1. WGARM Appraisal Decision Assistance Phase 1, Dec. 2002
Digital Archives Programme, Nov
Archive Research Centre [CS-ARC] as Common Depository, Feb. 2004
Harmonization of Archives and Records policies and procedures, Jul 2004
Other important projects which would require additional funding
Vital Records Protection, Disaster Recovery Plans, Plan for Integrated Records, Documents and Archives - Field Advice

2. Appraisal Decision Assistance
Phase I - Partial Preliminary Results - 23 Nov 2002
Final Consultant Report - 23 Dec. 2002;
Review and approve results by UNPOs
Phase II Follow up - Apr-Dec 2003
Provide GAP Analysis
Consolidate Retention Schedules
Identify and Collect Missing Series
Develop, Reconcile and Apply Appraisal Values
Phase III Implement Appraisal Assistance -2004

3. Strategic Plan for a Digital Archives Programme DAP
Project Definition and Scope
Project Overview
Project Status

4. Digital Archives Programme, DAP Definition
The Digital Archives Programme is a combination of policies, procedures and technologies that will facilitate the proper management, appraisal/retention and preservation of digital records and provides for the long term access and use of materials with archival value.
Preservation requires active management that begins with record creation.

5. Digital Archive Programme
Policy &
Procedures
Technologies
Management
Roles &
Responsibilities

6. Project Scope
Digital records created or received in UNPO NY offices and identify issues related to digital records created away from NY that may impact on DAP effectiveness.
Digital records of archival value but contains elements that interact with all records; identify Electronic Document Management System, (EDMS), and Electronic Record Management System, (ERMS), issues that effect DAP performance.

7. Scope
DAP NY
Dig. Rec.
Other Loc.
EDMS NY
ERMS NY

8. Project Overview Strategic Plan for a Digital Archives Programme
1) Digital Assessment
2) DAP Design
3) Implementation Plan

9. 1) Digital Assessment
Review and analyse the current policies, procedures, practices and the business context related to records, their creation, management and preservation;
Describe the current core UNPO information systems and technical platforms;
Review current initiatives and practices undertaken to identify, maintain and preserve digital records.

10. 2) DAP Design
Draft policies/procedures and identify requirements that will support the preservation of digital records;
Identify technical standards and architectures that will enable digital archiving including preservation strategies;
Identify high level electronic records management, document management and digital preservation strategies;
Develop various Functional Model(s) that can be applied as appropriate by the UNPOs;
Identify management roles and responsibilities;
Provide maintenance and monitoring strategies.

11. 3) DAP Implementation Plan
High level approach that links current technical and administrative infrastructure to the proposed DAP;
Specific/practical steps that lead to implementation for selected alternate models;
Scaleable and phased approach;
Includes cost benefit and risk analysis of various proposed models.

12. Current Project Status
Action Plan/Milestones/Schedule
EOI/RFI - EOI on the PD website, RFI forwarded to interested vendors with a closing date of 13 Nov
SOW - RFI evaluated, shortlist created, Statement of Work finalised based on RFI responses - mid Dec.
RFP - Procurement Division to send out RFP by 1st week in January.

13. Estimated Project Timeline
RFP issued - early January 2003
RFP closing - end February 2003
Evaluation and recommendation - end March 2003
Contract Negotiations - April 2003
Vendor start up/ meets with PM/WGARM - April/May
Vendor completes Work Plan - early May (10/10 days);
Vendor completes Digital Assessment, DAP Design, Implementation Plan - mid October (120/170 days);
Vendor Completes Presentations, Work Plan Phase II mid November (20/40 days).