e-Domec Electronic archving and document management in the Commission

Presentation Brief history of the eDomec project ARES- the electronic record management system Challenges

What is e-Domec E-Domec is a policy for the future whilst ensuring the past Increase efficiency Accountability Quick and easy access to information Institution's memory On average, an employee may spend about 10 minutes searching for a requested document and then transporting it to a specific location. If a person uses, say, 4 documents daily, the time taken would be approximately 4 weeks per year…

Hermes/ARES/Nomcom (HAN) ARES is a web application for registering official documents in HERMES that provides security, electronic workflows and full-text search. ARES is integrated with : * NOTIS for instant user notification of tasks and new documents * MS Exchange through ARESlook * UBS to upload scanned documents Hermes/ARES/Nomcom (HAN) HERMES implements the rules for document management defined in the framework of the e-Domec project. Official documents are stored once in a central repository Hermes Repository Services (HRS) establishes a framework which corporate/local systems can use to integrate with HERMES and they guarantee that common rules and procedures for document management are respected Common Nomenclature (NOMCOM) Manages the filing plan and the files for the whole Commission. It also gives a unique identifier to all official files ARES is a web application for registering official documents in HERMES that provides security, electronic workflows and full-text search

IT Tools – electronic registers ARES Advanced Records System – single general register Introduced in 2008 – DG Interpretation was the 3rd DG and part of the pilot project Used in the Commission, the Executive Agencies and the EU Delegations (92)

What does ARES help us do? Capture emails Generates alerts in Outlook Generates electronic workflows Agreements where no handwritten signature is required Scan/upload documents Documents are clearly stamped with the date and unique number Helps us to manage the file lifecycle

File Lifecycle New Activity Creation of file in ARES Creation and use of the CURRENT ARCHIVES (Record Management) Files used on a daily basis to manage the current activities of the DG Registration and filing of documents Storage/Consultation/ Distribution End of the Activity Management of the INTERMEDIATE ARCHIVES (Record Management) Preservation of closed files for administrative or legal reasons Closure of the file in ARES Preservation of the files during the ARP (Administrative Retention Period)

File Lifecycle II End of the ARP First Review in the DG (appraisal) Sample/Selection Transfer to the Historical Archives Service (HAS) Destruction Second Review (appraisal) Permanent Preservation 2nd review by the HAS to decide whether to eliminate the file, keep for permanent preservation or send a sample or selection for permanent preservation Sent to the Historical Archives. Files which are no longer required for the running of the service but are kept for their political or historical relevance.

Challenges

Change in culture

Change in culture The medium is not important We manage files, not documents Everyone is responsible and it starts at the beginning

Creating engagement Walk the walk Create the tools Invite contribution Improvements in IT Tools Job description Reporting Invite contribution Community of practice Communicate, communicate, communicate

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