1. Recordkeeping in the Digital Age

Please note that abstracts and biographies have been published as provided by the authors. The ICA has chosen not to translate or edit the submissions for the 2016 Congress so as to reflect the diversity and international nature of the ICA.

Tuesday 6 September - Next Day

SESSION 1.8 ACCESSIBLE INFORMATION PART 1

Date : Tuesday 6 September 2016 16:45-18:15

Room : 317

Presentations : P019 / P020 / P021

P019 From reading room consultation to internet accessibility: is a new contract with citizens necessary?

Available in languages ENG FRA KOR

Les législations et les réglementations relatives à l’accès aux archives ont souvent été conçues à une époque antérieure à la mutation numérique de la société. Or, la numérisation de masse et la montée en puissance de l’archivage de documents nativement numériques permettent d’autres types d’accès que la seule consultation dans les salles de lecture des services d’archives. La diffusion sur le web renforce la visibilité des services d’archives, démultiplie la consultation des archives et leurs usages. Mais le cadre juridique qui régit la communication des documents dans les salles de lecture est-il adapté au web ?  La question s’est posée avec acuité en France où les délais de protection de la vie privée sont souvent plus brefs que la vie humaine. D’autres textes que la loi sur les archives se alors sont invités dans le débat, et une autorité indépendante chargée de protéger les citoyens contre les mésusages des données à caractère personnel, la Commission nationale de l’Informatique et des Libertés (CNIL), a construit une nouvelle norme, parallèle à la loi sur les archives, et plus contraignante que celle-ci. Elle impose des délais de mise en ligne bien plus longs que les délais de communicabilité déterminés par la loi sur les archives. A l’ère du web, l’archiviste est donc lui aussi confronté aux problématiques d’exposition de l’intime et d’exigence croissante de la société en matière de protection des individus et d’e-réputation. En quoi, dans ce contexte, sa position est-elle spécifique ? L’ancienneté des documents et leur désensibilisation progressive ne distinguent-elles pas  l’archiviste des autres diffuseurs de données ? Quelles conditions de mise en ligne, pour quels types de documents, sont souhaitées ou acceptées par la société ?

La mise en ligne doit-elle être assortie de restrictions en matière de réutilisation par les usagers ou doit-elle au contraire s’inscrire dans une trajectoire d’open data ?

Bruno RICARD

Bruno Ricard, Service interministériel des Archives de France, France

Diplômé de l’École nationale des chartes et de l’Institut national du Patrimoine, conservateur du Centre des archives diplomatiques de Nantes (ministère des affaires étrangères, 1993-2000), directeur des archives départementales de l’Oise (2000-2013), chargé de mission pour les affaires juridiques auprès du directeur des archives de France (2013-2015), sous-directeur de la communication et de la valorisation des archives au service interministériel des archives de France (depuis 2015). Conservateur général du patrimoine. Membre de la commission d’accès aux documents administratifs (depuis 2012).

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P020 DUTO: accessible information by design

Available in languages ENG FRA KOR

The Dutch National Archives started the DUTO([1]) project to develop a standards framework on how to achieve sustainable and accessible digital born government information. But a framework alone will not tackle the major challenges to improve the current state of government information. Adoption and implementation of such a framework, within governmental organizations at the right time and at the right place, is of major importance.   In an interactive presentation we would like to show what the DUTO framework entails and how it is in continuous development based on practical implementation. Our presentation will give an insight in how we work on the improvement, adoption and implementation of the DUTO standards framework.   DUTO targets the requirements for information when processes and applications are designed. DUTO is developed  in a permanent beta way which means that  the framework is continuously adapted to suit the most relevant and recent insights from both theory and practice. These theoretical and practical insights are retrieved from an active and representative community consisting of different professionals from various governmental organizations. The actual processing of these insights in the framework itself, based on usability and relevance, is done by this community of practice as well. Adoption and implementation of DUTO takes place in different ways. Our approach focuses on knowledge, attitude and behavior about the wants, needs and importance of accessible and sustainable government information. DUTO acknowledges the fact that this information is not limited to one process or organization but presents itself in an information chain. Presenting and implementing DUTO in governmental organizations automatically generates attention for the importance of working together effectively within these information chains. But most importantly DUTO helps to bridge the gap between business, information management, and records management.

Thomas LEENDERS

Thomas LEENDERS, National Archives of the Netherlands, Netherlands

In 2007 I finished my Masters thesis at Maastricht University at the Arts & Social Sciences faculty. I specialized in Political Culture and wrote about tolerance. After that I started working at Young Dogs - a junior consultancy firm focusing on entrepreneurship in the non profit sector.After two years I switched to the local governments of The Hague and Leiden were I worked as a policy advisor and project manager. Between The Hague and Leiden I worked for a boutique marketing consultancy agency in Amsterdam for corporates such Vodafone, Nestle and BASF. Since one and a half year I work for the Dutch Ministry of Education, Culture and Science within the National Archives. As a senior advisor I work on the DUTO project. I am responsible for starting up pilot projects to implement DUTO (a standards framework on accessible and sustainable digital government information) and  preparing the political decision making around this standards framework.

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P021 Social Networks and Archival Context: An International Archival Description and Access Cooperative

Available in languages ENG FRA KOR

Overview Social Networks and Archival Context (SNAC), initiated in 2010 as a R&D project, became an international cooperative on August 1, 2015. The U.S. National Archives and Records Administration (NARA) serves as the secretariat for the Cooperative, while the Institute for Advanced Technology in the Humanities (IATH) at the University of Virginia hosts the technological infrastructure. Additional partners are the California Digital Library, and the iSchool at UC Berkeley. The National Endowment for the Humanities (2010-2012), the Institute for Museum and Library Services (2011-2013), and the Andrew W. Mellon Foundation (2012-2017) have provided funding. The original research objective of SNAC was to demonstrate that the descriptions of people embedded in the descriptions of historical records that document their lives could be extracted and used to reveal the social networks within which the lives were lived and to provide integrated access to the geographically dispersed historical records. The Source Data • 190,000 finding aids, contributed by fifteen consortia and over thirty repositories in the U.S., the ArchivesHub in the U.K., and the Bibliothèque nationale de France (from the Catalogue Collectif de France (CCFr) and the BnF archives et manuscrits)• 2.25 OCLC WorldCat archival descriptions • 400,000 authority records contributed by NARA (93,051), the British Library (297,731) the Smithsonian Institution Archives (2,083), the New York State Archives (258); and the Archives nationales, France (2,350)• 30, 000 correspondent names from the Joseph Henry Papers Project, Smithsonian Institution Archives • 2,332 correspondents from The Walt Whitman Archive • 1,200 names associated with the Chaco Research Archive Extracted or Migrated Data • 6,719,064 Encoded Archival Context – Corporate Bodies, Persons, Families (EAC-CPF: an archival encoding standard hosted by the Society of American archivists and developed in collaboration with the international archival community)  and more.  Prototype History Research Tool: http://socialarchive.iath.virginia.edu/snac/search

Daniel PITTI

Daniel PITTI, University of Virginia, USA

Daniel Pitti is Chair of the ICA Expert Group on Archival Description (EGAD). Pitti is Associate Director of the Institute for Advanced Technology in the Humanities at the University of Virginia. From 1993-2010, Pitti served as the chief technical architect of Encoded Archival Description (EAD, a standard for encoding archival guides, and Encoded Archival Context-Corporate Bodies, Persons, and Families (EAC-CPF), a standard for encoding archival identity descriptions. He currently serves on the SAA Technical Subcommittee for Encoded Archival Standards. Pitti is project director of Social Networks and Archival Context (SNAC) Cooperative, a new international cooperative hosted by the U.S. National Archives and Records Administration. At IATH, Pitti collaborates with fellows and other faculty in humanities research projects that employ innovative research employing computational and network methods. Among the many humanities projects are the William Blake Archive; the Walt Whitman Archive; Leonardo's Treatise on Painting; Arapesh Grammar and Digital Language Archive; and Collective Biographies of Women.

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SESSION 1.9 NEW MEDIA & MOBILE TECHNOLOGIES

Date : Tuesday 6 September 2016 16:45-18:15

Room : 327

Presentations : P022 / P023 / P024

P022 Cooperation with different audiences using the means of new media

Available in languages ENG KOR

As archives are institutions that are in the service of society, it is crucial for them to cooperate in every possible way with different target audiences. One of the best tools to create a dialogue with different groups is social media. Another important aspect is to use the language and means the target group is most used to. In the first part of my presentation I would like to introduce the social media strategy of the National Archives of Estonia and campaigns carried on in cooperation with other cultural heritage institutions in Estonia. The main aim of the campaigns is to help people to relate to the material kept in cultural heritage institutions and at the same time to encourage to contribute with their knowledge. Local history enthusiasts and specialists on specific topic can add useful metadata to the archival records. Social media is the perfect meeting point for cultural heritage institutions and different groups of the society.

In the second part of the presentation I am introducing a project targeted at teenagers –  „Adventures in Archives“. In cooperation with schools special filming days are organized in the archives. In late autumn 2015 first pilot filming day took place in the National Archives of Estonia. Instead of listening to long lectures pupils had to make a short movie of their visit to the archive using their smartphones. By using the devices they are using everyday it is more comfortable for them to reflect their emotions and ideas. At the same time they are spreading the word about the archives by uploading their videos to the internet and sharing them with their friends. The feedback we have got from the teachers after the pilot has shown that schools are satisfied with possibility to mix different study-methods during the visits to archive.

Liisi TAIMRE

Liisi TAIMRE, The National Archives of Estonia, Estonia

She graduated from the University of Tartu in 2010 (History, MA). Her first job was as a researcher in Harju County Museum in 2007. During the next 7 years she has been involved in various projects focusing on local communities in different museums of Estonia. Since 2014 she has been working as advisor and marketing manager of the National Archives of Estonia.

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P023 National Archives: Smart Solutions in Action

Available in languages ENG KOR

Two years ago, the UAE Government challenged all departments to make their services readily available to all citizens through mobile applications. Over 90% of households across the country have at least one smart device. For our children, ubiquitous smart phones are the trusted source of information, entertainment, communication and therefore of interaction with their government. This is the expectation of a 21st century public. In response, the National Archives has made a rapid shift to provide both the records and our services available interactively in suitable formats. This shift has required rethinking how we structure archival services and how we engage our full clientele. The key has been to collaborate, innovate and move ahead with courage.   This presentation will outline our thinking and new approaches to offering archival services, thinking not only of our traditional researchers but expanding to include a wide range of potential new clients who would never consider coming to an archives reading room. School teachers and students, government administrators and journalists seeking background to current policy issues and citizens curious about our national story all can find insight and knowledge in the archival record. They also want to contribute their perspective to our national memory as every individual and every family in the UAE has contributed to building this new country.   The National Archives smart applications began with access to the extensive 18 volume daily chronicles of the Sheikhs. The audio library of the Father of the Nation, Sheikh Zayed is now accessible, reminding all of his vision and advice for our future. Films, photographs and documents offer the full context of the movement toward the union of the Emirates in 1971 and its evolution. Historical photos can now be linked directly to the location, allowing anyone to see what key places looked like decades ago. Another smart application enables citizens to create their family tree integrating sources both from the Archives and the family.

Hamad ABDULLA AL MUTAIRI

Hamad Abdulla Al Mutairi, National Archives, UAE

Hamad Abdulla Al Mutairi comes to the archival enterprise with a background in Information Security and holds a number of professional qualifications including a Master’s Degree in Cyber Security. He has been influential in implementing Information systems within the National Archives, leading several pioneering efforts, adapting the latest technology to archival requirements.   Hamad joined the National Archives in 2009 and is currently Director of the Archives Department previously he held the position of Head of Information Technology. He has contributed as a team member within the Strategic Planning and Risk Management section as well as Archives management. He is active within the United Arab Emirates in advancing the government’s commitment to implementing mobile services, reflecting the expectations and needs of a society where smart phones are ubiquitous.   Outside the archives, Hamad participates in ISSA (UAE Chapter) in addition to other networks and foundations such as ISACA and PMI.

