1. e-Domec
Electronic archving and document management in the Commission

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

3. 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…

4. 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

5. 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)

6. What does ARES help us do?
Capture s
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

7. 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)

8. 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.

9. Challenges

10. Change in culture

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

12. 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

13. Any Questions?