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UNPO Digital Archives Programme: Managing and Preserving Digital Records

The UNPO Digital Archives Programme aims to develop policies, procedures, and technologies to effectively manage, appraise, and preserve digital records. This programme addresses the challenges of obsolescence, decentralized computing, and lack of resources. This strategic plan outlines the project's scope, assessment, design, and implementation plan.

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UNPO Digital Archives Programme: Managing and Preserving Digital Records

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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. Digital Archives Problem Statement • Records are all material "regardless of physical form, created or received in connection with or as a result of the official work of the United Nations” and are the business, legal and historical informational assets of the organisation • Increasingly, electronic records provide the documentation of the UNPO activities and business process; • Digital records are not captured, managed or preserved in an appropriate or consistent manner; • Critical knowledge assets are at risk of loss or recovery only at high cost.

  5. Challenges • Lack of consistent policy and procedures concerning electronic records; • Large volume of digital records and a decentralized computing environment make it difficult to implement effective ERM procedures; • Obsolescence and ageing of storage media; • Software and hardware dependencies; • Lack of resources, commitment and accountability concerning long term preservation of digital records;

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

  7. 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.

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

  9. 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.

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

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

  12. 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.

  13. 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.

  14. 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.

  15. Current Project Status Action Plan/Milestones/Schedule • EOI/RFI - EOI on the PD website, RFI forwarded to interested vendors with a closing date of mid Nov. 2002; • SOW - RFI evaluated, shortlist created, Statement of Work finalised based on RFI responses - mid Dec; • RFP - RFP sent out in mid-March closing in May; • RFP Evaluation completed in June; • Contracting process is taking place - July/August • Project Start up - September 2003 • Project Completion - March/April 2004

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