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P024 Reliable mobile digital record management framework

Available in languages ENG KOR

모바일 네트워크를 활용하여 전자기록을 유통하는 과정에서는 모바일 네트워크가 갖는 부정적 특성 때문에 전자기록 유통의 신뢰성을 유지하기 위해서는 유선상황과는 다른 원칙과 기준이 제시되어야 한다. 모바일 네트워크는 일반적으로 신뢰성이 떨어지면서 가용한 컴퓨터 자원도 한정되어 있으므로 모바일 전자기록 사용자는 모바일 전자기록 유통 신뢰성 확보를 위해 넓은 선택의 폭을 가져야 한다. 즉, 비용이나 네트워크 상황에 따라 모바일 전자기록 유통을 위한 적절한 프레임워크가 제시되어야 한다.  모바일 환경에서 전자기록을 처리하기 위한 프레임워크는 신뢰성, 안전성, 강건성이 있어야 한다. 모바일 디바이스에서 만들어지고 전송된 전자기록의 신뢰성은 낮을 수 밖에 없다. 모바일 디바이스와 모바일 디바이스 사용자 신원에 대한 인증도 어려울 뿐만 아니라, 송수신 과정에서 실패나 오류가 발생할 수 있는 가능성이 높기 때문이다. 따라서, TMEF(Trusted Mobile Electronic Records Framework)는 모바일 디바이스와 사용자에 대한 철저한 인증을 기반으로 송수신과정에서 발생할 수 있는 실패와 오류를 극복할 수 있는 기술을 채택하여 어떠한 경우라도 TMEF상에서 유통되는 전자기록에 대해 신뢰할 수 있어야 한다.  무선망을 통해 전송되는 전자기록은 누구라도 쉽게 획득하고 사용할 수 있다. 따라서, 유선망에서 유통되는 전자기록보다 훨씬 높은 수준의 보안을 필요로 한다. 통신에 사용되는 무선 채널이 암호화되어 있어야 하고 전송되는 메시지중 중요한 부분에 대해서는 암호화가 필요하다. 또한, 모바일 디바이스는 쉽게 분실될 수 있으며, 이러한 경우 악의적인 사용자에 의해 저장된 전자기록이 잘못 활용될 수 있다. TMEF는 이러한 상황을 탐지하고 대응할 수 있어야 한다. 또한, MD에 저장된 전자기록을 임의로 활용할 수 없도록 방지장치가 마련되어 있어야 한다. 본 논문에서는 TMEF가 가져야 하는 이러한 성질들을 보장하기 위한 기능적인 요소들과 전제 조건들에 대해 제시하고자 한다.

Youngkon LEE

Youngkon LEE, Korea Polytechnic University, Republic of Korea

ISO SC11 17068 국제표준 프로젝트 리더ISO TC 154 TMEF 국제표준 프로젝트 리더UN/CEFECT e-BOD 국제표준 프로젝트 리더

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Wednesday 7 September - Previous Day - Next Day

SESSION 2.3 DIGITAL ARCHIVES

Date : Wednesday 7 September 2016 09:50-11:20

Room : HALL E3+4

Presentations : P033 / P034 / P035

P033 How to cope with the data explosion in e-government systems? Interoperable e-archiving solutions from the E-ARK project

Available in languages ENG

The shift towards paperless offices in recent decades has led to the growth of data being created, received and managed by institutions. Effectively also the amount of data which is appraised to be of archival value and needs to be transferred to long-term archives is growing. As a result many archives across the globe are starting to feel the need for more efficiency and scalability in digital transfers. In more technical terms, archives need to develop efficient guidelines and tools to support the export of records and metadata from source systems, produce or reuse metadata for archival purposes, deliver the transfer to the digital repository, ingest and ultimately provide relevant access services to appropriate end-users. Developing these guidelines and tools is a huge effort for any individual archive and far too often necessary resources and qualified staff are not available to meet the need. These problems have since 2014 been addressed within the E-ARK project. The project includes a number of European scientific institutions, national archives and IT companies working together on harmonising national best practices and tools used for archiving and reusing e-government data. The main aim of the project is to achieve a level of interoperability which allows institutions to reuse and implement tools developed in other institutions with no or limited additional effort. Organisationally this allows individual archives to collaborate more effectively in research and tool development, ultimately limiting the need for resources for any single archive. The main driver for interoperability in E-ARK is the standardisation of Information Package specifications. The project has developed the “Common Specification for Information Packages” which proposes a harmonised structure and packaging layer for any type of content. Further, the Common Specification proposes a specific METS profile with the main aim to support the automation of crucial archival processes – the identification and validation of the package and its contents.

Kuldar AAS

Kuldar AAS, National Archives of Estonia, Estonia

Kuldar Aas is the deputy director of the Digital Archives of the National Archives of Estonia. He is actively involved in developing national records management and cultural heritage metadata standards; creating requirements and guidelines for the ingest, description and preservation of national datasets and electronic records from EDRM systems. He has also played a leading role in developing the proactive digital preservation and access environment at NAE. He is a member of the Estonian national e-government interoperability taskforce. Internationally Kuldar has participated in numerous EC-funded projects: * test site and work package lead in the PROTAGE project (2007–2010). Scope - developing intelligent agent software for digital preservation purposes; * Web 2.0 and Usability work package leader in the APEx project (2012 – 2015). Scope - develop Archives Portal Europe, the central catalogue for all European archives. * Overall Technical Coordinator in the E-ARK project (2014 - 2017). Scope - provide practical solutions for achieving scalability and interoperability in e-government archiving.His academic background is in information technology and he holds a Master’s degree (2004) from the University of Tartu.

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P034 FGSes: information package specifications for e-archives

Available in languages ENG

The base is a general package specification relevant for all types of transfers, with different specifications as content options, dependent on the type of source system. The content options are called transfer types or content types, each having their own individual specification. Also in the packages are the actual data files together with specific metadata files like manuals in PDF or style sheets.  Standards International standards are used wherever possible: for example, the FGS for Packages is based on METS with an option of adding PREMIS and the FGS for Archival description will use EAC-CPF  and EAD.    Relations to procurement and other project The FGSes are being used in major procurement projects for e-archives within both the governmental and non-governmental public sector, and also by the National Library. The EU-project E-ARK is developing e-archives specifications similar to the FGSes. Our Metadata and XML expert, Karin Bredenberg, participates in that project.   Management organisation Responsibility for the FGSes has been allocated to a dedicated unit at National Archives. A Supervisory Board consisting of managers from different public sector agencies has been established to ensure the specifications are fit for the general purpose. Procedures for developing new FGSes have been specified.    Result so far The FGS for Packages is formally approved. Draft FGSes for ERMS and Human Resources are published. Work has started on FGSes for Archival Description and Databases.   Key Conclusion: FGSes are a concrete and useful way to achieve a standardized SIP, important for building e-archives and vital for enabling transfers from business systems to e-archives and exchange between e-archives.

Magnus GEBER

Magnus GEBER, National Archives of Sweden, Sweden

Magnus GEBER, has university studies in history, computer science and social science. He has worked since 1986 with electronic archives and digital preservation at the ICT department of the National Archives of Sweden. During many years he headed the group working with transfers, preservation and access to electronic archives at National Archives. Recent years he has taken part in development projects concerning digital preservation both national and international, some of them the EU-funded. During decades he has been active in national and international cooperation, specifically between that National Archives in the Nordic Countries. He has held presentations at many conferences, for example at ICA Brisbane 2012.

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P035 Cloud Computing Technology in Digital Archive Management (Architecture, Programming Model and Implementation)

Available in languages ENG

Current technological developments have created a scientific breakthrough that is supported by advanced computing has helped researchers in exploring the management of very large digital archives. Cloud computing is a technology that combines the use of computer technology with the development of Internet-based, cloud computing applying a computational method, namely the capability related information technology are presented as a service so that users can access via the internet, without knowing what was inside, an expert with technology or control over the technology infrastructure that helped. Many of cloud computing implementations today, for example, e-Government that is widely used by government agencies and SOA (Service Oriented Architecture), which is widely used by companies. Cloud computing has become a solution in the face of problems that large archive storage media.

Prasitio UTOMO

Prasitio UTOMO, Arsip Nasional Republik Indonesia, Indonesia

Pranata Komputer in National Archive of republik of Indonesia, has graduated from Bandung Institut of Technology (ITB) on April 2014 majoring in Informatics.

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SESSION 2.9 SECURITY

Date : Wednesday 7 September 2016 09:50-11:20

Room : 327

Presentations : P046 / P047 / P048 / P049

SESSION 2.9 / P046 A comparison study between the objectives for records/record management and information/information security management of archives or information in electronic format

Available in languages ENG KOR

The objectives of record management are to provide Reliability, Authenticity, Integrity and Usability of records, and the objectives of information security management are to provide Confidentiality, Integrity and Availability of the information. The objectives above shall be analyzed by targeting records or information in electronic format, to find out the similarities and differences, and the similarities and differences as to the technological or managerial methods to achieve those objectives will also be investigated.

Taewan PARK

Taewan PARK, Security Inside Co., Ltd., Republic of Korea

With a background of IT, Taewan Park began his career working with British banks in Korea. With the lessons learned from his early career, Taewan Park went on for further study on Information Security in U.K. Building on his IT and Information Security experience, Taewan began to offer consulting services for companies seeking certification. The company he worked for became the first ISO27001(formally BS7799) certified company in Korea in 2001 by British Standard Institute Korea and it was through these activities that Taewan began his association with BSI Korea and became one of the first qualified instructors of ISO27001 Lead Auditor Course for BSI Korea in Korea. While working with BSI Korea, Taewan initially focused on assessing Information Security Management Systems, now, taking advantage of past experience, IT Service Management and Personal Information Management System have been added to his portfolio of activities. His role as instructor also expended to AssessorTaewan Park is one of Korean delegation to ISO/IEC JTC1 SC27-IT Security Technique and co-editor of "ISO/IEC 27009 sector specific application of ISO/IEC 27001"

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P047 A study of cyber threat and vulnerability when transferring electronic records for archiving

Available in languages ENG KOR

Recently, a variety of cyber attack are occurring from various sources. In addition, these cyber attack techniques are continuously evolving. In the meantime, the standard e-document of the government of the Republic of Korea, electronic records which started to be produced in 2004 began to be transferred to National Archives and Records Service of the government of the Republic of Korea in 2015. These transfer behaviors will be an important methodology of the Republic of Korea in the future. Therefore, the way will be found out to defend from the latest cyber attack technique by reviewing the current transfer procedure and method of electronic records under progress as of.

