Working Group on Archives and Records Management

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Working Group on Archives and Records Management

• WGARM

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WGARM Activities

• Appraisal Decision Assistance
• Phase I - Dec. 2002
• Phase II - Dec. 2003
• Digital Archives Programme
• Phase I Strategic Plan - February 2004
• Phase II Implementation - Pilot 2004/05, Full
  2006/07
• Archive Research Centre as Common Depository,
  Dec. 2004
• Harmonization of Archives and Records policies
  and procedures, Dec. 2005
• Other important projects which would require
  additional funding
• Vital Records Protection, Disaster Recovery
  Plans, Plan for Integrated Records, Documents and
  Archives - Field Advice

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Appraisal Decision Assistance

• Phase I - Final Consultant Report - Dec. 2002
• - Review and approve results-
  Mar./Apr. 2003
• Phase II Follow up - May-Dec. 2003
• Provide GAP Analysis
• Consolidate Retention Schedules
• Identify and Collect Missing Series
• Develop, Reconcile and Apply Appraisal Values
• Phase III Implementation - April 2004

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Strategic Plan for a Digital Archives
Programme DAP

• Project Definition and Scope
• Project Overview
• Project Status

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Digital Archives Programme, 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.

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Digital Archive Programme
Policy Procedures
Technologies
Management Roles
Responsibilities
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Project 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.

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Scope
DAP NY
Dig. Rec. Other Loc.
EDMS NY
ERMS NY
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Project Overview

• Strategic Plan for a Digital Archives Programme
• 1) Digital Assessment
• 2) DAP Design
• 3) Implementation Plan

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1) Digital Assessment

• Review and analyse the current policies,
  procedures, practices and the business context
  related to records, their creation, management
  and preservation
• Describe the current core UNPO information
  systems and technical platforms
• Review current initiatives and practices
  undertaken to identify, maintain and preserve
  digital records.

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2) DAP Design

• Draft policies/procedures and identify
  requirements that will support the preservation
  of digital records
• Identify technical standards and architectures
  that will enable digital archiving including
  preservation strategies
• Identify high level electronic records
  management, document management and digital
  preservation strategies
• Develop various Functional Model(s) that can be
  applied as appropriate by the UNPOs
• Identify management roles and responsibilities
• Provide maintenance and monitoring strategies.

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3) DAP Implementation Plan

• High level approach that links current technical
  and administrative infrastructure to the proposed
  DAP
• Specific/practical steps that lead to
  implementation for selected alternate models
• Scaleable and phased approach
• Includes cost benefit and risk analysis of
  various proposed models.

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Current Project Status

• Action Plan/Milestones/Schedule
• EOI/RFI - EOI on the PD website, RFI forwarded to
  interested vendors with a closing date of 13 Nov.
  2002.
• SOW - RFI evaluated, shortlist created, Statement
  of Work finalised based on RFI responses - mid
  Dec.
• RFP - Procurement Division to send out RFP by
  mid-March.

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Estimated Project Timeline

• RFP issued - Mid March 2003
• RFP closing - end April 2003
• Evaluation and recommendation - May/early June
  2003
• Contract Negotiations - mid June/Early July 2003
• Vendor start up/completes Work Plan - end July
• Vendor completes Digital Assessment, DAP Design,
  Implementation Plan - Jan. 2004 (120/170 days)
• Vendor Completes Presentations, Work Plan Phase
  II - Feb./March 2004 (20/40 days)