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Working Group on Archives and Records Management

Working Group on Archives and Records Management. WGARM. WGARM Activities . Appraisal Decision Assistance Phase I - Dec. 2002 Phase II - Dec. 2003 Digital Archives Programme Phase I Strategic Plan - February 2004 Phase II Implementation - Pilot 2004/05, Full 2006/07

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Working Group on Archives and Records Management

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  1. Working Group on Archives and Records Management WGARM

  2. WGARM Activities • Appraisal Decision Assistance • Phase I - Dec. 2002 • Phase II - Dec. 2003 • Digital Archives Programme • Phase IStrategic Plan - February 2004 • Phase II Implementation - Pilot 2004/05, Full 2006/07 • Archive Research Centre as Common Depository, Dec. 2004 • Harmonization of Archives and Records policies and procedures, Dec. 2005 • Other important projects which would require additional funding • Vital Records Protection, Disaster Recovery Plans, Plan for Integrated Records, Documents and Archives - Field Advice

  3. Appraisal Decision Assistance • Phase I - Final Consultant Report - Dec. 2002; • - Review and approve results- Mar./Apr. 2003 • Phase II Follow up - May-Dec. 2003 • Provide GAP Analysis • ConsolidateRetention Schedules • Identify and Collect Missing Series • Develop, Reconcile and Apply Appraisal Values • Phase III Implementation - April2004

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

  5. 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.

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

  7. 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.

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

  9. Project Overview Strategic Planfor a Digital Archives Programme 1) DigitalAssessment 2) DAPDesign 3) Implementation Plan

  10. 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.

  11. 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.

  12. 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.

  13. 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. 2002. • SOW - RFI evaluated, shortlist created, Statement of Work finalised based on RFI responses - mid Dec. • RFP - Procurement Division to send out RFP by mid-March.

  14. Estimated Project Timeline • RFP issued - Mid March 2003 • RFP closing - end April 2003 • Evaluation and recommendation - May/early June 2003 • Contract Negotiations - mid June/Early July 2003 • Vendor start up/completes Work Plan - end July; • Vendor completes Digital Assessment, DAP Design, Implementation Plan - Jan. 2004 (120/170 days); • Vendor Completes Presentations, Work Plan Phase II - Feb./March 2004 (20/40 days)

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