Suhyung PARK

Suhyung PARK, Chung-Ang University, Republic of Korea

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P048 Electronic data security and long-term conservation in the public sector in Burkina Faso: Example of the Ministry of Youth, Vocational Training and Employment

Available in languages FRA

Au regard de la mise en œuvre de l’administration électronique, l’explosion de la production documentaire électronique qui en découle et l’insuffisance manifeste d’archivistes professionnels, il a été jugé opportun de s’intéresser à la gestion des archives électroniques dans l’administration publique au Burkina Faso. La question principale de notre analyse s’est axée autour de la nécessité et de la réalité de l’archivage des documents électroniques dans les services publics. Cette question suscite d’autres réflexions : Quelle est la place de ces archives « nouvelles » dans un environnement où les archives papiers sont peu ou pas organisées ? Quel est l’impact de la gestion actuelle des documents électroniques sur leur sécurité et leur pérennité ? Comment sont gérées simultanément les archives papiers et électroniques ? Quel type de collaboration faut-il entre les acteurs de la production et de la gestion des données Il a été question de jeter un regard analytique sur la gestion des archives électroniques dans les services publics et l’impact de celle-ci sur l’immuabilité de ces documents. Un aperçu des actions menées au sein du Ministère de la jeunesse, de la formation professionnelle et de l’emploi en vue de la prise en compte des documents électroniques, sera, également donné dans ce rendu de l’étude. Le développement de l’étude s’est articulé autour de deux chapitres. Le premier a porté sur la pratique archivistique en matière de documents publiques électroniques au Burkina Faso et le deuxième a traité des initiatives au sein du Ministère de la jeunesse, de la formation professionnelle et de l’emploi pour une meilleure gestion des données électroniques dans le département ministériel. Les différentes conclusions ont été faites sur la base d’entretiens avec les responsables d’une dizaine de services publics, d’analyses de questionnaires adressés aux producteurs de documents électroniques, aux responsables de services d’archives…

Alizata KOUDA

Alizata KOUDA, Ministry of Youth, Vocational Training and Employment, Burkina Faso

juriste et archiviste Titulaire d’une maitrise en droit des affaires et d’un master 2 en gestion des archives De décembre 2013 à février 2015  Responsable du service de la médiathèque et de la documentation de la Direction de la communication de la Présidence du Burkina Faso Principale mission assignée au poste: Collecte et conservation  des archives écrites de la Direction de la communication et gestion  des archives photographiques et audiovisuelles de la Présidence du Faso. Cette mission était complétée par la mise en place et l’animation d’un espace de lecture et de recherche. De mars 2015  à nos jours, Directrice des archives et de la documentation du Ministère de la jeunesse, de la formation professionnelle et de l’emploi Principale mission assignée au poste: Gestion pérenne et diffusion  de tous les documents produits ou reçus par les différentes structures du Ministère qu’elles soient structures centrales, structures déconcentrées, structures rattachées ou structures de mission, dans la limite des dispositions légales et réglementaires régissant la conservation et la communication des actes administratifs. A cette gestion, s’adjoint, la mise en place et la gestion d’un centre de documentation facilitant la réalisation des missions et attributions des différents acteurs du Ministère. Sur le plan associatif, je suis la présidente de l’Association burkinabè des gestionnaires de l’information documentaire, depuis janvier 2016. Reconnue officiellement le 07 septembre 2004, l’association regroupe des archivistes, bibliothécaires et documentalistes résidents au Burkina Faso. Notre objectif essentiel est de travailler à promouvoir le métier de gestion de l’information documentaire, et d’aider chaque membre à accomplir avec efficience la charge à lui dévolue dans son service, dans son entreprise et dans son organisme 

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P049 Electronic record management of the digital forensic prospective

Available in languages ENG KOR

Owing to the development of information technologies such as IoT, Cloud, Big Data, The trends show the continuous increase of electronic record which is produced by digital system. Accordingly, nation has implemented the electronic record preservation for the important information through digital transition. Also electronic records are considered as a major media while the electronic record has been widely utilized to diplomatic and trade. But the electronic record which can be classified as a kind of digital data, the data might be altered or deleted by the logical failure of electronic recording system, which can destruct the integrity and authenticity. Because integrity and authenticity meaning the originality of electronic record are directly connected to reliability of contents which are represented by computerize record, it is essential to secure the originality through the verification of integrity and authenticity when handling electronic record. When researching the oversea trends of such electronic record management, US National Archives Administration (NARA) formed the environment in which they can manage the life cycle of electronic record by establishing ERA (Electronic Records Archives) system and sending meta-data and electronic record while UK National Archive Digital preservation Team performed the process to migrate the format without losing digital format between different format. Other than these cases, various oversea record management authorities in Canada and Australia have conducted the study to keep the originality of electronic record when they manage electronic record. Along these efforts, oversea national libraries and university research centers have conducted the study to combine the digital forensic which is called as “computer forensic medicine” to electronic record management.

Tae Shik SHON

Tae Shik SHON, Ajou University, Republic of Korea; 2011 ~ present : Associate Professor in Ajou University; 2012 ~ present : Non-executive director in the Korea Institute of Information Security and Cryptology; 2012 ~ present : Non-executive director in the Korea Information Processing Society; 2012 ~ present : Evaluation Committee of Information Security Management State in National Intelligence Service Korea

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SESSION 3.2 TECHNOLOGICAL SOLUTIONS

Date : Wednesday 7 September 2016 11:45-13:15

Room : HALL E3+4

Presentations : P056 / P057 / P058

P056 Development of OCR software for minority languages as the way to ensure true equality of native and non-native archives

Available in languages ENG

One of the truly effective ways to ensure that the “digital divide” between native and non-native archives is not widening is to make it possible for the invaluable content kept in minority languages to be digitized and converted into editable and searchable archives that could be available online. It is rightfully believed, that this is needed for both careful preservation of the important information sources as well as for wider dissimilation of the unique knowledge that the native peoples across the globe have acquired and kept intact for generations. To achieve this, development of OCR software specifically for those languages becomes truly necessary. While this idea itself is widely recognized worldwide, the actual cost of development and the lack of professional linguistic and technical expertise in practice means that such projects are rare and seldom achieve the targets they set. This presentation is based on the actual experience of one of the leading companies in the field of OCR software development, ABBYY 3A, that has so far created full-text recognition tools for around two hundred living languages of the planet. The purpose of the report, however, is not in making it possible for others to appreciate this unique experience and to learn from the mistakes that have been made during the process. Rather, it aims to highlight the actual challenges that such development often means from technical and management points of view as well as to point out the political and economic constraints that it implies, and to suggest what shall be done to improve the situation. In other words, its purpose is to raise an awareness of the need of developing special OCR software for minority languages and archives among the members of international community and to shed the light on the conditions that its successful implementation may imply.

Maksim MIKHALEV

Maksim MIKHALEV, Abbyy 3A, Russia

MAXIM MIKHALEV, PhD, Business Development Manager, ABBYY 3A Software Company
EDUCATIONAL BACKGROUND
PhD Degree in Anthropology from Minzu University of China, Beijing, China
Global Project Management Certificate from Thunderbird University, USA
Specialist Diploma in Marketing from Russian Academy of Economics, Moscow, Russia  
WORKING EXPERIENCE
2015 – till now ABBYY 3A, Business Development Manager, Culture Heritage Expert
2006 – 2014 General Representative, 1C Asia-Pacific.
2004 – 2006 CEO, Buka Publishing Asia-Pacific.
1997 – 2004 Vice-President Business Development, Buka Entertainment.

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P057 A Face Recognition Method Based On Deep Learning And Its Application In Portrait Photography (Archives) Management

Available in languages ENG

The management of digital archives often faces the task of selecting or accessing the portrait photography images out of hundreds of thousands of digital images. And this normally brings about enormous human or material resources costs if no IT tools are applied. Face recognition technology is an effective and low cost solution for this problem. Face recognition is a kind of digital technology that is based on computer recognition algorithm. It mainly obtains the shape and position information of one’s face out of the whole picture, highlights the main facial features, dilutes the secondary factors (e.g. clothing), and finally recognizes the features of one’s face. However, many common FR (Face recognition) technologies are based on the assumption of pure environment, e.g., high quality images and uniform format. Therefore, most of them usually make a poor performance in archival digital images, where they need to deal with lots of practical challenges including different pixels, formats, brightness and contrasts of the images which can be seen as a “tough” environment. Generally, effectively discriminating two non-linear changes, intra-class difference (caused by different pixels, brightness, and expression for one character) and inter-class difference (caused by different characters), is the main challenge in FR task. Traditional machine learning algorithms based on the shallow function structure such as linear classification model or support vector machine is testified not able to effectively discriminate the differences. On the other hand, the hypothesis space of multilayer perception function is huge, but because of the lack of effective learning algorithm, it is often easy to fall into local optimum. Unlike other algorithms, deep learning derives from the prospect of representation learning, and it extracts the feature representation through the multilayer nonlinear transform so that the high-level features can be used to eliminate the intra-class differences and retain the inter-class differences to the largest extent.

Pei CHAI, Hongjuan PEI

Pei CHAI, State Archives Administration of China, China

My name is Chai Pei and I have worked in SAAC for 3 years. Before that I finished my master’s degree in University College London, majored in Networked Computing Systems in Computer Science department. My recent research interests are face-recognition technology, Deep Learning and Nerve Net. Until now I have realized the FR algorithm based on deep learning which is going to increase the efficiency of face recognition technology and this can be properly used in the management of portrait photography archives. I am willing to share the idea with my colleges all over the world.

Hongjuan Pei, Neuroscience and Intelligent Media Institute,Communication University of China, China

not provided

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P058 Recordkeeping in the digital age - Possibilities and challenges of using linking based timestamping and blockchain technology to maintain long term integrity and authenticity

Available in languages ENG

Long term preservation (LTP) of digital records poses a number of challenges (technological and procedural) regarding their integrity and authenticity. When there are requirements to preserve records over decades it also means that they have to be repeatedly migrated to new technologies.  Duranti and Blanchette state that "IT creates significant risks that electronic records may be altered (...). In the case of records maintained in electronic systems, the presumption of authenticity must be supported by evidence of it. In order to assess the authenticity of an electronic record, one must be able to establish its identity and to demonstrate its integrity". The authors focus on the possibilities to use linking based timestamping and blockchain technology in order to meet the challenges for LTP of digital records. These techniques could be used as tools for good governance and accountability as well as a source to collective identity and memory. They are potentially a technological support for strengthening the archival bond. Linking schemes can ensure that digital records are secure, accessible, authentic, and that they retain integrity, potentially for a long time. Some of the principles used by Merkle, namely hash trees, were also used by Nakamoto introducing Bitcoin resulting with the evolvement of the blockchain technology. The authors argue that a linked scheme based on a combination of the Merkle tree together with "widely witnessed" publications (as described in ISO 18014-3 etc.) in public media and blockchains could be introduced as a strong foundation for cloud based long term archival bond. The authors explain a solution patented by Enigio Time AB. While focusing primarily on feasibility of the proposed method and its possible applications, the authors also consider technical, legal and societal challenges that the implementation of new technologies will have to face

Hrvoje STANCIC, Hans ALMGREN, Natasha KHRAMTSOVSKY

Hrvoje STANCIC, Faculty of Humanities and Social Sciences, Croatia

Hrvoje Stancic, associate professor at the Department of Information and Communication Sciences, Faculty of Humanities and Social Sciences, University of Zagreb where he teaches at undergraduate, graduate and postgraduate level. He is co-author of “Archival dictionary. English-Croatian, Croatian-English”, author of the book “Digitisation”, editor of the book “Heritage Live. IT Tools-based Heritage Management”, and the author or co-author of more than 80 scientific and professional papers. His research interests are long-term preservation of digital archival materials, preservation of authenticity and trust in digital records as well as digitisation and 3D digitisation. He is Co-Director of the European research team at the InterPARES Trust international research project, member of the Centre for International Study of Contemporary Records and Archives (CISCRA, Canada), member of the Board of Croatian Archival Society, Faculty representative at the International Centre for Archival Research (ICARUS), and member of the Croatian Information Documentation Society. He is administrator of the Croatian language at ICA’s Multilingual Archival Terminology Database.

Hans Almgren, Enigio Time AB, Sweden

not provided

Natasha Khramtsovsky, Electronic Office Systems LLC, Russia

not provided

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SESSION 4.4 MANAGING DIGITAL ARCHIVES & RECORDS PART 1

Date : Wednesday 7 September 2016 15:05-16:35

Room : HALL E5

Presentations : P073 / P075 / P163

P073 Is the Original Record King? A National Archives of Australia Digital Initiative

Available in languages ENG

The Australian Government’s Digital Transition and Digital Continuity 2020 policies require agencies to move to digital information and records management for business efficiency purposes. This includes the digitisation of existing physical records where it supports efficiencies or other benefits. As the lead agency for these policies, the National Archives of Australia (the Archives) has set an example by developing a policy to dispose of some original records after digitsation to support access to the records, as well as alleviate demands on available storage.

The policy applies to all post-1980 records of continuing value in the Archives’ custody, with the exclusion of those which have intrinsic value in their original medium, or a legal requirement to be kept as evidence. The policy specifies requirements which must be met in order to ensure the proper care of records of archival value.

The policy was developed by a team drawn from a wide range of functional areas of the Archives, and included consultation with external agencies and the public. A number of questions arose during development of the policy including: What implications does disposal of archival records have for the authenticity of the record? How does this support a sustainable approach to archival management and data re-use? And does it challenge Jenkinson’s principles of the moral and physical defense of archives?

