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-====== Archives & Records Management ======+====== ​Chapter 4: Archives & Records Management ======
 This chapter will discuss the role of libraries in archives and records management. Not all libraries fulfill this role for the Parliament. Where they do, this chapter outlines the role of ICT in facilitating the archiving and records management process, including Records Management systems. ​ Records are an essential tool for organisations in preserving their history and culture, and form a base of information for planning and decision making. ​ They can also be evidence of accountability for government organisations. ​ For Parliaments,​ the records of parliamentary debates, media releases and publications by Parliament and Members may be an important role of the library. ​  Where no such record keeping is currently maintained by the Parliament, it may be an area of initiative by the library. This chapter will discuss the role of libraries in archives and records management. Not all libraries fulfill this role for the Parliament. Where they do, this chapter outlines the role of ICT in facilitating the archiving and records management process, including Records Management systems. ​ Records are an essential tool for organisations in preserving their history and culture, and form a base of information for planning and decision making. ​ They can also be evidence of accountability for government organisations. ​ For Parliaments,​ the records of parliamentary debates, media releases and publications by Parliament and Members may be an important role of the library. ​  Where no such record keeping is currently maintained by the Parliament, it may be an area of initiative by the library.
  
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   * are organised coherently with other relevant records.   * are organised coherently with other relevant records.
  
-The management of archival copies of physical assets requires asset management policies that are different from normal library ​lendng ​policies. ​ For instance, the library should ​identificaty ​the "authoritiative" copy of the item, which normally will not be lent.  To this end, any system developed to support records management needs to follow consistent processes for asset management. ​  These processes include record capture, registration,​ classification,​ security management, appraisal and review, storage, tracking and disposal steps, all as a part of a life cycle of records management, as follows:  ​+The management of archival copies of physical assets requires asset management policies that are different from normal library ​lending ​policies. ​ For instance, the library should ​identify ​the "authoritative" copy of the item, which normally will not be lent.  To this end, any system developed to support records management needs to follow consistent processes for asset management. ​  These processes include record capture, registration,​ classification,​ security management, appraisal and review, storage, tracking and disposal steps, all as a part of a life cycle of records management, as follows:  ​
  
-**Record Capture processes**– a set of rules governing what records should be kept.   +  * **Record Capture processes**– a set of rules governing what records should be kept.   
-**Registration** - the processes whereby records identified for preservation are assigned a unique identifier and basic description information (such as the date of capture, time, title of the item and source). ​  ​**Classification and indexing** – the secondary processes whereby more extensive metadata capture occurs, including information on retention. ​    +  ​* ​**Registration** - the processes whereby records identified for preservation are assigned a unique identifier and basic description information (such as the date of capture, time, title of the item and source). ​  ​**Classification and indexing** – the secondary processes whereby more extensive metadata capture occurs, including information on retention. ​    
-**Access and security** – the definition of levels of access, usage restrictions for items. ​ This may include information capture on cultural usage rights and policies. ​  +  ​* ​**Access and security** – the definition of levels of access, usage restrictions for items. ​ This may include information capture on cultural usage rights and policies. ​  
-**Appraisal** – integration of the record into review processes for preservation and, where relevant, disposal. ​   +  ​* ​**Appraisal** – integration of the record into review processes for preservation and, where relevant, disposal. ​   
-**Storage** – maintain, handle and store records in accordance with their physical and digital preservation requirements for as long as legally and culturally required. ​   +  ​* ​**Storage** – maintain, handle and store records in accordance with their physical and digital preservation requirements for as long as legally and culturally required. ​   
-**Use and tracking** – processes to ensure that only those who are allowed have relevant access and that such access is tracked where relevant. ​  +  ​* ​**Use and tracking** – processes to ensure that only those who are allowed have relevant access and that such access is tracked where relevant. ​  
-**Disposal** – processes for review and identification of items that can be disposed of, and the migration of data across formats for longer term retention (for example physical to digital).+  ​* ​**Disposal** – processes for review and identification of items that can be disposed of, and the migration of data across formats for longer term retention (for example physical to digital).
  
-Across the breadth of these steps metadata is vital to ensure the management and accessibility of records. ​ Both document management systems and digital library systems will typically have elements of these processes integrated in their workflows. ​ See the last chapter for more details on the characteristics of these systems and their associated workflows.+Across the breadth of these steps metadata is vital to ensure the management and accessibility of records. ​ Both document management systems and digital library systems will typically have elements of these processes integrated in their workflows. ​ See the previous ​chapter for more details on the characteristics of these systems and their associated workflows.
  
  
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 ===== Record keeping metadata ===== ===== Record keeping metadata =====
  
-There may be specific national metadata standards for record keeping that meed to be maintain. ​ For instance the AGLS Metadata standard is used by Australian Government agencies as a standard for description of records and archives (http://​www.naa.gov.au/​records-management/​publications/​AGLS-Element.aspx). ​   Dublin Core is an important metadata framework that can be expressed as Open Archives Metadata (http://​www.openarchives.org/​sfc/​sfc_oams.htm). ​   Many of the digital library systems discussed in the last chapter include capabilities for metadata enhancement of records and objects stored in the system. ​ METS is as well-known schema used for many records and archivesdesigned for digital libraries (http://​www.loc.gov/​standards/​mets/​).+There may be specific national metadata standards for record keeping that meed to be maintain. ​ For instance the AGLS Metadata standard is used by Australian Government agencies as a standard for description of records and archives (http://​www.naa.gov.au/​records-management/​publications/​AGLS-Element.aspx). ​   Dublin Core is an important metadata framework that can be expressed as Open Archives Metadata (http://​www.openarchives.org/​sfc/​sfc_oams.htm). ​   Many of the digital library systems discussed in the previous ​chapter include capabilities for metadata enhancement of records and objects stored in the system. ​ METS is as well-known schema used for many records and archives ​and designed for digital libraries (http://​www.loc.gov/​standards/​mets/​).
  
