Records Mgmt & Archiving

Die Arbeitsgruppe Normen und Standards des VSA führt am 29. Oktober 2009 einen Workshop zu ISAD(G) durch. Die Durchführung dieses Workshops soll dazu beitragen, Wissen über die internationale Normen und Standards und gleichzeitig Kenntnisse über deren praktische Umsetzung in der Schweiz zu erhalten. Vor allem aber möchten wir Sie anregen und unterstützen, die Normen anzuwenden.

Das Programm des Workshops konzentriert sich auf praktische Fragen der Anwendung von Normen und Standards im Bereich der Ordnung und Beschreibung aller Arten von Unterlagen. Dabei stützen wir uns auf die durch die Arbeitsgruppe erarbeitete nationale Richtlinie zur Umsetzung von ISAD(G), die in der kommenden VSA-Hauptversammlung zur Verabschiedung vorliegt.

Programm und Anmeldung
http://www.vsa-aas.org/de/aktuell/agenda/

MessageLabs führt zusammen mit Avantec zwei E-Mail Mgmt / Archivierung Workshops durch betr.
Rechtliche Anforderungen einhalten und sorgenfrei umsetzen

26. August 2009 in Bern
27. August 2009 in Zürich

Details und Programmm siehe:

http://de.messagelabs.com/seminars/avantec

Many had that dream already.

There is an interesting article in the Records Mgmt Journal (Nr.2/August 2009) from Steve Bailey.

The idea is to exploit the experience and methods of big providers like Google or Amazon who
have analyzed their customer data and profiles in order to automatically process information
based on its characteristics and use.

"... Imagine if instead of “customers who bought this item also bought” that it said “users who
viewed/edited this information also viewed/edited these sources of information”. What
then starts to emerge is a picture of information in its true organisational context.
Hitherto unknown patterns of behaviour come to light based not on how we think
people might work but on how they actually work. This is not the clear cut world of
process-review workshops and simple UML diagrams which bear little resemblance to
reality. This is the real world where processes inter-mingle, users waste time going
down cul-de-sacs and operations are repeated. A far more complex world for sure, but
also a far richer one in terms of the information it provides the records manager with.
For now we can see exactly where a particular document fits into a particular process
(or processes); exactly who uses it and to what information it relates. All a long way
away from the blunt instrument divorced from reality that represents most
classification schemes and file plans. And best of all, it is scalable as Amazon have
already shown us."

Shortcomings in my opinion:
- decentral data must be collected and indexed (federation of all silos without distinguishing between records and non-records)
- The data processing is always based on retrospective activities; prospective actions (e.g. new employees) need intellectual control (at least initially)
- How to manage hybrid envirionments ? paper is not yet dead
- exception handling for special applications
-What about automatic records declaration and capturing ?
- The approach is rather a win for the retrieval side but less for capturing and filing

to be discussed

Jürg

Zum 60. Geburtstag von Prof. Dr. Rudolf Gschwind, Leiter des Imaging and Media Lab (IML) der Universtität Basel, führt das IML eine wissenschaftliche Tagung zum Thema «Bild, Code Speicher» durch. Dabei stehen hoch interessante Referate auf dem Programm zu «Strategien des digitalen Erinnerns», wie es im Untertitel treffend heisst.

Lieber Ruedi, wir gratulieren dir natürlich herzlich auch in diesem Blog
zu deinem 60. Geburtstag.

Das Programm der Ehrentagung finden sie
Hier

Allgemeine Infos

Tony Fisher skizziert den Prozess der Data Governance und erklärt, warum Datenqualität den Kern der Unternehmensdaten bilden muss
Neues Buch untersucht, wie erfolgreiche Unternehmen ihre Daten verwalten

Ich werde in ein paar Wochen in diesem Blog dieses Buch besprechen.
Die Frage ist natürlich inwiefern "Daten Records" hier gemeint sind und wie sie definiert werden, und wie sie im Sinne eines professionellen Records Mgmts verwaltet werden.

s. Link im Compliance Magazin

News from the Swiss Federal Archives here:

we learn that approx. 13 Terabytes is the current archives volume with a yearly growth
of about 1 TB.