This session will examine the issues which were considered in the development of the policy, progress towards implementing the policy and the foundations which were adopted to ensure the Archives could continue to fulfill its role of caring for, preserving and providing access to the nation’s archival heritage.

David SWIFT (presenter), Linda MACFARLANE (Author)

David SWIFT (presenter), National Archives of Australia, Australia

David Swift is the Queensland State Director for the National Archives of Australia, managing a collection of 28,000 shelf metres of records, a reference service and a digitisation program. David has worked in the National Archives for more than 25 years in Canberra, Brisbane, Adelaide and Darwin in areas of reference, policy, and digital business transition, including preparing the Archives’ Digital Business Roadmap.

Linda MACFARLANE (Author), National Archives of Australia, Australia

Linda Macfarlane works in the Information Policy and Systems branch of the National Archives of Australia in Canberra. She is responsible for guiding strategic initiatives relating to information management in the Australian government sector. Linda has carriage of the Digital Continuity 2020 policy which requires all Australian Government agencies to move to digital information management for business efficiency purposes. Linda has worked in the archival and cultural sectors for over 20 years and brings a public access focus to her role in government information management.

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P075 Records Creation and Maintenance in the Context of Software as a Service (SaaS) Applications: A Survey

Available in languages ENG

Software as a Service (SaaS) is an emerging software delivery model within cloud computing. It provides the capability “to use the provider’s applications running on a cloud infrastructure” via a network, primarily the Internet, through a thin client interface or a web browser on a pay-per-use basis (NIST). Archivists and records managers recognized the trend of cloud computing very early on, and have since been conducting continuing research to investigate challenges posed by cloud computing to archival and records management functionalities (e.g., security, privacy, retention and disposition, and long-term preservation). Given the increasingly widespread adoption of cloud-based services by organizations of all sizes, it is vital that archivists and records managers grasp the impact cloud computing has on their work, and proactively address any issues that may arise. This paper presents the results of a survey that examined the influence of SaaS application use on records creation and maintenance. More specifically, the survey collected data from information and records management professionals on the current use of SaaS applications, the influence of SaaS application use on records creation and maintenance, the influence of SaaS application use on business practice, the evaluation and introduction of cloud-based services, and related policy issues. The survey was conducted at the end of 2015, and more than 160 responses have been received from information and records professionals around the world. Both quantitative data and qualitative data have been collected.The information gathered by the survey has given a useful insight into the current state of the management of records generated by SaaS applications, including any changes brought about and any issues raised. It is hoped that the results of this survey will offer a glimpse of records management in the context of SaaS applications, and will thereby advance research on recordkeeping in the cloud environment.

Weimei PAN

Weimei PAN, University of British Columbia, Canada

Weimei Pan is a doctoral student at the School of Library, Archival and Information Studies at the University of British Columbia (UBC), Canada. She has a dual background of Chinese archival science and western archival science. Her research interests include the creation and maintenance of records in the cloud environment, the archival concept of context, diplomatics in China, and the development of Chinese archival science. She also works a graduate research assistant for the Records in the Cloud and the International Research on Permanent Authentic Records in Electronic Systems (InterPARES) Trust projects.

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P163 e-Government and roles of archives: recent progress of digital recordkeeping in Indonesia

Available in languages ENG

e-Government and roles of archives: recent progress of digital recordkeeping in Indonesia Implementation of e-government becomes an important part of an accountable and transparent government. E-government has been transformed becoming knowledge infrastructure of a government’s citizens. As a matter of this transformation, the citizens can now easily observe the government’s activities. Government information can also be rapidly accessed by the citizens. Moreover, this phenomenon has also established a means of accountability for present and future generations. Currently, central and local government in Indonesia are developing the e-government program. They develop various policies and also system in order to achieve the so called accountable government. However, this development does not engage archival institutions, in a large scale, and in particular records professionals. Although one of the Indonesian National Archives’ mission is empowering the archives as evidence of performance accountability apparatus, the role of this institution has not played very significantly. This essay reviews the role of National Archives of Indonesia (ANRI) in supporting the implementation of e-government in Indonesia. In addition, this essay also attempts to probe the engagement among professionals, e.g archivist, lawyer, and other stakeholders, in developing this e-government in Indonesia.

Jajang NURJAMAN

Jajang NURJAMAN, National Archives of Indonesia, Indonesia

graduated from Master of Arts in Archival Science, University of Leiden, the Netherlands in 2014. Working as archivist at the arragement and description unit of National Archives of Indonesia (ANRI). Member of content team at the digitization project of VOC archives, cooperation between National Archives of Indonesia (ANRI) and the Corts Foundation (the Netherlands).  Contact: j.nurjaman@gmail.com, twitter: @jjgnurjaman

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Thursday 8 September - Previous Day - Next Day

SESSION 5.1 THE BIGGER PICTURE

Date : Thursday 8 September 2016 09:45-11:15

Room : Auditorium

Presentations : P091 / P092 / P093

P091 From Red Tape to Red Carpet – the transformation of recordkeeping in the digital age

Available in languages CHI ENG FRA KOR RUS SPA

A recent Red Tape Review in Australia painted Archives and information management as an enabler to government rather than a compliance obstacle - a very different scenario to how it might have been described five or 10 years ago.  So what has changed, and is it universal? And how can we maximise this change internationally to ensure archives of the future are relevant, valued and championed?  The answer is to realign and redefine – moving from recordkeeping as a compliance issue to information management as a business benefit. In the digital age we need to speak and deal with organisations on their terms, not ours, and to find common ground where their objectives and ours meet. These interests come together when information is seen as a valuable organisational and business asset, worthy of all the relevant management input and controls that any major asset needs.   Information value is our shared common ground and in launching its Digital Continuity 2020 policy for government agencies in 2015, the National Archives of Australia focussed on just that – requiring agencies to have good governance, better systems and the capability to manage this valuable asset, and creating the red carpet to eventually transfer information of the highest value to the Archives.   This paper will go through how changing the image of recordkeeping and compliance to good information management and good governance has realised and realigned value in information and its role as record, and how it benefits business.  It will include a run-through of the recently released Checkup Digital online assessment tool, now taken up by other jurisdictions to inform their approaches to move from compliance to risk-based management, most recently in the national security sector, and other strategies used by the National Archives of Australia  to transform how government business manages, interacts and deals with its important business asset now and into the future.

Anne LYONS

Anne LYONS, National Archives of Australia, Australia

Anne Lyons has been a member of the National Archives of Australia executive since August 2004, managing the Archives public access programs and services and its government information and policy functions. Under Anne's leadership the Archives moved its primary access service delivery to the web, growing the public's use of records online, and since July 2013 she has managed the Archives’ role in the National Digital Transition policy, assisting government agencies to be fully digital by 2015. Anne has overseen groundbreaking online innovations to make millions of records searchable and viewable online and has managed the Archives national award-winning touring exhibition program, education, marketing and national reference services. More recently Anne led the development of the Archives Digital Continuity 2020 Policy which has set the direction for comprehensive information management in all government business systems by 2020. Before coming to the Archives Anne managed marketing and communications for the Australian Federal Police and spent the previous 20 years working in the communications and marketing fields in both the public and private sector.

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P092 Tearing Down the Invisible Wall: Enabling the Enrichment of Archival Science and Practice

Available in languages CHI ENG FRA KOR RUS SPA

This presentation aims to engage the audience to reflect on the possibility that restructuring archival science would both expand the range of archival knowledge and facilitate the adaptation of archival practice to the ever increasing diversity of records, their creation, keeping, and management arising from the use of new information and communications technologies (ICT). The central thesis of this presentation is that the current structure of archival understanding constitutes an invisible wall that arbitrarily and inappropriately constrains both archival science and practice.  Part one of the presentation reviews various criticisms of traditional archival concepts, such as series, fonds, provenance, and respect for original order, that have been published over three quarters of a century.  Analysis of these criticisms shows that both sides of the argument have merit, indicating that the problem lies not in either side but in the underlying assumption of the need to anchor archival knowledge in a narrow set of core concepts.  Part two argues that a richer conceptual architecture should and can encompass both well grounded traditional concepts and the alternatives that have been articulated in the critical literature.   A new conceptual architecture is proposed, grounded in the recognition that the most fundamental requirements for archival science are (1) to be able to encompass the complexity and diversity of the empirical realities of records as well as the variety of legal, cultural, and institutional contexts in which archives operate, and (2) to do so in a way that facilitates the translation of enriched archival understanding into practice.  These requirements are being greatly reinforced by the impacts of ICT on the production and use information in the conduct of affairs.

Kenneth THIBODEAU

Kenneth THIBODEAU, Information Technology Laboratory, National Institute of Standards and Technology, USA

Dr. Kenneth Thibodeau is an internationally recognized expert in electronic records and digital preservation. He had a distinguished career in the U. S. Government, where he served as Records Management Officer and Privacy Act Officer of the National Institutes of Health, and, at the National Archives and Records Administration, as Director of the Center for Electronic Records and Deputy Director of Modern Records Programs.  Before retiring from NARA, Thibodeau inaugurated and led the Electronic Records Archives (ERA) Program, which developed the world’s largest digital preservation systems. For example, ERA enabled NARA to successfully accession, organize and provide access to nearly three hundred million electronic records from the White House of President George W. Bush.  Thibodeau also directed the Department of Defense Records Management Task Force, which developed the world’s first standard for records management software and a parallel certification program for testing compliance of software products with the standard.He is currently a Guest Scientist in the Information Technology Laboratory of the National Institute of Standards and Technology, where he contributes to the development of the Digital Preservation Interoperability Framework and of standards for preservation of digital multimedia.

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P093 Digital Government: the game changer for the records management profession?

Available in languages CHI ENG FRA KOR RUS SPA

The last few decades have seen much written on the effects of digital information on records management, innovation within the records management discipline and how best to ensure the sustainability of the profession. But how are these changes and our profession’s responses being measured? This paper focuses on digital government in Australia and the impact on records management. The concept and emergence of digital government has been widely discussed and analysed. By combining a number of resources from academia, the United Nations and the Australian Government, it is possible to decipher and chart the history, current state, and predicted future of digital government within Australia. Moving to digital government has created a state of information flux as digital information behaves fluidly, constantly moving, changing, ebbing and flowing. Has records management kept pace with this viscous lifeblood of a public service? Analysing the records management theory, practice, regulations and requirements of the Australian Government creates a baseline to assist in measuring the effects of digital government and whether records management is still fit for purpose for use in the current digital environment. To understand the ongoing usefulness and purpose of records management in digital government, it is necessary to approach not only records management professionals for their opinion, but also other information workers – those who provide digital services, and those who use information to perform their job. While it cannot be argued that records are a vital part of democratic government, it may be argued that the current method of managing digital records does not benefit digital government. In the current tight fiscal environment, where public servants are being asked to do more with less and technology is replacing many aspects of the traditional public service, is records management to become an extinct discipline? Can records of digital government be managed without the traditional records manager?

Katharine STUART

Katharine STUART, University of Canberra, Australia

Katharine Stuart is a PhD candidate at the University of Canberra, undertaking research into digital government and the effects on records management. Katharine also works for the Australian Department of Finance working on a whole of government records management as a service solution. Katharine has previously worked as an Assistant Director at the National Archives of Australia where she contributed to the development of records management standards, policy and strategy. At the National Archives Katharine led the project team which delivered the Digital Continuity 2020 Policy. Prior to the National Archives, Katharine worked for the State Records Authority of New South Wales on the NSW digital strategy Future Proof. It was in this position that Katharine developed her keen interest in digital government and information management. Katharine has previous degrees from the University of Canberra and Macquarie University including a Master of Knowledge Management (Information Studies) and Master of Museum Management.

