IRISLink February 2009 EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy Electronic records and archives management at the European Commission Peter Handley Head of Unit SG.B5

IRISLink February 2009 EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy  What is the European Commission’s electronic records and archives management policy?  The challenges: organisational change and staff acceptance  The challenges: the development of efficient, user friendly tools  Co-operation with other Institutions and Member States

IRISLink February 2009 EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy  The starting point (2000): a diverse and decentralised paper based records management culture  The objective: a modern, trustworthy, transparent and efficient electronic records and archives management  Contribution to risk management and business continuity  The means: new rules, a new organisational structure, new tools, ….  E-Domec: a Commission wide project that has consequences for the organisation and its staff at all levels The European Commission’s electronic records and archives management policy

IRISLink February 2009 EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy E-Domec RegistrationProduction / Reception FilingPreservationElimination / Transfer to Historical Archives ARES (2008) 2438

IRISLink February 2009 EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy  Assigning responsibility for records and archives management at different levels  Achieving a uniform application of the new rules across all Commission departments  Staff awareness and acceptance :  Involving staff at all levels  Explaining the rules and why we need them  Training  User friendly applications  Change in culture, working methods …… CHALLENGES: organisational change & staff acceptance

IRISLink February 2009 EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy  Management of a large project in a multinational organisation  Reconciling the interests of different stakeholders  Meeting different expectations (records managers, IT specialists, management, users)  …..  IT application  In-house development based on Documentum  Modular approach  Central database  ….. CHALLENGES: the development of IT tools

IRISLink February 2009 EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy  Policy: monitoring and review  Progressive roll-out across the Commission of the new EDRMS between 2008 and 2010  Continued development:  Preservation and historical archives  Integration with other applications  Public register  …. STATE OF PLAY

IRISLink February 2009 EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy  Electronic signature  Document management and   Collaborative work  Other business processes (financial circuits, legislative procedures…) Future orientations

IRISLink February 2009 EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy  Interinstitutional cooperation on archives  European Archives Group  European projects: legal database, an internet portal for archives in Europe,..  DLM Forum and Moreq2 CO-OPERATION WITH OTHER INSTITUTIONS AND THE MEMBER STATES

IRISLink February 2009 EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy

IRISLink February 2009 EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy Some interesting links E-Domec: Archival Policy: DLM Forum: EURONOMOS:

IRISLink February 2009 EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy Informal collaboration work & records management Long-term preservation s In-house development or off the shelf Change and project management in large organisations

IRISLink February 2009 EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy common Repository Ares CIS-Net SG-Vista HERMES DG 1 DG 2 DG 1 DG 2 DG 1 Application N NOMCOM