Philipp Wilhelm Description tools for historical documents at the EEA

European Environment Agency EEA started operations in Copenhagen in 1994 EEA to collect, analyze and publish data and information on the environment Publications‘ archives and governance documents on the web site

EEA archives‘ history No central paper archives No document management policy until 2005 Appraisal and labelling at department level Different rooms, some not fit for paper

EEA records management Document management role since 2005 Adonis registration OpenText eDocs DM 2009 – Focus on electronic documents and records management Paper redundant since 2010 (few exceptions)

Historical Archives Regulation to do list Appraisal Registration and labelling Proper storage Preparation for transfer to HAEU

Inventory tool requirements Long term technical solution Fits HAEU requirements Easy to develop and maintain Easy to use Rights settings for different user groups

SharePoint list registry Help from Samir Musa, HAEU Inhouse customized standard SharePoint list Integrated in the EEA intranet No extra licence costs and development costs Admin role for editing and deleting

Metadata fields for internal use

Registration form

View for export to HAEU

Metadata and filing plan How to adapt a hierarchical structure into a flat system (.xls) Two core levels: 1.File/item 2.Other level (Fonds, sub-fonds, series, subseries, …) At EEA bulk of files with no hierarchy

File/item level OriginalReferenceCode: O ParentReferenceCode: O Level: M Title: M DateFrom: M DateTo: M Abstract/ScopeContent: O ClassificationCode: O Extent: O Material: O Languages: M Access: O LegalNotes: O ArchivistNote: O

Other level OriginalReferenceCode: M ParentReferenceCode: O Level: M Title: M DateFrom: M DateTo: M Abstract/ScopeContent: O AdministrativeBiographicalHistory: O Creator: O Extent: O Arrangement: O ConservationNote: O Languages: M ExistenceLocationCopies: O ExistenceLocationOriginals: O LegalNotes: O ArchivistNote: O

Outcomes Easy to use Easy to customize Well-integrated in EEA intranet Lack of resources for registration Appraisal scheme for Agencies‘ historical documents ( paper and electronic)

Next steps Standardised procedure for transfer of historical material Guidelines on metadata and how to set up an effective service HAEU technical support/consultation on every aspect WG