Archival Information System 2.0in Estonia

Lauri LehtHead of Digital Archives

National Archives of Estonia

Presentation at EBNA in Vilnius on October 8, 2013

The evolution and impact of AIS• First data in separate databases, accessed by single

archivists• Data in local databases, accessed by local archivists• Some more data in a national database without public

access, access by all archivists• Database goes online, access by public

BOOM!!! The public can see what we have!• Digitised images connected to AIS

BOOM!!! Birth of online genealogy• AIS connected to other specific databases

BOOM!!! Videos, photos and maps online• Online order management system connected to AIS

BOOM!!! Revolution in the work processes

AIS = the backpone of modern archives!

1990s

2013

1990s

2013

1999 – the old desktop-based AIS for entering data2000–2004 – the first phase of data entering projects,

30% of titles entered into AIS2004 – online access system = AIS 1.0 (3 million titles)2005 – online system for digitized images = Saaga

2004–2009 – the second phase of data entering projects, all the titles entered into AIS (9 million)

2009-12 – online systems for photos, films, maps, parchments

2013 – online management system of customer orders

2011 – digital archives software SDB for digitally born records and digitized images

Chronology

2013 – AIS 2.0

AIS 2.0

• Writing of functional requirements – 2011• Tender – beginning of 2012• Contract signed – June 2012• Deadline in contract – June 2013• Current phase – beginning of inhouse testing• Realistic deadline – end of 2013

The essence of AIS 2.0

• Connects together all other systems (digitised images, digitally born data (SDB), photos, videos, maps etc)

• Replaces the old desktop-based application for entering data

• Multi-dimensional search functions • Other institutions can use AIS for managing

and keeping their archives data

Multi-dimensional search

• Several dimensions for starting and narrowing a query:– free text search– time periods– geographical places from a text list– geographical spot or area from the map– persons and institutions– keywords– hierarchical fonds structure

= Facetted browsing• Cyrillic letters = latin letters (иванов = ivanov)

Multi-dimensional search

• Several dimensions for starting and narrowing a query:– free text search– time periods– geographical places from a text list– geographical spot or area from the map– persons and institutions– keywords– hierarchical fonds structure

= Facetted browsing• Cyrillic letters = latin letters (иванов = ivanov)

Multi-dimensional search

• Several dimensions for starting and narrowing a query:– free text search– time periods– geographical places from a text list– geographical spot or area from the map– persons and institutions– keywords– hierarchical fonds structure

= Facetted browsing• Cyrillic letters = latin letters (иванов = ivanov)

Multi-dimensional search

• Several dimensions for starting and narrowing a query:– free text search– time periods– geographical places from a text list– geographical spot or area from the map– persons and institutions– keywords– hierarchical fonds structure

= Facetted browsing• Cyrillic letters = Latin letters (иванов = ivanov)

Important tools for archivists

• Browser-based entering and changing data• Possibility to rearrange archival units data• Possibility to import electronic archives

descriptions in XML• Access restrictions• Data of archives management reports• Export to other systems and portals

Important tools for archivists

• Browser-based entering and changing data• Possibility to rearrange archival units data• Possibility to import electronic archives

descriptions in XML• Access restrictions• Data of archives management reports• Export to other systems and portals

Challenges

• Transferring of data from AIS 1.0• Training of archivists• Introduction in everyday work

Always asked:

• Financed by EU• Cost 0,4 mEUR• Contract with Tieto Estonia

Thank you!

Lauri.Leht@ra.ee+3727387535+3725035789