guidance Noark-5 says WHICH functionality, not HOW it is going to be
solved Conceptual data models are modelled only when there is a
need for detailed specification (i.e. function for excerpts for delivery to repository)
Specifies demands to document registry and functionality that can be utilized in “any” given context
Two-folded standard A specification without work processes A manual that describes standard administrative routines
and areas of utility
March 20th 2007 Norsk Arkivråd - Per Ivar Hammershaug
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Noark-5 and Integration
Integration with dedicated task systems E-mail Word-processing systems Portals Automated decision processes Registers Other Noark-systems Joint databases between public offices
March 20th 2007 Norsk Arkivråd - Per Ivar Hammershaug
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Logging of document and case working
Focus on logging of what happens with the document and the case working The work processes are now to be logged more
thoroughly A larger focus on development and demands for
automated tracking logs. The work processes of record managers becomes less
important than documenting the processes of administrative officers.
March 20th 2007 Norsk Arkivråd - Per Ivar Hammershaug
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Acceptancy tests of systems
The National Archives will check individual systems for acceptance before utilisation, on:
repository format exchange-/migration formats
March 20th 2007 Norsk Arkivråd - Per Ivar Hammershaug
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Result
The standard will be more useful Will be more widely used because it delivers a solution
for how Noark can be used with other systems Improves the possibility of acquiring the right documents
into the system Easier to develop technical solutions Easier for new groups to relate to the standard.