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SESSION 5.6 E-GOVERNMENT

Date : Thursday 8 September 2016 09:50-11:20

Room : 307

P102 Programme Vitam: an interdepartmental project developing a free software for Digital archives preservation that associates archivists, records managers and IT-professionals

Available in languages ENG FRA KOR

Programme Vitam is a French interdepartmental project, that aims to develop a free software to manage digital records and archives. (back office). The project has been drawn up and organized using an innovative approach in France, for archives and recordkeeping sectors, but also for public services in general, involving records managers, archivists and IT professionals. For the first time, different public agencies associate themselves to lead a digital records and archives project. Their goal is to achieve together a common tool able to manage electronic records and archives. Other public agencies also decided to join the project, either to brainstorm or to implement the software as a new tool in their digital repositories.

Programme Vitam team is tackling many challenges. It is responsible for uniting teams from different Departments and professions, making collaboration closer and the most participatory and efficient as possible. Our goal is to allow creativity and innovation free rein, in order to develop the simplest and most innovative product as possible.

The software development is using Agile method. It promotes adaptive planning, evolutionary development, early delivery, continuous improvement, and fosters rapid and flexible response to change. But on top of that, the project focuses on user satisfaction (archivists, genealogist, general audience). This implies an active collaboration between archivists and IT professionals (developers) to achieve the development of the software. The building of a shared culture/knowledge or for the less of a mutual understanding and comprehensibility are the keys of the project success. These interactions should lead to the creation of common concepts and tools. In our sense, a digital archive project can’t be led only by archivists or only by IT professionals.

Vitam team proposes, linked to the ICA programme theme n° 1 « Recordkeeping in the Digital Age » a panel associating archivists and IT professionals in order to provide a feedback on their way of working and the first achievements of the project

Mélanie REBOURS, Jean-Séverin LAIR, Thomas VAN DE WALLE, Edouard VASSEUR, Françoise WATEL

Mélanie REBOURS, Programme Vitam, France

Actuellement Directrice de la diffusion et des partenariats du Programme interministériel d'archivage numérique Vitam, Mélanie Rebours est chargée de nouer des partenariats avec les entités intéressées par le Programme Vitam  et  plus largement par l’archivage numérique. Elle a été auparavant responsable du service des archives modernes et contemporaines aux sein d’un service local d’archives (Archives départementales de l’Eure-et-Loir) de 2004 à 2010, puis adjointe au chef du bureau des Missions et de la coordination interministérielle au Service interministériel des Archives de France de 2011 à 2015 (Ministère de la Culture et de la Communication).

Jean-Séverin LAIR, Programme Vitam, France

Ingénieur général des mines, Jean-Séverin Lair a été nommé directeur du Programme Vitam le 1er juin 2015. Son expérience, au sein de différents ministères et structures interministérielles, a toujours eu pour fil conducteur l’innovation dans l’usage des technologies de l’information. Ses missions de DSI du ministère de la Culture et de la communication lui ont permis de découvrir le monde des archives et le challenge crucial constitué par la mise en œuvre de l’archivage numérique au sein de l'État.

Thomas Van de Walle, Archives nationales de France, France

Conservateur du Patrimoine et Archiviste paléographe, Thomas Van de Walle est un archiviste français. Il a commencé sa carrière dans un servcie local d’archives en tant que sous-directeur des Archives départementales de Seine-et-Marne. Il y a notamment géré plusieurs projets concernant l’informatique appliqué aux archives. En 2012, il est devenu chef du Département de l’archivage électronique et des archives audiovisuelles aux Archives nationales de France. Depuis 2015, il assume la mission de directeur du projet ADAMANT, qui consiste à adapter les Archives nationales aux enjeux du développement des archives nativement numériques.

Edouard Vasseur, Programme Vitam, France

Responsable fonctionnel du programme interministériel d'archivage électronique Vitam, Édouard Vasseur a été auparavant responsable du service de la gestion des fonds au Centre des archives contemporaines (2002-2006), chef de la Mission des archives du ministère de la Culture et de la communication (2006-2012) puis adjoint à la directrice de projet "Archivage et maîtrise du cycle de vie de l'information" au ministère de la Défense (2012-2015). Il est également formateur occasionnel pour Archivistes français formation (AFF) et secrétaire général d'Archivistes sans frontières - section France (AsF).

Françoise Watel, Ministère des Affaires étrangères et du Développement international, France

Françoise Watel est l'adjointe du chef du département des archives à la direction des Archives du MAEDI. Au sein de ce département, elle anime en particulier le Pôle numérique, créé en 2013 pour piloter les différents projets utilisant les nouvelles technologies appliquées aux métiers des archives, et assume la direction du projet Saphir, implémentation de VITAM au MAEDI. Elle a précédemment contribué à la conception et à la mise en place les différents systèmes de gestion de documents électroniques et d'archivage électronique intermédiaire au MAEDI.

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SESSION 5.8 MANAGING DIGITAL ARCHIVES & RECORDS PART 2

Date : Thursday 8 September 2016 09:50-11:20

Room : 317

Presentations : P064 / P065 / P066

P064 Management of electronic records in the Sultanate of Oman: strategies implementation, challenges, and solutions

Available in languages ARA ENG FRA KOR

This paper aims to share the experiences of the National Records and Archives Authority (NRAA) of the Sultanate of Oman in the planning and implementation of a nation-wide policy for the management of electronic records and the key challenges faced and how NRAA sought to resolve those challenges. NRAA was relatively recently formed in 2007 by Royal Decree and is charged with the overall management and preservation of all conventional records being created by all the various government agencies of the Sultanate as well as private records being kept by private citizens.

In this presentation, the speaker from NRAA’s team responsible for the Electronic Document and Records Management System project will describe the legislative and regulatory environment in NRAA, NRAA’s long-term strategies and the short-term goal for ensuring the success in the transitioning from physical to electronic records in government, the programmes that NRAA executed to raise awareness and align the conflicting interests of all the stakeholders involved, and the solutions to the key challenges faced by NRAA in implementing modern records management practices in the Arab world.

Hisham AL-RUSHDI

Hisham AL-RUSHDI, National Records and Archives Authority of Oman (NRAA), Oman

Hisham Al-Rushdi is a systems analyst specializing in electronic records management with the National Records and Archives Authority (NRAA) of Oman with a Bachelor’s of Science in Management of Information Systems from Sultan Qaboos University. He is a member of EDRMS project team in NRAA. He has two years of experience in NRAA where he participated in the formulation of the electronic records management strategy and policies in Oman and the execution thereof.  His work includes providing advisory and consultancy services to  the government agencies and government owned corporations in the field of electronic records management policies and best practices. He has represented NRAA in international standards bodies for records and archiving such as the DLM Forum in Europe.

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P065 Digital archive policy of the Interdepartmental Services of the French Archives: between evolution and revolution

Available in languages ARA ENG FRA KOR

La prise en compte par les Archives de France de la « révolution numérique » qui touche les administrations publiques françaises n'est pas nouvelle. Depuis une dizaine d'années déjà, la Direction des Archives de France (DAF) puis le Service interministériel des Archives de France (SIAF) ont forgé une doctrine en matière d'archivage numérique et apporté une aide aux « éclaireurs » qui les premiers se saisirent du problème. Dès lors, le SIAF n'a cessé de monter en puissance sur la question, si bien qu'aujourd'hui une partie importante de ses forces a été redirigée vers l'archivage numérique dont il a fait une priorité. Alors que les services publics d'archives doivent faire face à une dématérialisation des procédures administratives industrialisée, la notion d'un réseau animé par le SIAF dont la tutelle garantit l'équilibre est plus que jamais d'actualité. De l'exploration de nouvelles pratiques archivistiques à l'entraînement d'un tissu de professionnels, le SIAF est amené à accompagner de façon renouvelée son réseau dans les changements qui s'annoncent, en évitant tout phénomène de « décrochage ». Qu'elles soient réglementaires (réalisation des circulaires et instructions, agrément des tiers-archiveurs...) ou non (veille technologique, normalisation, formation, conduite de projet...), les missions traditionnelles du SIAF, qui relèvent du contrôle scientifique et technique qu'il exerce sur les archives publiques des administrations de son ressort, ont grandement évolué, dans une approche pluridisciplinaire. Nous analyserons ces mutations à travers plusieurs exemples, comme la naissance et le développement d'un agrément pour l'externalisation de la conservation d'archives publiques sur support numérique, l'encadrement de la destruction d'un original papier après numérisation, ou encore la construction d'une relation nouvelle avec les éditeurs de logiciels. Nous le verrons, le fonctionnement même du SIAF est fortement touché par ces changements, ce qui doit nous amener à repenser un modèle forgé autour de l'archivage papier.

Thomas BERNARD

Thomas BERNARD, Service interministériel des Archives de France, France

Archiviste paléographe, conservateur du patrimoine, Thomas Bernard est chef de projet pour le développement de l'archivage électronique au sein du bureau du contrôle et de la collecte des archives publiques du Service interministériel des Archives de France.

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P066 Incheon International Airport, No.1 World Airport Service for 10 Consecutive Years and the Document and Records Management Planned from the Beginning of the Airport construction project

Available in languages ARA ENG FRA KOR

1. Summary   Incheon International Airport is the gateway airport of the capital area in the Republic of Korea, and is the hub airport in the Northeast Asia, beginning its construction in 1992 and opening in 2001. The airport that has recorded No.8 in the world passenger transportation and No.2 in air transportation is the world top class airport which has achieved No.1 for 10 consecutive years in the world airport service assessment history, a target of benchmarking among the airports worldwide. In the meantime, the fact is noteworthy that the role of documents and records management planned and implemented systematically from the beginning of the construction, which is unprecedented, has contributed considerably in accomplishing this achievements related to the service.   Introduction of records management in Incheon International Airport   The construction project of Incheon International Airport, the largest complex construction work since the era of Dangun, requires an expert technology and management that can coordinate and control the mega project when considering its scale or complex characteristics, and for this, as to many records that are created and received in relation to the construction work of Incheon International Airport from the beginning of airport construction project (1995) for this, the division exclusively in charge of documents and records management was installed to efficiently perform receive, send, registration, distribution & filing, keeping was installed, and the basic plan for document management such as document classification system, metadata, preserving plans, process and procedure, etc. was established.   The characteristics of Incheon International Airport document and records management system enabled receiving and sending all documents and records through a single contact point, and at the same time, establishing centralization policy so that all the original records can be kept at a single archive, and outsourcing this at the record management specializing enterprise.

Chang-Min KIM, Song-Ahm CHO

Chang-Min KIM, DIMS, Republic of Korea

He is a Project Manager of document and records management outsourcing project for Incheon airport authority. He has been working in document and records management of airport for 17 years, from beginning of airport construction up to now operation. He was participated in Nuclear Power Plant construction site vault from 1994 to 1997.

Song-Ahm Cho, DIMS, Republic of Korea

He is a CEO of DIMS Co. Ltd. which is a leading Korean records management service firm. Many companies affiliated to top class Korean Groups such as Samsung, LG, Hyundai and POSCO. are customers of DIMS. For over 20 years, Song-Ahm Cho has established document and records management system including classification scheme, metadata, retention schedule, access rules and processes for customers before installing EDRMS and for major national infra construction projects such as nuclear power plants, international airport, and high speed railway as an expert on documents, records, and quality management system. He is actively participated in social activities as a member of nation records management council, a director of Korean society of archive & records management, and Chairman of Korean ISO TC 46/ SC 11 records management mirror committee. And he participated as a drafter in developing the ISO 30301:2011 Management System for Records standards.

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SESSION 6.6 MANAGING DIGITAL ARCHIVES & RECORDS PART 3

Date : Thursday 8 September 2016 11:45-13:15

Room : 307

Presentations : P116 / P117 / P118

P116 Records Management in the Digital Age

Available in languages ENG FRA KOR

It is now coming up on five years since the Public Records and Archives Management Act (PRAMA), which generally governs Japanese public records management, came into full effect in 2011. The timing has us moving ahead with two streams of initiatives in regard to public records management. The first one involves efforts to revise Japan’s public records management system itself, as required in PRAMA. In light of this mandate, the Public Records and Archives Management Commission established within the Japanese government is now reconsidering our system as a whole with the goal of announcing an agreed-upon approach in March 2016. The second one aims to construct new facilities of the National Archives of Japan, which has long been suffering from age-related deterioration of its main office, a lack of repository space, and so on. A bipartisan group of the Diet members was formed in 2014 with the goal of eventually building new National Archives facilities, leading the government to set up an investigative committee of experts on the matter that same year. The committee is currently re-determining the functions and facilities to be fulfilled by the National Archives of Japan with a view to actually creating these new structures. In either stream, issues such as the handling of born-digital records and digitization of conventional public records are critical points of discussion, given that efforts related to the management of digital records are being made around the world and international conferences on public records management often take up topics that hinge on the advancement of digitization. This presentation will cover how Japan is setting up its public records management system to cope with the digital era reflecting the global progress of digitization, and will include moves leading to the construction of a new building for the National Archives.

