UN/CS/RAI/USAA/DB01/ Development of a Strategic Plan for a Digital Archives Programme Common Services Working Group on Archives and Records Management, WGARM

UN/CS/RAI/USAA/DB01/ Digital Archives Programme DAP Problem Statement Challenges DAP Definition and Scope Project Overview Project Status

UN/CS/RAI/USAA/DB01/ 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 UN Participating Organizations’ activities and business process; Digital records are not captured, managed or preserved in a consistent manner; Critical knowledge assets are at risk of loss or recovery only at high cost.

UN/CS/RAI/USAA/DB01/ Challenges Lack of consistent policy, procedures and management of electronic records; Large volume of digital records and a decentralized computing environment; Obsolescence and ageing of storage media; Software and hardware dependencies; Lack of resources, commitment and accountability concerning long term preservation of digital records;

UN/CS/RAI/USAA/DB01/ 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.

UN/CS/RAI/USAA/DB01/ Digital Archive Programme Policy & Procedures Technologies Management Roles & Responsibilities

UN/CS/RAI/USAA/DB01/ DAP 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.

UN/CS/RAI/USAA/DB01/ DAP NY Scope ERMS NY Dig. Rec. Other Loc. EDMS NY

UN/CS/RAI/USAA/DB01/ Digital Archives Programme Phase I – Development of a Strategic Plan 1) Digital Assessment 2) DAP Design 3) Implementation Plan Phase II - Implementation 1) Pilot Phase 2) Full Implementation

UN/CS/RAI/USAA/DB01/ Project Timeline Milestones/Schedule Project Start up - September 2004 Activity/Deliverable 1 Work Plan - October 04 Activity/Deliverable 2 Digital Assessment Policy - Oct-Dec 04 Activity/Deliverable 3 Digital Assessment Systems - Oct-Dec 04 Activity/Deliverable 4 DAP Specs and framework – Jan-Feb 05 Activity/Deliverable 5 Implementation Plan – March 05 Activity/Deliverable 6 Presentations – April 05 Activity/Deliverable 7 Phase II Work Plan – May 05

UN/CS/RAI/USAA/DB01/ UNPO DAP Coordinators Roles and Responsibilities Serve as a Focal Point Ensure UNPO participation Validate information Attend key meetings and presentations Verify Deliverables

UN/CS/RAI/USAA/DB01/ DAP Activities 1-3 (Entium Tech) Activity/Deliverable 1 Work Plan Activity/Deliverable 2 Digital Assessment - Policy Activity/Deliverable 3 Digital Assessment - Systems

UN/CS/RAI/USAA/DB01/ Activity/Deliverable 1 – Work Plan Identify all activities and tasks Develop timetable, milestones and resource requirements Define project protocols and report structures

UN/CS/RAI/USAA/DB01/ Activity/Deliverable 2 – Digital Assessment – Policies and Procedures Review and assess current policies, procedures, initiatives and best practices concerning digital records Conduct interviews Conduct record samplings

UN/CS/RAI/USAA/DB01/ Activity/Deliverable 3 - Digital Assessment – Systems and Applications Inventory the current Information Management systems, applications and platforms Define the core characteristics, technical standards and architecture of the systems Review the creation and management of electronic mail and electronic documents

UN/CS/RAI/USAA/DB01/ Next Steps Project Plan Design of Data Collection form Design of Data Collection tool Interviewee Criteria and Guidelines Interview Scheduling

UN/CS/RAI/USAA/DB01/ WGARM Activities Appraisal Decision Assistance –Phase I - Dec –Phase II Digital Archives Programme –Phase I Strategic Plan – 2004/05 –Phase II Implementation - Pilot 2005/06 –Phase II Implementation - Full 2006/07 Other important projects which would require additional funding –Vital Records Protection, Disaster Recovery Plans, Plan for Integrated Records, Documents and Archives - Field Advice, Archive Research Centre as Common Depository, Harmonization of Archives and Records policies and procedures

UN/CS/RAI/USAA/DB01/ Appraisal Decision Assistance Phase I - Final Consultant Report - Dec ; - Review results, Develop Phase II Phase II Follow up Provide GAP Analysis Consolidate Retention Schedules Develop Appraisal Tool Phase III Implementation