1. WGARM Projects Digital Archives Programme, DAP Phase I, Strategic Plan - 2003/2004 Phase II, Implementation (pilot) - 2005/06 Appraisal Decision Assistance, ADA Phase I, Start up - 2002/2003 Phase II, Follow up - 2004 Phase III, Implementation - 2005

2. Strategic Plan for a Common Services* Digital Archives Programme DAP Problem Statement Project Phases Project Benefits Project Overview Next Steps Annexes * [UNDP, UNFPA, UNICEF, UNOPS, UN Secretariat]

3. DAP Problem Statement Digital Records are not captured, managed or appropriately preserved in a consistent or business-like manner. This creates significant risk since critical organizational knowledge assets may be lost, not accessible or only recovered at a high cost.

4. DAP Project Phases Phase I - DAP Strategic Plan will identify requirements and specifications, define standards and establish an Implementation Plan; Phase II - DAP Implementation will implement the framework and begin the necessary technical and operational activities to develop digital archiving.

5. DAP Project Benefits Address business problem concerning the management and preservation of digital records; Minimize Interagency duplication of efforts; Leverage experiences and knowledge; Promote good business and record keeping practices.

6. Strategic Plan Project Overview Assessment Design Plan Current policies, systems, platforms and initiatives Road map for implementation Develop Standards and Requirements, Identify Architectures, Preservation Strategies and Functional Models

7. DAP Next Steps Immediate Contract award; UNPO to designate DAP Coordinators ; Circulate ‘introductory letter’ to respective staff announcing project and reinforcing cooperation required ; 2003 Project Deliverable Work plan agreed by UNPO DAP Coordinators;

8. Next Steps (cont.) 2004 (Deliverables 2-7) Data collected by vendor and validated by UNPO ; Digital Archive Standards and IT Specifications identified and DAP framework designed; Implementation Plan and proposed roadmap; Presentations and validation of achieved milestones; Work plan/TOR for Implementation (DAP Phase II)

9. Annexes DAP Definition DAP Scope Project Activities Project Milestones Project Deliverables Appraisal Decision Assistance, ADA, Phases I, II and III Other WGARM projects on hold

10. 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.

11. Digital Archive Programme Definition Policy & Procedures Technologies Management Provides for the long term access and use of materials Combination of Policies, Procedures and Technologies Facilitate the appraisal retention and preservation of digital records Requires active management throughout record lifecycle

12. 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.

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

14. Project Activities Finalise SOW; Develop EOI, RFI and RFP documents; Develop RFI and RFP evaluation criteria/weights; Assist and support UN Procurement on issuing RFP, prepare documentation materials related to HCC presentation, assist in drafting contract; follow up on RFP issues including vendor questions, vendor references and related issues; Conduct and co-ordinate RFI and RFP Evaluation meetings ; Complete SOW annexes, follow up missing information; Compile and make accessible project documents and related materials, digitise where appropriate;

15. Project Activities (cont.) Develop presentation materials, overviews and introductory materials concerning project; Develop and maintain project filing scheme; maintain all paper and electronic records related to project; Register electronic copy of all project materials in Trim, digitise documents whenever necessary; Maintain regular communication with UNPO representatives/IT focal point; attend relevant meetings; Make presentations and update UNPO related groups such as UNSec Knowledge-Sharing,, ICTB Provide progress updates to WGARM and co Chairs; Develop DAP Deliverable Certification documents; support related activities, such as WGARM Appraisal Decision Assistance project and UNICEF IRDAM.

16. DAP Project Milestones EOI/RFI - Sept.-November 2002. RFI evaluated, shortlist created, SOW finalised - mid Dec. 2002 RFP issued by UN Procurement - 15 March - 9 May 2003 Technical Evaluations - May/June 2003 (WGARM) Financial Evaluation/HCC Recommendation- July 2003 (UNPD) Contract negotiations - September 2003

17. DAP Project Deliverables Project Start up - October (anticipated); Deliverables - 10-12 Month projected timeline; –Work Plan Phase I (20 days), –Administrative Survey (32 days), –Technical Inventory/Assessment (35 days), – DAP Design/Specs (57 days), –Implementation Plan (32 days), –DAP Presentations (23 days), –Work Plan Phase II (39 days).

18. Appraisal Decision Assistance ADA ADA Phase I - Start up & Initial Inventory (2002/03) External Organisations [7]: – Record Series & Retention Schedules UNPO’s [5 in NY] –Some Record Series [from 110? Work-units] and –Some Retention/destruction schedules & Rules Initial Result as of Sep 2003 –UNPO Main Functions [10] and Generic Series Matrix; –Generic Series linked to various & multiple retention periods – Preliminary ADA Database Tool in MS Access;

19. WGARM Appraisal Decision Assistance ADA Phase II - Follow up, Consolidate & Design (2004) UNPOs and TF Review and approve results and direction Provide GAP Analysis, Identify/Collect missing Series Consolidate Retention Schedules Develop, Reconcile and Apply Appraisal Values Refine the ADA software tool for updates

20. WGARM Appraisal Decision Assistance ADA Phase III Implementation - by UNPO ( 2005) Confirm UNPO Record Series in all workunits & storage Match UNPO Records to Generic Record Series Schedules Seek approvals and carry out retention recommendations Make updates available via the ADA software tool with internet access

21. WGARM Appraisal Decision Assistance ADA Classical Appraisal Values : Primary - Reason created or received Secondary - Evidence of Action or decision Tertiary - Ongoing informa- tional use Appraisal Values Components 8. Classical Appraisal Values 9. Business Model & Systems 1. Record Type 2. Importance of Activity 3. Subjects 4. Level of Office 5. Practical consider- ations 6. Research Consider- ations [discovery] 7. Form and Format [Media of Storage]

22. ADA Project Scope & Components : Appraisal Values Identified and retention schedule assigned for records created or received in NY UNPOs UNPO Policy rules reflect or imply Appraisal Values Managers Apply retention schedules to specific, dated, Record Series in work units or storage Areas Generic Retention Schedules Appraisal Values & Criteria Main Functions or Business Processes Generic Records Series UNPO Record Series 5 UNPOs = UNDP, UNFPA, UNICEF, UNOPS & UN Secretariat UNPO Retention Schedules

23. Other WGARM Projects (on hold pending DAP and ADA) Archive Research Centre [CS-ARC] as Common Depository; Harmonization of Archives and Records policies and procedures; Other important projects which would require funding to expedite: –Vital Records Protection; –Disaster Recovery Plans; –Prioritisation of digital scanning initiatives; –Plan for Integrated Records, Documents and Archives –Field Advice