1. From records to archives Implementation of digital preservation at the EC
Lieven BAERT
European Commission
SIO NATO 21/05/2019

2. The Archives team

3. since 1983 The Archives team
RÈGLEMENT (CEE, EURATOM) N° 354/83 DU CONSEIL du 1er février 1983 concernant l'ouverture au public des archives historiques de la Communauté économique européenne et de la Communauté européenne de l'énergie atomique

4. Movie

5. History – 1952-1967 European Coal and Steel Community
European Economic Community
European Atomic Energy Community

6. History – 1967 Merger Treaty
European Communities
European Union
unified Commission
unified Council
+ (many) other

7. EU institutions > more then 3,
Also some « bodies » exist.
Decentralised Agencies
Executive Agencies
Joint undertakings
Institutes

8. Right of initiative
Policy and budget implementation
Guardian of Treaties
International representation

9. Digital Preservation Part of the e-Domec policy (HPS)
Analysis start 2012
Proof of Concepts 2013
Licences obtained 2014
Production release 2017

10. Digital Preservation Technical setup Repository structure
Metadata model
Information package
Access
Source systems
Storage policy
Preservation actions
Pre-ingest
Security/visibility
RM integration
Ingest
Reporting
AMS integration
DP plan

11. HPS metadata model RM metadata analysis Generic concepts SIP <…>
Preservica XIP XML
</…>
HPS metadata XML
</…

12. General ingest workflow
Commission service ← → Historical Archives Service
Pre-ingest actions
Ingest actions
Ingest success
[New source system ?]
Select content
Validate
Request trf
Validate
[accept Paper]
Accept SIP
Run ingest
Structure
Preservation metadata
FT search
Source data
Digital objects
Size (GB)
2.083

13. Sources - HAN in production 60ies 90ies today
45M docs, 65M digital objects, 70TB data

14. Sources - HAN in production +1.000 transfers ca. 600.000 documents
ca dossiers
Ingest process built-in
Complexity of 2-way communication

15. Sources – Shared drives
in production
Sources – Shared drives
Only for Cabinets
(Barroso I and Barroso II)
67 GB GB
objects
Ingest via specific tool
Limited « quality »
Limited access

16. Sources - Sybil in production
Application to manage the President’s mail
ca records
objects
Mapping to metadata model
SIP creation by local IT team

17. Sources - Adonis being tested
Former RM system ( ) – ca. 150 databases
records
objects
dossiers
« Retro » scanning
High appraisal effort
Specific SIP creator

18. Sources – ARCHIS-Scanning
being tested
Sources – ARCHIS-Scanning
Internal digitisation
At dossier level:
At image (page):
Around 35 TB of data
Complex mapping:
Scanning technical data
Archival description data
BAC , p.29

19. Sources – External scanning
to be analysed
Sources – External scanning
External digitisation since 2013
COM numbers:
Images (pages):
roughly 50 TB of data
Complex mapping:
Publications Office XML format
Archival description data

20. Sources – future sources
to be analysed
Sources – future sources
Bilateral discussion to discuss major IS of DG’s
Ongoing
In parallel: Digital Preservation Plan
Define various aspects of digital preservation
Implement (technical) archiving solutions
Create overview of IS
1120 Commission information systems are registered in the portfolio management system, among them, 754 are “operational”. (source : GOVIS – feb 2018)

21. Thank you lieven.baert@ec.europa.eu