electronic records and archives management at the european commission

IRISLink 2009 1 3 February 2009

EUROPEAN COMMISSIONSECRETARIAT-GENERAL

SG-B-5 Document Management Policy

Electronic records and archives management at

the European Commission

Peter Handley Head of Unit SG.B5




What is the European Commission’s electronic records and archives management policy?

The challenges: organisational change and staff acceptance

The challenges: the development of efficient, user friendly tools

Co-operation with other Institutions and Member States




The starting point (2000): a diverse and decentralised paper based records management culture

The objective: a modern, trustworthy, transparent and efficient electronic records and archives management

Contribution to risk management and business continuity

The means: new rules, a new organisational structure, new tools, ….

E-Domec: a Commission wide project that has consequences for the organisation and its staff at all levels

The European Commission’s electronic records and archives management policy




E-Domec

Registration

Production /

Reception

Filing

Preservation

Elimination /

Transfer to

Historical Archives

ARES (2008) 2438

ARES (2008) 2438




Assigning responsibility for records and archives management at different levels

Achieving a uniform application of the new rules across all Commission departments

Staff awareness and acceptance: Involving staff at all levels Explaining the rules and why we need them Training User friendly applications

Change in culture, working methods ……

CHALLENGES: organisational change & staff acceptance




Management of a large project in a multinational organisation

Reconciling the interests of different stakeholders

Meeting different expectations (records managers, IT specialists, management, users)

…..

IT application In-house development based on Documentum Modular approach Central database …..

CHALLENGES: the development of IT tools




Policy: monitoring and review

Progressive roll-out across the Commission of the new EDRMS between 2008 and 2010

Continued development: Preservation and historical archives

Integration with other applications Public register ….

STATE OF PLAY




Electronic signature

Document management and

E-mail

Collaborative work

Other business processes (financial circuits, legislative procedures…)

Future orientations




Interinstitutional cooperation on archives

European Archives Group

European projects: legal database, an internet portal for archives in Europe, ..

DLM Forum and Moreq2

CO-OPERATION WITH OTHER INSTITUTIONS AND THE MEMBER STATES




Some interesting linksSome interesting links

E-Domec:

http://ec.europa.eu/transparency/edoc_management/index_en.htm

Archival Policy:

http://ec.europa.eu/transparency/archival_policy/index_en.htm

DLM Forum:

http://www.dlm-network.org

EURONOMOS:

http://www.euronomos.org/




Informal collaboration

work & records

management

Long-term preservation

E-mails

In-house development

or off the shelf

Change and project

managem

ent in large

organisations




common Repository

Are

s

CIS-Net

SG-Vista

HERMESD

G 1

DG

2 DG

1

DG 2

DG

2

DG 1

Ap

plicatio

n N

NOMCOM

electronic records and archives management at the european commission

Documents