Information- and Archive Services | 13-05-2011 Information- and Archive Services in the Netherlands...

Information- and Archive Services | 13-05-2011

Information- and Archive Services in

the Netherlands

Jacqueline Slats DLM Forum

May 13, 2011Budapest


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Legal e-Depot Nationaal Archief

E-Depot is necessary for:

1. permanent acces to archival records;2. efficient, online transfer, of digital records from

record creators to the archives;3. accessibility via internet for a wide and varied

public;


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The Nationaal Archief as Trusted Digital Repository for other archival institutions in the Netherlands

The Nationaal Archief as Trusted Digital Repository for record creators

Business cases


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Multi-archive


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Thinking in Services

Archive Services Ingest Storage Metadata managemant Disposal Preservation

User Services Access

Management information Management reports


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Thinking in ServicesInfrastructural

HardwareSoftwareNetwork Research

OrganisationalTechnical maintenanceApplication maintenanceFunctional maintenanceTraining


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Pre-Ingest

Registration and authorisation users Realisation interface with informationsystem record creatorPrepare records for transfer and ingest

Sorted raw digital

material

Preparation Area

OR

Quarantine Area

Digitaal Depot

Transferaccession

Transfer rawdigital material

Raw ingest tool

Create structure

Editmetadata

Check SIP

Unsorted unknownraw digital material


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Ingest

Ingest object & metadataControle & ValidationNotification & Approval


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StorageStorage: NetApp, 32,5 TB on-line storage Scalable to 1 PB

Back-up:•HP tape library•CommVault backup softwareDisaster recovery:•Mirrored systems active


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Preservation servicesPlanning servicesPLATO

Characterisation servicesFIDO (OPF)Global Format Registry (OPF)DROID & JHOVEPRONOM

Preservation action servicesTestbed & Corpora (OPF)ComparatorMigratie: XENA, SIARDEmulatie: Dioscuri


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Open Planets Foundation (OPF) KEY FACTSFounded March 2010Not-for-profit organisation3 members of staff13 charter members: national archives, libraries & research organisations 8 affiliate members: universities and research organisationsMembers from the UK, Europe and the United States

• The Open Planets Foundation (OPF) has been established to provide practical solutions and expertise in digital preservation, building on the research and development outputs of the Planets project

• The OPF's mission is to ensure that its members around the world are able to meet their digital preservation challenges with a solution that is widely adopted and actively being practiced by national heritage organisations and beyond.


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Metadata Management

Interface with Information System:

Export from information system and online transfer;Mutation of metadata in information systems synchronise with metadata in e-Depot; Access to records in e-Depot via metadata represented in the own information system;


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Advantages

Concentration of ServicesConcentration of knowledge

CosteffectiveQualityStandaardisation and operabilitySustainable and permanent access


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Potential for record creators

Not only possible to transfer and ingest records after the legal period of administrative use (20 years), but

1. it also enables the transfer of records at an earlier stage.

2. and it will function as a repository for intermediate storage (i.e. storage of records that are projected to be destroyed after some years, but have to be preserved for a period that is too long for secure storage within an agency’s records management system).


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Principles

Only closed files;

Files must be appraised;

Metadataschema standard for Dutch e-government must be used.


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Legal basis

AW1995WOB Legal e-Depot

Permanent records

(5-10%)

Records for

Disposal after n-years

(90-95%)

20 year

0 year ∞

PublicNA caretaker


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AW1995WOB Legal e-Depot

Permanent records(5-10%)

Records for


(90-95%)

20 year

0 year

∞

Transfer records at an earlier stagePublicNA caretaker


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AW1995WOBInformation- and archive services

Permanent records (5-10%)

Records for


(90-95%)

20 year

0 year

∞

records that are projected to be destroyed after some years

Closed files

e-government

Public

< 20 year

NA caretaker

Record creator remains caretaker


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Dutch cabinet objective:

In 2015Al ministries connected with e-DMS on the e-Depot of the Nationaal Archief.

Next steps

Information- and Archive Services | 13-05-2011 Information- and Archive Services in the Netherlands...

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