Strategic Plan for Digital Archives Programme DAP

1. Strategic Plan for Digital Archives Programme DAP • PROJECT SCOPE • OVERVIEW • STATUS

2. Project Scope • Digital • records created digitally as well as scanned documents, transactional and non transactional • New York Based • Digital records created or received in UNPOs’ New York offices • Identify issues concerning digital records in UNPO offices outside New Yorkif they are integrally related to business processes or operational performance

3. Project Overview Strategic Plan The Strategic Plan is composed of three elements 1) DigitalAssessment - Identification and analysis of current conditions 2) Design - develop a comprehensive DAP framework 3) Implementation Plan - establish an implementation plan and propose appropriate models.

4. 1) Digital Assessment Objectives • Analyse the current conditions concerning digital records, their policies, procedures and best practices as well as the technical and information systems relating to their creation and preservation.

5. Digital Assessment Activities Survey of policies, procedures, approaches, initiatives and best practices of digital records and their business context Interviews and sampling of IT data bases, architecture and technical platforms relating to digital records in order to establish their core characteristics and requirements.

6. Digital Assessment Deliverables • A report analysing the current status of digital policy, procedures and practices. • A report describing the current core UNPO information systems and analyse of any initiatives, practices undertaken to identify, preserve and maintain digital records.

7. 2) Digital Archives Programme Design • The DAP is a combination of policies, procedures, standards, requirements and technologies to ensure the appropriate access, use and preservation of archive materials that are in digital form.

8. DAP Objectives • Establish Guidelines, Policies and Standards related to Digital Records policy and practice; • Establish minimal Standards, Requirements and Specifications for software and network related to digital records technology; • Create an implementable framework that can be applied by the UNPOs to establish or share in the use of Digital Archives Facilities • Ensure long term preservation, maintenance and access to digital records of archival value.

9. DAP Design Activities • Develop an implementable framework that : • establishes the DAP administrative and technical minimal standards; • Identifies appropriate electronic records management, document management and digital preservation strategies; • Applies retention and disposition requirements to digital materials • Proposes a variety of appropriate model(s).

10. Design Deliverables A comprehensive report describing the DAP in both Administrative as well as Technical areas and propose models. Administrative Report • Drafts of policies and procedures and identification of appropriate standards; • Define metadata requirements to support digital archiving; • Establish best practices that will support access, use and preservation of digital records; • Identify business changes required to facilitate digital record keeping and archiving.

11. Design Deliverables Technical Report • Identify technical standards and architectures that will enable digital archiving; • Document software, applications and infrastructure requirements; • Identity Data management and Digital Recordkeeping standards; • Outline user training and interface requirements. • Document retention and disposition requirements • Establish rule-based destruction, deletion, and migration criteria used in transactional systems

12. Design Deliverables Propose Models • Identify appropriate electronic records management, document management and digital preservation strategies; • Propose a variety of appropriate model(s).

13. 3) DAP Implementation Plan Objectives • Describes a high level approach linking the current technical and administrative infrastructure to the proposed DAP. • Scaleable and include maintenance strategies.

14. Key questions to be answered • How should archival records be identified when they are created? (Document Management) • What are the best strategies for storing, preserving and retrieving digital materials of long-term value? (Electronic Records Management) • What are the appropriate formats and data structures to support long-term preservation and access to archival materials? (Digital Preservation) • What are the requirements to support retrieval, maintenance and access of archival materials over the long-term? (IT and ARM strategies)

15. STATUS • Schedule/Action Plan • Milestones • EOI/RFI September/October 2002 • SOW November 2002 • RFP December 2002 • Selection January 2003 • Contract Negotiations February 2003 • Project start up - March 2003

16. Issues • Are the activities and deliverables appropriate and within expectations? • How can we ensure that the Strategic Plan will be within established budget? (more developed annexes, IT/ARM partnership, identify focal points) • What resources are UNPOs willing to commit for implementation ie staff and $ (earmark $ in Biennial Budget for staff training, consultants, software etc.)