The Swiss Federal Archives (BAR) is legally responsible for
preserving documents – paper records, photos, audio and film
recordings – of the Swiss government, the parliament and the federal
administration. Its digital material amounts to roughly 13 terabytes,
increasing by an estimated 1 terabyte in 2010. From 2012 on, all
federal administrative institutions will be asked to deliver master
records to the archives in digital form only. Consequently, BAR
anticipates very large digital data deliveries, including databases,
in the next two decades.

see: Newsletter

A US startup has developed a new DVD-R technology that it claims will be readable for 1,000 years.

Who could prove and verify that kind of longevity ?


Go to link

Northumbria University 'Records Management Today' podcast series

Episode 5 (July 2009)
http://nuweb.northumbria.ac.uk/ceis_podcasts/index.php

Spotlight on: The launch of the Business Archives Guide and strategy at the House of Lords, in conversation with Elizabeth Oxborrow-Cowan and Sara Kinsey (27 mins).

Elizabeth Lomas discusses business archives with Elizabeth Oxborrow-Cowan and Sara Kinsey asking:

* what were the highlights of the presentations by Professor Mervyn King (Governor of the Bank of England), Sir Stuart Rose (CEO M&S) and Dame Stella Rimmington?

* what do the Business Archives Guide and strategy hope to deliver?  

* what are the issues for managing business records and archives - where do the challenges and values lie?  

* what can the wider archive, records and information communities learn from the experience of the business archivist?

The Business Archives Guide and strategy, as well as further advice for businesses on managing archives, can be accessed at http://www.managingbusinessarchives.co.uk/ 

Participants:

Elizabeth Oxborrow-Cowan is a professional archivist and qualified management consultant.  She established her own consultancy in 2003 and specialises in strategic reviews of archive services and policy bodies, funding bids, collection management and access development for archive services.  Elizabeth is Director of Publicity and Communication for the National Council on Archives.  She also sits on the UK Working Group for UNESCO's Memory of the World Programme and is an Assessor for the Society of Archivists' Registration Scheme.

Sara Kinsey has been an active advocate for business archives for a number of years. She is the Manager of History Projects at HSBC, and deputy chair of the Business Archives Council. Sara was actively involved in the writing and development of the Business Archives Guide and strategy.
Elizabeth Lomas (Northumbria University).

What you have to consider when hiring or evaluating consultants for ECM projects.

8 points to check.

see:
http://aiim.typepad.com/aiim_blog/2009/07/8-things-to-consider-when-looking-at-ecm-consultants.html

The three-year Collaborative Electronic Records Project (CERP) of the Smithsonian Institution Archives and the Rockefeller Archive Center concluded in December 2008. Among the project outcomes, the CERP Email Parser was produced and we are pleased to offer it to the archival and related communities as an open source software tool for the preservation of email accounts. The Email Parser ( http://siarchives.si.edu/cerp/parserdownload.htm ) migrates an email account and its messages into a single XML file using the Email Account XML Schema developed in collaboration with the North Carolina State Archives and the EMCAP project.

The CERP Email Parser migrates an email account in MBOX format into XML, using the schema to preserve the full body of messages, together with their attachments, and keeps intact the account’s internal organization (e.g., an Inbox containing subfolders labeled Policies, Special Events, and Projects). The CERP team successfully preserved email accounts from a variety of applications including Microsoft Outlook, AppleMail, LotusNotes, and Netscape. All email messages retain their full header content, in contrast to some tools produced in earlier research efforts.

The parser runs on a workstation in a virtual machine environment compatible with Windows, Macintosh, Linux, and some Unix platforms. CERP testing was limited to the Windows XP environment. The CERP Email Parser is licensed as open source software so that it may be used, supported, and enhanced by all organizations that adopt it.

The Email Parser is designed to address the task of preserving bodies of email, such as an account, without requiring access to the original email systems. Still, email accounts from active email systems may also be preserved using this tool. The CERP Email Parser will be featured in the pre-conference workshop “Achieving Email Account Preservation With XML” at the Society of American Archivists 2009 Annual Meeting this August.

For more information and to download the parser, visit http://siarchives.si.edu/cerp/parserdownload.htm. For more on the Collaborative Electronic Records Project, visit http://siarchives.si.edu/cerp/. Please direct email inquiries to FerranteR@si.edu.


Riccardo Ferrante
IT Archivist and Electronic Records Program Director
Smithsonian Institution Archives
600 Maryland Ave SW MRC 507
Washington, DC 20013-7012