BRAIN-be (Belgian Research Action through Interdisciplinary Networks) Trustful hybrid curation, transformation and organization of records in Belgium HECTOR.

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BRAIN-be (Belgian Research Action through Interdisciplinary Networks) Trustful hybrid curation, transformation and organization of records in Belgium HECTOR research project: Fiona Aranguren Celorrio Marie Demoulin Cécile de Terwangne Bénédicte Losdyck Laurence Maroye Sébastien Soyez Seth Van Hooland Odile Vanreck Zagreb, 12 November 2015

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) BRAIN-BE PROGRAM

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) Ecosystems, biodiversity, evolution Geosystems, universe and climate Cultural, historical and scientific heritage Federal public strategies Major societal challenges Management of collections 6 thematic areas

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) TIC-BELGIUM HECTOR MADDLAIN GREAT WAR FROM BELOW IMMBEL JUSINBELLGIUM BELVIRMUS-WW2

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) HECTOR RESEARCH PROJECT

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) University of Namur Université Libre de Bruxelles State Archives, Belgium University of Montreal

BRAIN-be (Belgian Research Action through Interdisciplinary Networks)

Contextual analysis Field analysis Creation of models Valorisation and diffusion

BRAIN-be (Belgian Research Action through Interdisciplinary Networks)

1.Hybrid management of a record The statement of offence 2.Hybrid management of a file The inspection file The human resources file

BRAIN-be (Belgian Research Action through Interdisciplinary Networks)

PRELIMINARY RESULTS

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) Digitization procedure Selection & Appraisal checklist Description & classification standards Access policy Hybrid records management policy Positive practices Points of attention Preliminary recommendations

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) Best practices

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) Support from senior management Implication of the staff Continuous training Process automation Willingness for work rationalization and improvement Collaboration between services Creation of working groups Exploitation of available resources (online…) Harmonization of practices Creation of documents of reference Respect for the normative and legal framework Implementation of GID software Choice of suitable formats Involvement of the IT service

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) Attention points

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) « Paper mentality »

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) Coordination difficulties between stakeholders Electronic signature using the e-ID: question about the techonology neutrality Emergence of local initiatives (silos)

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) Rules versus real practices Availability versus usage of tools Replacement of paper originals by electronic copies Lack of a RM and archiving strategy

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) Digitization of other administrative documents: not so controlled as that of statements Statements printed systematically for the juge Proof of authenticity of digitization procedures: not automated

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) Preliminary recommendations

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) The EU regulation 910/2014 comes into force in less than one year Be aware of the advances concerning national law (digital archiving)

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) Do a regular appraisal of documents

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) Find the balance between costs and profits

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) Equip yourself with support tools

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) Change management

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) Catastrophic Serious Medium Low Insignificant Highly unlikely UnlikelyProbableHighly probable Frequent - Risk analysis - Gravity Probability

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) Establish a version control

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) Identify processes and requirements in the digital environment

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) CONCLUSION

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) In the conception of on-going projects, there are many positive signs Involvement of different experts from key disciplines: IT, RM, legal, archival …

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) In practice … too many unresolved questions! Digitaze? Dispose? Sign? Copy? Yes, but… HOW?

BRAIN-be (Belgian Research Action through Interdisciplinary Networks) THANK YOU FOR YOUR ATTENTION!