team italy, case study 01 interpares summit/symposium ... team italy, case study 01 maría mata...
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TEAM Italy, Case study 01
María Mata Caravaca, Archivist ([email protected])InterPARES Summit/Symposium, Istanbul, 10-11 May 2012
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ICCROMInternational Centre for the Study of the Preservation and
Restoration of Cultural Property
San Michele Complex, Rome, Italy
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ICCROM (www.iccrom.org)CC• Founded by UNESCO in 1956
• Intergovernmental organization: 132 Member States
• Staff: 35 people
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CHALLENGES
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OBJECTIVES
• To manage active records in a reliable electronic system and following archival principles
• To plan digital preservation from records creation
• To apply InterPARES research outcomes: methodologies, metadata, etc.
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• Working group
• Contextual analysis template
• Final report template
PROJECT METHODOLOGY
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PROJECT PHASES1. Records classification scheme and
retention schedule
2. Records management software
3. Staff training
4. Records management manual
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ACHIEVEMENTS (2009)
Phase 1. Records classification scheme and retention schedule
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Cod. I level II level IIIlevel
Files Sub-files Content / Notes
Retention/ Disposal
Confid. records
1 Governance
1.1 General Assembly
No. of Assembly
Preparatory work
Correspondence, Forms, ICCROM Award, Inauguration, Exhibition, Open house, Visits, Lists, Services…
4
Credentials Committee
4
Candidature Committee
4
Final documents
P
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Cod I level II level III level Files Sub-files Content / Notes
Retent./ Disposal
Confidential records
1.2 Council
1.2.1 Appointment of DG
P Confidential
1.2.2 Council meeting
No. of meeting
Preparatory work
4
Final documents
P
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ACHIEVEMENTS (2010)
Phase 2. Records management software:
2.1 Functional requirements
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FUNCTIONAL REQUIREMENTS• Archival:
– Registration– Classification and filing– Retention and disposal– Security controls – Search and retrieval – Elaboration of reports and statistics
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• Technological:
- Application platforms- Management of e-mails- Records authenticity- Others (records transfer and export, remote work, single sign on)
FUNCTIONAL REQUIREMENTS
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• Technological:
- Formats:- Open and free- Proprietary with documentation- Platform independent
FUNCTIONAL REQUIREMENTS
Reference:
InterPARES General Study 11: Selecting Digital File Formats for Long-Term Preservation, E.P. McLellan, 2007
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REFERENCES
• InterPARES 2, 2008
• MoReq2 (2008)
• ISO 15489:2001
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ACHIEVEMENTS (2010)
Phase 2. Records management software:
2.2 Market survey of software
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• Evaluation of ERMS / EDMS
• Three critical parameters:– Open source – ERMS– International standards
• Selection of software: Alfresco
MARKET SURVEY
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CURRENT PHASE (2010-2012)
Phase 2. Records management software:
2.3 Software customization
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CURRENT PHASE (2010-2012)
2.3 Software customization– Analysis– System development– Release and testing– Final test– Staff training
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REFERENCES• InterPARES 2, 2008
• MoReq2, Appendix 9 (2008)
• Titulus 97 (Italian inter-university project)
• Doqui-Acta, 2008 (Piemonte Region ERMS)
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CURRENT PHASE (2010-2012)
2.3 Software Customization– Analysis– System development– Release and testing– Final test– Staff training
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Software Customization:SETBACKS
- Underestimation of the project complexity and costs by the software company
- Incoming registration workflow not analyzed in detail
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Software Customization:SETBACKS
- Unforeseen functionalities
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Software Customization:SETBACKS
- 2 bugs: CIFS and IMAP
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Software Customization:LESSONS LEARNT
- Functional requirements: workflows
- Software company marketing
- Surplus of 20-40% of budget
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ACHIEVEMENT (2011)
Phase 4. Records management manual:
- Records management policy- Records management procedures- Digital preservation and access policy
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NEXT PHASES (2012)
Phase 2. Records management software:Customization / Implementation
Phase 3. Staff training
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CONCLUSIONS• Project complexity
• Support from the Management and staff
• Fruitful communication with IT people