Hitoshi FUKUI

Hitoshi FUKUI, National Archives of Japan, Japan

Mr. Hitoshi FUKUI currently serves as Senior Vice-President at the National Archives of Japan. Before assuming current position, he was responsible for Japanese public records management as Deputy Director-General at the Minister's Secretariat, Cabinet Office. Mr. Fukui began his public career in the Management and Coordination Agency (currently the Cabinet Office) in 1985 and has served in a variety of positions including Director of the Records and Archives Management Division at the Minister's Secretariat; Director-General of the General Affairs Department at the Okinawa General Bureau; and Director of the Accounts Division at the Minister’s Secretariat. He has also worked for the Reconstruction Headquarters in Response to the Great East Japan Earthquake and its successor, the Reconstruction Agency. He holds a bachelor’s degree in law from the University of Tokyo.

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P117 Towards new records management and efficient digital data collection at France's Ministry of Defence: remote recording of electronic office files, a change management instrument

Available in languages ENG FRA KOR

Le ministère de la Défense, à l’instar des autres collectivités publiques, connaît depuis plusieurs années des mutations qui ont fait évoluer la production de l’information au sein des services qui en dépendent. Ainsi, la dématérialisation croissante des processus et opérations, dans le cadre du développement de l’administration électronique et des actions de modernisation, entraîne une production accrue d’archives numériques natives qu’il convient règlementairement de gérer, conserver et communiquer sous format électronique, alors même que les enjeux de cybersécurité sont de plus en plus prégnants. En parallèle, le regroupement de la plupart des services centraux du ministère et des états-majors sur un site géographique unique implique un accroissement important des demandes de prise en charge de versements d’archives par le Service historique de la défense, qu’il s’agisse de documents papier aussi bien qu’électroniques. La production exponentielle d’archives électroniques à forte valeur engageante nécessite désormais de procéder de manière urgente à leur collecte et à leur prise en charge dans un système d’archivage électronique pérenne qui en garantisse aussi bien l’intégrité, l’authenticité que l’accessibilité. Dans l’attente de la mise en œuvre du projet « Archipél_NG » de refonte générale de la gestion des archives électroniques et physiques attendu à un horizon de plusieurs années, le Service historique de la défense a choisi de se doter d’une application de télé-versement d’archives électroniques qui sera mise à disposition de tous les services du ministère de la Défense (plus d’un millier d’entités prévues à l’échéance 2017).

Hélène GUICHARD-SPICA, Sarah CLINET

Hélène GUICHARD-SPICA, Ministère de la Défense, Service historique, France

Conservateur du patrimoine et archiviste, Hélène Guichard-Spica est chef du Département de la collecte et des recherches administratives au sein du ministère français de la Défense, service historique. Avec son équipe, elle organise les travaux de Records management et Data management pour les services centraux du ministère.

Sarah Clinet, Ministère de la Défense, service historique, France

Conservateur du patrimone et archiviste, Sara Clinet est spécialisée en pilotage de projets de Records management de l'information sur tout support, notamment numérique, et en archivage électronique. Au sein Service historique du Ministère français de la Défense, elle occupe aujourd'hui le poste d'adjointe à la chef du Départment de la collecte et des recherches administratives et est chargée de mission Archives électroniques.

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P118 From collecting archives to managing information: new activities and new roles for an archival department

Available in languages ENG FRA KOR

Depuis 2011, la Division des archives et de la gestion de l’information du Comité international de la Croix-Rouge a vu le périmètre de ses missions considérablement élargi au sein de l’organisation. En sus des activités documentaires et patrimoniales traditionnelles (acquisition, conservation et communication des archives et collections de bibliothèque), elle assume désormais la responsabilité fonctionnelle de la majorité des processus et applications de gestion de l'information de l'institution : systèmes de records management, système de gestion de contenu intranet, plate-forme de travail collaboratif, moteur de recherche d’entreprise et outils de communication. Dans le cadre des processus mis en œuvre par l’Information Management Programme, les archivistes et gestionnaires d’information se sont rapprochés des créateurs de documents, pour répondre à leurs besoins de gestion de l’information dans leur travail quotidien, tout en assurant l’acquisition et la conservation de l’information produite. En matière de support aux utilisateurs et d’administration des applications, les activités du service s’imbriquent aussi dans les processus IT, ce qui entraîne une redéfinition des relations entre les deux métiers et de leurs responsabilités respectives. Cette présentation offrira un retour d’expérience sur la mise en œuvre de ces nouvelles activités. Elle examinera les opportunités offertes par leur réunion au sein d’un service unique et les défis que cela représente en matière de relations avec les créateurs de documents, les organes de gouvernance et les autres prestataires de services internes, ainsi qu'en terme de gestion des compétences et des profils professionnels.

Alexandre GARCIA, Brigitte TROYON BORGEAUD

Alexandre GARCIA, International Committee of the Red Cross, Switzerland

Alexandre Garcia est depuis 2007 chef de projet au sein de la Division des archives et de la gestion de l'information du Comité international de la Croix-Rouge, où il conduit la mise en œuvre de plusieurs solutions informatiques (gestion d’archives audiovisuelles, records management), et mène des analyses sur les activités de gestion de l’information et d’archivage numérique. Il est membre du groupe de travail « Records management et archivage électronique » de l'Association des archivistes suisses et cofondateur du collectif « les Archiveilleurs ». Il intervient également dans la formation en information documentaire délivrée par la Haute école de gestion de Genève, sur les thématiques du records management.

Brigitte TROYON BORGEAUD, International Committee of the Red Cross, Switzerland

Brigitte Troyon Borgeaud est juriste et cheffe de la Division des archives et de la gestion de l'information du Comité international de la Croix-Rouge depuis 2015. Elle possède plus de vingt-cinq ans d’expériences au CICR dans différentes fonctions au siège de l’organisation et dans différentes délégations dans le monde. Elle a notammé occupé durant dix ans le poste de directrice adjointe du du Département du droit international et des politiques humanitaires.

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SESSION 6.8 STANDARDS PART 1

Date : Thursday 8 September 2016 11:45-13:15

Room : 317

P106 Developing standards for managing records over time, ISO TC46/SC11 and ICA Expert Group on Archival Description

Available in languages CHI ENG FRA KOR

In TC46/SC11 are standards for managing records developed over about 14 years. Since the beginning about 18 standards and technical reports have been published, the most well known is ISO 15489, Records Management, recently published in a new edition. Many of the other publications are not as well known, however, and even less how they relate to each other. One of the interesting developments in the last couple of years is the publication of the Management System for Records (MSR) standard. The first part was published in 2011. While most publications of SC11 are addressing records professionals, this standard is specifically aiming at senior managers. The ICA is also developing standards, especially in the area of archival description. Well known examples are ISAD/G and ISAAR (CPF) and in another area the ICA functional requirements (ICAreq), a few years later adopted by ISO TC46/SC11 as a standard. In this panel session two members of SC11 will give brief presentations about the committee itself, what work is currently done within the committee (by different working groups), explain what standards have been developed, how they relate to each other, and what work is under way. The other panel members will represent the ICA Expert Group on Archival Description (EGAD) and present the new approach envisaged  for archival description, the conceptual model called 'Records in Context'. The main purpose of the session is to provide a platform to the ICA-audience for comments, questions and discussion about these standards as well as about how they relate

Barbara REED, Song-Ahm CHO, Gavan MCCARTHY, Bogdan-Florin POPOVICI

Barbara Reed, Recordkeeping Innovation/ ISO TC46/SC11, Australia

Barbara Reed, Director of Recordkeeping Innovation Pty Ltd, is a consultant in the field of records, archives and information management with more than 25 years industry experience in Australia and the Asia Pacific region. She has been a member of TC46/SC11 since its beginning, particularly engaged in work on the foundation ISO 15489 standard, ISO 23081 standards on metadata for records, digitisation and other standards. She leads the Australian delegation to ISO TC46/SC11 and  is currently the chair of the Australian Standards Committee on document and records management. Previously she has been an academic in recordkeeping at Monash University. Areas of special interest include digital recordkeeping strategies, recordkeeping metadata and standards development for whole of government initiatives. She is a founding member of The Recordkeeping Roundtable. She conducts training and professional development courses in records and archives in Australasia. She participates in research advisory committees for a number of projects, and has undertaken past projects for national and state archival institutions in Australia and New Zealand. She has published widely in archives, records and information management academic journals and industry publications. She is a Fellow of both the Australian Society of Archivists and the Records and Information Management Professionals Australasia.

Song-Ahm Cho, DIMS Co. Ltd, Republic of Korea

He is a CEO of DIMS Co. Ltd. which is a leading Korean records management service firm. Many companies affiliated to top class Korean Groups such as Samsung, LG, Hyundai and POSCO. are customers of DIMS. For over 20 years, Song-Ahm Cho has established document and records management system including classification scheme, metadata, retention schedule, access rules and processes for customers before installing EDRMS and for major national infra construction projects such as nuclear power plants, international airport, and high speed railway as an expert on documents, records, and quality management system. He is actively participated in social activities as a member of nation records management council, a director of Korean society of archive & records management, and Chairman of Korean ISO TC 46/ SC 11 records management mirror committee. And he participated as a drafter in developing the ISO 30301:2011 Management System for Records standards.

Gavan McCarthy, University of Melbourne/ ICA EGAD, Australia

Gavan McCarthy has worked at the University of Melbourne in and around archives since 1978. In 2007, he was appointed Director of the eScholarship Research Centre in the University Library and in 2013 was appointed Associate Professor. He was Director of the Australian Science and Technology Heritage Centre (1999-2006) and led the Australian Science Archives Project (1985-1999), both in the Department of History and Philosophy of Science, Faculty of Arts, University of Melbourne. His research, predominantly based on action research methodologies, covers the history and archives of Australian science, contextual information frameworks, archival science and the preservation of knowledge, and the utilisation of network science in social and cultural informatics. He is a chief investigator on the Australian Research Council-funded project ‘Return, reconcile, renew: understanding the history, effects and opportunities of repatriation and building an evidence base for the future.’

Bogdan-Florin Popovici, National Archives of Romania/ ICA EGAD, Romania

Bogdan-Florin Popovici graduated the Faculty for Archival Science in Bucharest (Romania) and holds a PH.D. in History. He works as archivist with National Archives of Romania. He is currently member of the International Institute of Archival Science Trieste (Italy)-Maribor (Slovenia); serves as a member of Romanian Society for Standardisation (ASRO) (ISO Affiliated) — CT 229, and as a member of Experts Group for Archiva Description of ICA.

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SESSION 7.3 CLOUD & BIG DATA

Date : Thursday 8 September 2016 15:05-16:35

Room : HALL E3+4

Presentations : P130 / P131

P130 The Framework of Risk assessment for Cloud digital archives

Available in languages CHI

The cloud digital archives, based on cloud computing and cloud service model, provides archival digital resources’ collection, sorting, cataloging, identification, disposition, storage and utilization for the parent organizations, archive institutions and archive’s users. The development of cloud digital archives has become one of the important contents for rapid developing smart city. It will make archives management in wider area interoperability and more collaboration than that of any previous single digital Archives, to avoid resource waste, talent lack, information lonely-island and repeated set-up. Moreover, it will save investment of informatization infrastructure, improve the service efficiency of archival information management system, enhance the service ability of the archives information resources, and promote informatics balance development in National Archives System.