 ===== Policy decisions around record management ==== ===== Policy decisions around record management ====
  
-It is important to document the policy decisions around record keeping, including ​rention ​rules, transportation,​ storage and destruction.  ​+It is important to document the policy decisions around record keeping, including ​retention ​rules, transportation,​ storage and destruction.  ​
  
 ===== Record keeping systems ===== ===== Record keeping systems =====
  
-Refer to the last chapter for discussion of records and digital library systems that can support archives management. ​ Core technologies that support good records management are barcoding and RFID.  Barcoding of physical assets is cheap and durable and simplifies the process of undertaking periodic stocktakes/​reviews of assets. ​ RFID can be useful both for tracking and asset review where tracking of items is more critical.+Refer to the previous ​chapter for discussion of records and digital library systems that can support archives management. ​ Core technologies that support good records management are barcoding and RFID.  Barcoding of physical assets is cheap and durable and simplifies the process of undertaking periodic stocktakes/​reviews of assets. ​ RFID can be useful both for tracking and asset review where tracking of items is more critical.
  
  
 ==== Software ==== ==== Software ====
-<WRAP center round download 80%>+<note important>
  
-**Digital Library ​and Digital asset management ** +**Digital Library ​for Digital asset management ** 
-  * [[http://​www.dspace.org|Dspace]] ​ www.dspace.org: ​DSpace provides an integrated solution to the Digital Library. ​ It has a built-in workflow for document ingestions. Its presentation layer is highly structured, allowing content to be divided into collections,​ sub-collections and communities. ​ It is very widely used, internationally and as a result support exists. ​ It has a strong support for language internationalisation. ​ DSpace has 96 language packs. +  * **DSpace** ​http://​www.dspace.org. ​   DSpace provides an integrated solution to the Digital Library. ​ It has a built-in workflow for document ingestions. Its presentation layer is highly structured, allowing content to be divided into collections,​ sub-collections and communities. ​ It is very widely used, internationally and as a result support exists. ​ It has a strong support for language internationalisation. ​ DSpace has 96 language packs. ​  
-  * [[http://​www.eprints.org|EPrints]] www.eprints.org:​ EPrints, like DSpace, has a wide installation base, and is popular as a method for digital resource delivery. It has a smaller base of language internationalisation and is more focused on the presentation layer/user interface than DSpace. ​ It is an integrated solution. ​ EPrints has 19 language packs. +  * **Greenstone**  ​http://​www.greenstone.org. ​  ​Greenstone was developed by the New Zealand Digital Library Project at the University of Waikato and has been supported by UNESCO. It has a strong base of implementation in Non-Governmental organisations and has four core language packs: ​ English, French, Spanish and Russian. 
-  * [[http://​fedora.commons.org|FEDORA]] - Flexible Extensible Digital Object Repository Architecture [[http://​fedora.commons.org]]:​ Fedora provides a systematic tool for management of digital archives. As such it is not an integrated Digital Library solution such as E-prints or DSpace, but provides the archival base for a Digital Library system. It can therefore serve a role as the core component of a Digital Asset Management system, Digital Library system or archive for a Content Management system. DSpace and Fedora have announced a project to work together on an approach that allows a DSpace front-end to a Fedora archive. https://​wiki.duraspace.org/​display/​DSPACE/​DSpace-Fedora+Integration+FAQ. ​  +  * **DLXS** - a hybrid open source/​commercial ​Digital Library system also used for document management.
-  ​* **Greenstone ​http://​www.greenstone.org|Greenstone.   ​Greenstone was developed by the New Zealand Digital Library Project at the University of Waikato and has been supported by UNESCO. It has a strong base of implementation in Non-Governmental organisations and has four core language packs: ​ English, French, Spanish and Russian. +
-  * **TRIM** http://​www8.hp.com/​us/​en/​software/​software-product.html?​compURI=tcm:​245-936980&​pageTitle=TRIM-Software ​ TRIM is one of the earliest and best known commercial ​enterprise Records Management systems, supported by Hewlett Packard.+
  
-  ​* Accutrac ​- from Iron Mountain. +**Records Management software ** 
-  * DocuData Software Corporation’s ​EDC RC,  +  ​* Accutrac ​http://​www.ironmtn.com.au/​records/​accutrac/​.  ​Iron Mountain ​provide a product focused on records management
-  * DHS’s Total Recalland  +  * **EDC RC** - http://​www.docudatasoft.com/​.  ​DocuData Software Corporation’s ​records and document management solution. 
-  * EMC Documentum +  ​* **DHS’s Total Recall** - http://​www.dhsworldwide.com/​ - DHS records ​and document management. 
-  * EAD (DLXS)),+  ​* **EMC Documentum** - http://​www.emc.com/​domains/​documentum/​index.htm - a well known enterprise document management system. 
 +  * **TRIM** http://​www8.hp.com/​us/​en/​software/​software-product.html?​compURI=tcm:​245-936980 TRIM is one of the earliest and best known commercial enterprise Records Management systemssupported by Hewlett Packard.
  
  
-</WRAP> +</note>
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-<​pagebreak>​ +
- +
-==== Case Study ==== +
-<WRAP center round info box 80%> +
-</WRAP>+
  
 <​pagebreak>​ <​pagebreak>​
  
    
-~~ODT~~ 
arm.1317302455.txt.gz · Last modified: 2011/09/29 23:20 by admin