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Working Group on Archives and Records Management

WGARM

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WGARM Activities

• Appraisal Decision Assistance – Phase I - Dec. 2002

– Phase II - Dec. 2003

• Digital Archives Programme– Phase I Strategic Plan - February 2004– Phase II Implementation - Pilot 2004/05, Full 2006/07

• Archive Research Centre as Common Depository, Dec. 2004• Harmonization of Archives and Records policies and

procedures, Dec. 2005• Other important projects which would require additional funding

– Vital Records Protection, Disaster Recovery Plans, Plan for Integrated Records, Documents and Archives - Field Advice

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Appraisal Decision Assistance• Phase I - Final Consultant Report - Dec. 2002;

• - Review and approve results- Mar./Apr. 2003

• Phase II Follow up - May-Dec. 2003

• Provide GAP Analysis

• Consolidate Retention Schedules

• Identify and Collect Missing Series

• Develop, Reconcile and Apply Appraisal Values

• Phase III Implementation - April 2004

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Digital Archives Problem Statement

• Records are all material "regardless of physical form, created or received in connection with or as a result of the official work of the United Nations” and are the business, legal and historical informational assets of the organisation

• Increasingly, electronic records provide the documentation of the UNPO activities and business process;

• Digital records are not captured, managed or preserved in an appropriate or consistent manner;

• Critical knowledge assets are at risk of loss or recovery only at high cost.

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Challenges• Lack of consistent policy and procedures concerning

electronic records; • Large volume of digital records and a decentralized

computing environment make it difficult to implement effective ERM procedures;

• Obsolescence and ageing of storage media; • Software and hardware dependencies;• Lack of resources, commitment and accountability

concerning long term preservation of digital records;

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Strategic Plan for a Digital Archives Programme

DAP

• Project Definition and Scope

• Project Overview

• Project Status

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Digital Archives Programme, DAP Definition

• The Digital Archives Programme is a combination of policies, procedures and technologies that will facilitate the proper management, appraisal/retention and preservation of digital records and provides for the long

term access and use of materials with archival value. • Preservation requires active management that begins with

record creation.

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Digital Archive Programme

Policy &Procedures Technologies

Management Roles & Responsibilities

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Project Scope

• Digital records created or received in UNPO NY offices and identify issues related to digital records created away from NY that may impact on DAP effectiveness.

• Digital records of archival value but contains elements that interact with all records; identify Electronic Document Management System, (EDMS), and Electronic Record Management System, (ERMS), issues that effect DAP performance.

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Scope

EDMSNY

DAPNY

ERMSNY

Dig. Rec.Other Loc.

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Project Overview

Strategic Plan for a Digital Archives Programme

1) Digital Assessment

2) DAP Design

3) Implementation Plan

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1) Digital Assessment

• Review and analyse the current policies, procedures, practices and the business context related to records, their creation, management and preservation;

• Describe the current core UNPO information systems and technical platforms;

• Review current initiatives and practices undertaken to identify, maintain and preserve digital records.

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2) DAP Design

• Draft policies/procedures and identify requirements that will support the preservation of digital records;

• Identify technical standards and architectures that will enable digital archiving including preservation strategies;

• Identify high level electronic records management, document management and digital preservation strategies;

• Develop various Functional Model(s) that can be applied as appropriate by the UNPOs;

• Identify management roles and responsibilities;

• Provide maintenance and monitoring strategies.

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3) DAP Implementation Plan

• High level approach that links current technical and administrative infrastructure to the proposed DAP;

• Specific/practical steps that lead to implementation for selected alternate models;

• Scaleable and phased approach;• Includes cost benefit and risk analysis of various proposed

models.

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Current Project Status

Action Plan/Milestones/Schedule• EOI/RFI - EOI on the PD website, RFI forwarded to

interested vendors with a closing date of mid Nov. 2002;

• SOW - RFI evaluated, shortlist created, Statement of Work finalised based on RFI responses - mid Dec;

• RFP - RFP sent out in mid-March closing in May;

• RFP Evaluation completed in June;

• Contracting process is taking place - July/August

• Project Start up - September 2003

• Project Completion - March/April 2004