The credibility of the cloud digital archives,the foundation of ground implementation, determines the security and credentials of the digital archives resources. In the archival cloud,it will be produced to new changes whether archival personnel roles and skills or technology architecture and service mode. Also the ecological security depends on its internal and external interdependence of various elements. It is safer through identification, assessment, response, control risk than individual digital archives from traditional IT. 

Based on the research value and significance of the risk assessment, the author analyzes the ecological environment and the risk factors of the cloud digital archives. Then the author puts forward the framework of  risk assessment including four modules: ① the key events and potential risks;② the requirements of risk management and risk factors;③ the construction of  index system and evaluation mode;④ the risk assessment standard and risk control mechanism. The core content of each module is studied as the foundation to build the risk assessment system of the cloud digital archives.

Hua XU, Sixin XUE

Hua XU, Beijing Union University, China

Hua Xu,master of computer science. PH.D for management science and engineering .Professor of archival information ,who has worked in Scientific Research Institutes  and Enterprises before 2005. Presided over and participated in 10 research projects, 2 provincial and ministerial level awards.Main research direction: Archival information, Electronic Records Management , The ability evaluation of electronic records management.

Sixin Xue, Tsinghua University, China

not provided

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P131 Recordkeeping in Big Data Environments: Opportunities, Challenges and Threats

Available in languages ENG

This paper discusses and reconceptualises recordkeeping practices, processes and models in face of the rapid development of big data collection, storage and applications.  The discussion is framed by an innovation lens that is universally deemed to be necessary  and for a thriving and sustainable knowledge society.  Therefore, the paper explores the opportunities created for communication, coordination and collaboration across sectors, systems, levels and regions; and identifies the challenges for the sustainable development of recordkeeping.  Following this discussion, the paper proposes an integrative and adaptive recordkeeping and archiving model aiming at enabling value creating processes that emerge from continuous capture, curation, reuse and analysis of continuously evolving big sets of data.  These sets of data are already being treated by large organisational digital assets which are fundamental to support operational processes, innovation and competition.  These assets enable what are now perceived to common data analysis and analytics such as predictive analysis, risk analysis, opportunity and pattern analysis.  In turn these data analytics practices demand new designs and innovative big data applications as well as more pluralistic views of recordkeeping (societal, historical and operational governance) so that evidence can be tracked, traced, linked and explored for both business and public good.  Finally, the paper exposes that current artificial divisions between different societal sectors may hinder the development of recordkeeping for big data environments and that the current situation is characterised by a lack of holistic collaborative innovation across sectors, systems, levels and regions.  This is a result of organic systems that are conceived in a traditional top down structure that lacks a sustainable digital continuity, communication rules that can link with evidence, digital and social memory, inclusion of identity and knowledge asset of the individual, organization and community as well as a lack of a sustainable ecosystems and cyber infrastructure.

Xiaomi AN, Miguel NUNES, Hui CHEN, Bin ZHANG, Alex PENG

Xiaomi AN, Renmin University of China, China

Dr. Xiaomi An, is a professor of records and knowledge management at School of Information Resources Management, Renmin University of China (RUC). She is leader of Information Resources Management Team at Key Laboratory of Data Engineering and Knowledge Engineering (DEKE), Ministry of Education (MOE) at RUC and leader of International Research Front of Electronic Records Management Team at Electronic Records Management Research Center, RUC. She obtained a PhD degree in 2001 from University of Liverpool, UK. She had been awarded Program for New Century Excellent Talents in University, MOE in 2008. She was Fulbright Research Scholar of UCLA in the year 2012-2013. She is a committee member of ISO/TC46/SC11 from 2005 to present and chair of the Ad hoc Group 3 (Concepts Common to SC11 standards). Professor An has been chairs of over 40 research projects. She has published over 220 academic papers, authored 19 books, obtained 21 achievement awards. She had been invited to present 33 invited talks at international conferences. She is chair of the National Social Science Foundation of China Major Project “Novel Mechanisms for the Integration of National Digital Archival Resources for Their Utilization” (Project number: 13 &ZD 184, 2013 to 2017).

Miguel Nunes, Sun Yat-Sen University, China

Prof. Miguel Baptista Nunes, BSc, MSc, PhD, FHEA, FBCS, is the Dean of the School of Information Management at Sun Yat-sen University, Guangzhou China.  Prior to this appointment Miguel, was at the Information School of the University of Sheffield in the UK for 23 years, 19 of those as a full-tenured member of academic staff.  Miguel’s research interests are centred on information systems and information management, specifically on areas such as information systems modelling, design and development; database design and development; project management; risk management; and information systems change management.  Miguel has also an historical interest in e-learning, particularly in social constructivist approaches to curriculum and course design, instructional systems design; and web based learning environments for active and distance learning.  He has published more than 200 refereed articles in both academic journals and conferences; published a book on action research for e-learning and served as chair for a number of International conferences.  Miguel has also participated in several EU, UK and lately Chinese funded projects.  Finally, Miguel is also currently a High-End Expert at the Renmin University of China in Beijing with a National Fellowship awarded by the Chinese State Administration of Foreign Experts Affairs (SAFEA).

Hui Chen, Renmin University of China, China

Dr. Hui Chen is a post-doctor at School of Information Resources Management, Renmin University of China (RUC). She holds a PhD in Knowledge Management from Loughborough University (UK), a MSc in Information Management from University of Sheffield (UK) and a BSc in Information Management and Information Systems from Renmin University of China. Hui Chen has a growing portfolio of publications in International and Chinese journals and conferences and experience of research work in a number of research projects with Renmin University.  She has a good professional experience of working in the electronic records management and archives software sub-sector of the SW Industry in Beijing, where she provided requirement analysis, consultancy and information service development. Her main research interests are: Tacit Knowledge Associated to Experience, Knowledge Sharing, Knowledge Management, Archive Management and Records Management.

Bin Zhang, Renmin University of China, China

Dr. Bin Zhang, is professor and dean of School of Information Resources Management of Renmin University of China. He is deput director of the Basic Theory of Archival Science Committee of Chinese Society of Archival Science , secretary of Steering Committee  of Archival Science Higher Education of the Ministry of Education. His main research interests include enterprise-oriented records and archives management, knowledge management, information resources management and archival education, CIO institutionalization.

Alex Peng, University of Sheffield, United Kingdom

Dr. Guo Chao Alex Peng is a Lecturer (or Assistant Professor with Tenure) in Information Systems, and the Head of Information Systems Research Group, in the Information School at the University of Sheffield, UK. He holds a BSc in Information Management (1st Class Honours) and a PhD in Information Systems (IS), both from the University of Sheffield.  He has been the Principal Investigator (PI) or co-PI of 8 research grants funded by EPSRC, ESRC, industrial partners, and University of Sheffield.  Dr Peng has over 67 international publications in the field, including 17 high-quality journal articles (with 10 SSCI/SCI/EI papers), 2 book, 9 book chapters, 5 edited conference proceedings, and 28 full-refereed conference papers.  He is the co-founder and co-chair of the IADIS International Conference on Information Systems Post-Implementation and Change Management (ISPCM) since 2012, and the International Conference on Connected Smart Cities (CSC) since 2015.

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SESSION 7.8 STANDARDS PART 2

Date : Thursday 8 September 2016 15:05-16:35

Room : 317

P138 Records in Contexts (RiC): a standard for archival description developed by the ICA Experts Group on Archival Description

Available in languages CHI ENG FRA KOR

The standard has two parts: a conceptual model (RiC-CM) and an ontology (RiC-O).  In its work the EGAD is building on more than twenty years of successful standards development by the ICA, as well as national or project-based modeling work in the archival community alongside that of allied professional communities. The EGAD is also informed by established and emerging communication technologies, particularly semantic technologies that are more expressive than the more established markup and database technologies, and are increasingly used to interconnect description in disparate descriptive systems to provide integrated access to resources across cultural heritage domains. The four existing ICA standards (ISAD(G), ISAAR, ISDF, and ISDIAH) are intended to work in relation to one another to form a complete model for archival description. They were developed in succession over a twenty-year period, by different experts with new and emerging understandings of archival description, and against a backdrop of rapidly developing communication technologies that offered an expanding range of opportunities as well as the challenge of electronic records. It is thus no surprise that the standards are not consistent and complete in describing how they are to be used together.  It is within this context that the EGAD is developing RiC, reconciling and integrating the four existing standards, reorienting them to take advantage of developments in communication technologies, and recognizing that the challenge of describing and managing electronic records requires that archival description be more closely aligned with the management of records in their context of origin and use, while at the same time accommodating traditional archival materials and the existing predominant method of archival description, fonds-based multilevel description. RiC-CM will resemble the existing four standards, defining the major archival descriptive entities and their properties, and the interrelations among them. RiC-O will be expressed as a W3C OWL (Ontology Web Language), and will have as its primary focus enabling archival description to be expressed in semantic technologies. In this presentation, three members of the EGAD will provide background and an overview of both RiC-CM and RiC-O.

Daniel PITTI, Bill STOCKTING, Florence CLAVAUD

Daniel PITTI, University of Virginia, USA

Daniel Pitti is Chair of the ICA Expert Group on Archival Description (EGAD). Pitti is Associate Director of the Institute for Advanced Technology in the Humanities at the University of Virginia. From 1993-2010, Pitti served as the chief technical architect of Encoded Archival Description (EAD, a standard for encoding archival guides, and Encoded Archival Context-Corporate Bodies, Persons, and Families (EAC-CPF), a standard for encoding archival identity descriptions. He currently serves on the SAA Technical Subcommittee for Encoded Archival Standards. Pitti is project director of Social Networks and Archival Context (SNAC) Cooperative, a new international cooperative hosted by the U.S. National Archives and Records Administration. At IATH, Pitti collaborates with fellows and other faculty in humanities research projects that employ innovative research employing computational and network methods. Among the many humanities projects are the William Blake Archive; the Walt Whitman Archive; Leonardo's Treatise on Painting; Arapesh Grammar and Digital Language Archive; and Collective Biographies of Women.

Bill STOCKTING, United Kingdom

Bill Stockting is an acknowledged expert on archival processing, description, and its digital automation. At the UK National Archives, he was a member of the team that developed the first online catalogue system (PROCAT) and operationally managed the ground breaking Access to Archives (A2A) Programme. At the British Library, he led the development of the Integrated Archives and Manuscripts System (IAMS) which has provided single cataloguing and access environments for the Library's archive and manuscript collections for the first time. Bill was also responsible for the processing of all Special Collections at the Library. He is a former chair of the then Society of Archivists' Data Exchange Group and has trained fellow professionals in description standards, automation and access in the UK, Ireland and across Europe. Bill is a member of the Society of American Archivists' Technical Sub-committee on Encoded Archival Standards (EAS) and of the International Council on Archives' (ICA) Expert Group on Archival Description, which is developing a conceptual data model for the archives domain – Records in Context.

Florence CLAVAUD, Archives nationales, France

Archiviste-paléographe, conservateur en chef du patrimoine. Successivement responsable du service de reproduction des documents puis du service des nouvelles technologies aux Archives nationales (centre parisien) de 1990 à 2004, puis consultante (salariée d'une petite société privée) de 2004 à 2007, responsable pédagogique du Master 2 « Technologies numériques appliquées à l’histoire » et responsable de projets d’humanités numériques à l’École nationale des chartes de 2007 à 2013. Aujourd’hui responsable des référentiels documentaires (vocabulaires et référentiel des producteurs) aux Archives nationales. Également membre de l’équipe de recherche de l’École nationale des chartes, responsable de plusieurs projets numériques centrés sur l’édition critique numérique de textes. Membre de plusieurs groupes de travail nationaux et internationaux, en particulier membre du groupe d’experts EGAD du CIA sur la description archivistique (responsable de la réalisation de l’ontologie). Membre de l'Association des archivistes français, du Consortium TEI et de l’association francophone Humanistica.
Florence Clavaud is an archivist, chief curator, Authority records and vocabularies project leader at the Archives nationales de France (ANF) since 2013. She was in charge of Records Reproduction service then of Information Technologies service at the ANF (Parisian centre) from 1990 to 2004, then a consultant within a small private company from 2004 to 2007. From 2007 to 2013 she was the main lecturer and the person in charge of the second year of the master’s degree « history and new technologies » at the École nationale des chartes. Apart from her main function at the ANF, she is now a member of the research team of the École nationale des chartes (see http://www.enc-sorbonne.fr/fr/florence-clavaud), actively involved in several digital humanities projects including scholarly editions, responsible for their digital features (see for instance http://saint-denis.enc.sorbonne.fr and http://thalamus.huma-num.fr). She is a member of several national standardisation groups. She is also a member of SAA Technical Subcommittee on Encoded Archival Standards, and an executive member of ICA Expert Group on Archival Description (EGAD) of ICA, responsible of the ontology ; and a member of the TEI Consortium and of the Francophone Humanistica association.

