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From records to archives Implementation of digital preservation at the EC
Lieven BAERT European Commission SIO NATO 21/05/2019
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The Archives team
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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
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Movie
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History – 1952-1967 European Coal and Steel Community
European Economic Community European Atomic Energy Community
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History – 1967 Merger Treaty
European Communities European Union unified Commission unified Council + (many) other
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EU institutions > more then 3,
Also some « bodies » exist. Decentralised Agencies Executive Agencies Joint undertakings Institutes
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Right of initiative Policy and budget implementation Guardian of Treaties International representation
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Digital Preservation Part of the e-Domec policy (HPS)
Analysis start 2012 Proof of Concepts 2013 Licences obtained 2014 Production release 2017
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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
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HPS metadata model RM metadata analysis Generic concepts SIP <…>
Preservica XIP XML </…> HPS metadata XML </…
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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
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Sources - HAN in production 60ies 90ies today
45M docs, 65M digital objects, 70TB data
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Sources - HAN in production +1.000 transfers ca. 600.000 documents
ca dossiers Ingest process built-in Complexity of 2-way communication
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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
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Sources - Sybil in production
Application to manage the President’s mail ca records objects Mapping to metadata model SIP creation by local IT team
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Sources - Adonis being tested
Former RM system ( ) – ca. 150 databases records objects dossiers « Retro » scanning High appraisal effort Specific SIP creator
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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
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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
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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)
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Thank you lieven.baert@ec.europa.eu
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