1. 1 Archiving of Electronic Documents in Latvia. Rezekne Higher Education Institution Mg.soc.sc Mg.archives Vita Kravchenko Vita.Kravcenko@ru.lv

2. 2 Evaluation of Electronic Documents Storing of Electronic Documents – Storage in Archive media formats and encoding

3. 3 Evaluation of Electronic Documents Evaluation and Storage Procedure ( Minister Cabinet regulations Nr. 141: Regulations of current documented dates and electronic documents archiving in information systems.) Relates to system ( int.al. registers, data base): »the owner or possessor of which is state or municipal institution; »where the information is worked and storaged according to international contracts, rules or regulations of Minister Cabinet; »which are wholly or partially financed from state and municipal budget funds; State archives General Directorate (hereinafter – The General Directorate) is responsible for electronic documents storage (retention) which involves evaluation and selection for durable and permanent storage, as well as the preservation and accessibility.

4. 4 Evaluation of Electronic Documents Evaluation and Storage Procedure ( Minister Cabinet regulations Nr. 141: Regulations of current documented dates and electronic documents archiving in information systems.) System register of Minister of Transport and the State data Inspectorate which, in accordance to regulations, carry out the system registration, system pasport scheme regulations and all the acts copies related to the system formation within two months after the system registration, submit to General Directorate for system evaluation; General Directorate evaluates the system to identify permanently stored long-term electronic documents to be assigned into storage and takes inventory of information resources which contain a long and constantly stored electronic documents; When configuration of the system is changed or data are converted to new system, the system organization within one month reports in written form to General Directorate. General directorate approves the changes.

5. 5 Evaluation of Electronic Documents Evaluation Procedure ( Minister Cabinet regulations nr. 117: Regulations of the form of the evaluation of the electronic documents and handing over for storage to the state archive.) During the evaluation procedure: carry out intellectual analysis and techical analysis of information system; evaluate functions ( according to the methodology of making functions and institutional system analysis approved by Minister Cabinet), the action or fact and the associated content of document package, making intellectual analysis of electronic documents; evaluate technical aspects related to the circulation of the electronic document ( eg. technical interoperability – the possible transfer of data media, format encoding, security – the access, preservation, integrity, authenticity) by carrying out the technical analysis of information system; the electronic document is evaluated in the information system planning, designing and implementation phase, during the information system using and maintenance process, as well as when handing the electronic document to state archive storage.

6. 6 Evaluation of Electronic Documents Evaluation Procedure ( Minister Cabinet regulations nr. 117: Regulations of the form of the evaluation of the electronic documents and handing over for storage to the state archive.) electronic document is evaluated during the information system planning stage: determine datus and electronic documents included in the information system; define the retention period of electronic documents; evaluate the type of electronic document, storage and necessary costs.

7. 7 Evaluation of Electronic Documents Evaluation Procedure ( Minister Cabinet regulations nr. 117: Regulations of the form of the evaluation of the electronic documents and handing over for storage to state archive.) electronic document is evaluated during the information system designing stage: the nstitution information system included documents and data, the amount and period of retention coordinated by state archive; the institution provides long-term or permanently stored electronic documents capture opportunities from information system ( possibility to distinguish from the system and store as a separate unit) and the migration or conversion options for storing the media or location.

8. 8 Evaluation of Electronic Documents Evaluation Procedure ( Minister Cabinet regulations nr. 117: Regulations of the form of the evaluation of the electronic documents and handing over for storage to the state archive.) electronic document is evaluated in the information system implementation stage: the institution agreeds the content, volume and storage time limit of electronic documents with the state archive. General Directorate of state archive in cooperation with institutions evaluate the functions and classfy them into the following categories of information system: Category A – policy coordination, supervision and control functions of performed actions ( category A functions); Category B – regulatory and service functions ( Category B functions); Category C – supporting functions ( category C functions).

9. 9 Evaluation of Electronic Documents Evaluation Procedure ( Minister Cabinet regulations nr. 117: Regulations of the form of the evaluation of the electronic documents and handing over for storage to the state archive.) electronic document is evaluated during the information system using and maintenance stage: - Institutions review storage time limits for category B information system: before the information system migration, conversion or configuration changes; with changes in laws, institutions function ( functions volume), operational priorities, the documented facts amount; - Electronic documents and terms of data storage changes in accordance with state archive - All the activities carried out with archived electronic documents and data are documented creating and adding the necesary metadata (appendix 1).

10. 10 Evaluation of Electronic Documents Evaluation Procedure ( Minister Cabinet regulations nr. 117: Regulations of the form of the evaluation of the electronic documents and handing over for storage to the state archive.) evaluation of electronic document when handing it to the state archive storage: The institution takes into consideration the following criterions: electronic document documents the forming of state policy and state administrative process; –electronic document documents state and its nhabitants’mutual relations their interaction and the impact on the environment; –document is being used longer than for 75 years for proper process realization, rights implementation and protection; –the costs of electronic document storage ( depending on its form, structure and frequency of use) during the long period of time would be less than the costs resulted if the electronic document was unpreserved.

11. 11 Evaluation of Electronic Documents Evaluation Procedure ( Minister Cabinet regulations nr. 117: Regulations of the form of the evaluation of the electronic documents and handing over for storage to the state archive.) evaluation of electronic document when handing it to the state archive storage: –If forming the information system in this manner, the solutions used in the past have not been used in practise, the state archive after the State archive General Directorate decision takes entire information system to deposit; –Evaluating electronic documents the state archives has the rights to require replenishment of existing records in following cases: obliteration of the information system or application software was lanched; database structure before the transfer has been redesigned; existing documentation is uncompleted.

12. 12 Evaluation of Electronic Documents Structured text electronic data / documents; XML format; XML structure sharts ( XSD, XSL ) Institutions XML charts proposals; Commission of archiving electronic documents; Approved XML structure charts.

13. 13 Electronic Documents Storing – Acceptance to Archive Storage Evaluation and Storage Arrangements ( Minister Cabinet regulations Nr. 141: Regulations of current documented dates and electronic documents archiving in information systems.) Completed electronic data / document evaluation process; The contract with the institution of handing electronic data / documents to the state archive for storage: –technical requirements ( data formats, encoding); –archiving period /periods; –conditions of the documents preservation, circumstances of control and supervision until their transfer to the archive storage; Deaths / restructed institutions and information system ( IS), registers, data bases acceptance to the archive storage;

14. 14 Electronic Documents Storing – Acceptance to Archive Storage Media used: –CD – R ( ISO 9660 or ISO 10149); –Magnetic tape ( ISO/IEC 15895 or ISO/IEC 16382) Large case permitted: –DVD +R; LTO.

15. 15 Electronic Documents Storing – Acceptance to Archive Storage Data formats used: –structured text – SGML ( XML ); –Graphical information – JPEG or TIFF; –Vector graphics – CGM; –Audio information and video informaton – MPEG II Encoding: –Baltic in 1257; UTF – 8.

16. 16 Thank you for your attention!