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SESSION 7.9 MANAGING DIGITAL FORMATS

Date : Thursday 8 September 2016 15:05-16:35

Room : 327

Presentations: P139 / P140 / P141

P139 Ensuring the quality of electronic medical record in the digital age

Available in languages ENG KOR

As the usage of medical record is growing over time, the demand for ensuring the quality of medical record is also rising. The development in technology of electronic medical record [EMR] made it possible for the EMR to replace the traditional paper medical record, and the use of EMR system made significant advances in patient care.1,2 Although the EMR system greatly improved the quality of medical record, there are still challenges left for improvement. This paper looks into the challenges of ensuring the quality of electronic medical record and delves into the efforts made by the medical record professionals in trying to overcome such challenges.

Soo Kyung HUH

Soo Kyung HUH, Severance hospital, Republic of Korea

Monroe middle school graduate Sookmyung High school graduate Ewha Women's university public health major paper presenter of the 2012 year spring scientific conference of medical recorder congress meeting Publishing paper at "the journal of health information management institute" in 2012y." medical recorder's job performance by the availability of EMR system"Presenter of the 2014 year fall scientific conference of medical recorder congress meeting on "Mortality rate quality assessment tools"

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P140 Document preservation in the digital era

Available in languages ENG KOR

Documentation has been the most reliable method of keeping evidence when determining who is at fault in an argument. Problems arise, however, when paper documents contain aspects of substantial law (i.e., preservation obligation and the document retention period) while still having to conform to the rules of the court as dictated by procedural law. The environment and recording culture of documentation has changed with the times. Today, most people create documents using a computer or simply send a message on a mobile device anytime, and anywhere rather than writing down information on paper or signing or sealing a document. Nowadays, this convenient and effective way of keeping records and its reliance on information communication technology is universal, and thus, such changes are fundamentally irreversible. That said, despite the reliance on information technology due to its convenience and efficient nature, in the event of a legal conflict, evidence submitted in this way is not reliable. As corrections, copying, and even deleting have now become so easy, it is difficult if not impossible to verify which changes, if any, have occurred in the submitted file. In this light, a more delicate system is required in order to track any changes which might have occurred from the creation of the documents to their submission to the court. Different from paper records which can simply be preserved, technology which can figure out the type and location of a record and gain access to the record is required when using a computerized preservation method. Therefore, the control of a technical manager and the function of the automated system is required. In other words, the central point has been shifted from the document itself to the process of preserving the document.

Hyukshim KWEON

Hyukshim KWEON, The Association of Korean Civil Judgment Enforcement Law, Republic of Korea

고려대학교 박사학위(2014), NIPA 자문위원(2014 2,3분기), 가천대학교 시간강사.

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P141 The Plan of Records Management for Electronic Laboratory Notebook

Available in languages ENG KOR

With laboratory notebook with the purpose of keeping a record of scientific research evolving along with new IT developments and the strive for a new culture for recording among researchers, now is an ideal time to consider changes for the management system of such records.   In the case of written laboratory notebook, the management procedure of records including the transfer, preservation, appraisal and disposal of written laboratory notebook is in accordance with the creation, management and retention period of laboratory notebook as suggested by the ‘National R&D Projects Laboratory Research Notebooks Management Guidelines’. Additionally, the digitalization of written laboratory notebook includes the procedures of arrangement, registration of index lists of items, digitalization of images, and database building of written laboratory notebook, following the ‘Guideline for Building Database of Records’.   It should then be considered how records management should be undertaken so that there is minimal disagreement between both site researchers and records managers   Firstly, electronic laboratory notebook were implemented as part of the electronic innovation journal pilot project led by the Korea Institute of Patent Information in 2009, 4 institutes including KAIST were designated as pilot supply institutes, but the overall performance was quite poor. Hence, KAIST and many other research institutes are considering the establishment of an optimized electronic laboratory notebook system. In particular, the security standards of electronic laboratory notebook should be an important concern, considering backup methods, the prevention of information leakage, authorization and forgery and alteration prevention from various aspects. The creation time, authentication, certification and convenience of retrieval should be also considered.   Electronic laboratory notebook belongs to the category of electronic records, in accordance with the definition of electronic records in terms of records management. Hence, the system should be constructed so that it complies with the four properties of records ‘authenticity, reliability, integrity, and availability’.

Kyungchan LEE

Kyungchan LEE, KAIST, Republic of Korea

Received the Exemplary Award in Commemoration of KAIST’s 36th Anniversary in 2007 · KAIST  “기록관리 업무  및 제도 개선 우수기관 장관상(행정안전부장관상)” 수상에 기여(2010) Contribution  towards KAIST in receiving  the Award for Outstanding  Institutions  for Improvement in  Records Management Tasks and  Systems(Minister of Public Administration and Security Award) in 2010 · 한국대학기록관협의회 홍보분과장(2009~현재) Head of Public Relation of  Korea University Record Center Conference(2009 ~ Present) · 국가기록원 대학 기록관리협의회 위촉(2011  ~ Present) Appointed to the University Records Management  Conference of National Archives of Korea(2011 ~ Present) · 대우정보시스템 그룹웨어 및 지식관리시스템 SW 개발(1996~2000.1) Software Development of Groupware and Knowledge Management System in Daewoo Information Systmems(1996~2000.01)  · KAIST 학사정보시스템 개발/운영(2000.2~2005) Development and Operation of the KAIST Academic Information System(2002.02~2005) ·  KAIST 기록관 근무(2006 ~ 현재) Working in the KAIST Record Center(2006 ~ Present)      1) 시스템 구축 및 운영 : 전자연구노트시스템, 기록관리시스템, 기록포탈, 사료관리시스템, 전자문서시스템 등    Construction  and Operating Systems : Electronic Laboratory Notebook System, Record Management System, Archives Portal, Archives Management System, Electronic Document System etc.  2) 우수 사례 발표 : 국가기록원, 한국대학기록관협의회, 전국대학IT관리협의회, 대전∙충남∙세종전산인협의회, 한국전문도서관협회 등 Exemplary Case Presentation : National Archives of Korea, Korea University Record Center Conference , National University IT Management Conference, Daejeon∙Chungnam∙Sejong Computer staff Conference etc.

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SESSION 8.4 MANAGING DIGITAL ARCHIVES & RECORDS PART 6

Date : Thursday 8 September 2016 17:00-18:30

Room : HALL E5

Presentations : P149 / P150  / P132

P149 E-Discovery for Information Management within the Dutch Government

Available in languages ENG

Accessibility and the re-use of information are recurring themes in the daily practice of information professionals and information managers. Government organizations are constantly asked to disclose their business information and business processes (e.g. information governance, parliamentary inquiries, requests under the Government Information Act). Because of the digitization of our society, we deal with information differently. This not only affects the way the Government communicates, exchanges and shares information, but also the way information is recorded. These changes have a great effect on Information Management within the Dutch government. The commission Elias concludes, in a recently published report of a parliamentary inquiry (2015), that: “…the government does not have its documentary information in order. The commission has received information regularly untimely, incomplete and in some cases even incorrect. Departments have their (digital) archives not in order, seem in some cases not to be concerned about the legal retention requirements and on some sensitive issues no documentation exists at all. " Part of the problem is the attempt to manage digital information in EDRMS systems according to the same principles that have been developed in the analog world. We create an increasing amount of digital information but we don’t adjust our methods to this growing volume and changing information reality. This also applies to certain types of information re-use. Within the Dutch Government there are still processes performed manually. Manual operations aren’t scalable and continue to operate in this way is not feasible for the long term. In addition business information is no longer stored in one system. The information is located in many different places, in many different systems and is exceeding the boundaries of an organization. The National Archives of the Netherlands recognizes its role in finding solutions in this changing environment.

Mette VAN ESSEN

Mette VAN ESSEN, The National Archives of the Netherlands, Netherlands

Mette van Essen studied Photography and Fine Arts at the Royal Academy of Arts at The Hague. In 2005, after working as a visual artist for two years, she started as coordinator of the Audiovisual Department at the Municipal Archive in Rotterdam. In the five years working there she specialized in Digital Preservation and helped develop the Digital Repository. From 2011 to now she is working as a Preservation Researcher at the National Archives of the Netherlands. She worked on digital preservation projects with several Government Departments, the Dutch Parlement and the Netherlands Institute of Sound and Vision. Now she worked on digital preservation projects with several government departments, the Dutch Parliament, and the Netherlands Institute of Sound and Vision. Now she is working on a research project on applying E-Discovery techniques within government practice.

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P150 Mediated Access to Electronic Records: Promoting Access While Respecting Sensitivities

Available in languages ENG

In recent years, there has been considerable progress in the development of policies, procedures and methods for archival acquisition of electronic records. There has been much less progress on provision of access to born-digital records that both enables meaningful use and enforces appropriate restrictions on access. As stated in the ICA Strategic Direction 2008-2018, archivists strive not only for “the permanent preservation of archives as the documented memory of nations and societies” but also “the widest possible public access to that memory.” At the same time, there are many forms of information within archival collections that must be redacted, filtered or closed either indefinitely or for limited periods of time, in order to protect the interests of individuals and organizations that are represented in the records. Review for sensitivity and enforcement of restrictions can be laborious and error-prone. A related issue in the ICA Strategic Direction is the “enormous quantities of documents and records created in electronic form.” Software can help archivists to address these interrelated issues of sensitivity, access and volume.   There are a variety of ways to provide end-user access to born-digital records that can help to - as stated in the ICA 2016 themes - “balance and address the increasingly serious threat to information security in cyberspace against the increasingly high demand for access to information online.” The different options require varying levels of commitment of staff resources (human processing) or technical resources (computer processing), as well as enabling varying levels and types of access. For example, end users can mount copies of disks within emulated environments; they can navigate through the folders and files using a web browser; or they can search and explore the contents of the individual files. Access can be on a dedicated computer in a reading room or remotely from any location over the Internet.

Christopher LEE

Christopher LEE, University of North Carolina, USA

Christopher (Cal) Lee is Associate Professor at the School of Information and Library Science at the University of North Carolina, Chapel Hill. He teaches archival administration; records management; digital curation; understanding information technology for managing digital collections; and digital forensics. He is a lead organizer and instructor for the DigCCurr Professional Institute, and he teaches professional workshops on the application of digital forensics methods and principles.  Cal’s primary area of research is curation of digital collections. He is particularly interested in the professionalization of this work and the diffusion of existing tools and methods into professional practice. Cal developed “A Framework for Contextual Information in Digital Collections,” and edited and provided several chapters to I, Digital: Personal Collections in the Digital Era published by the Society of American Archivists. Cal is Principal Investigator of BitCurator Access and was Principal Investigator of BitCurator; both projects have developed and disseminated open-source digital forensics tools for use by archivists and librarians. He was also Principal Investigator of the Digital Acquisition Learning Laboratory (DALL) project and is Senior Personnel on the DataNet Federation Consortium funded by the National Science Foundation. Cal has served as Co-PI on several projects focused on digital curation education: Preserving Access to Our Digital Future: Building an International Digital Curation Curriculum (DigCCurr), DigCCurr II: Extending an International Digital Curation Curriculum to Doctoral Students and Practitioners; Educating Stewards of Public Information for the 21st Century (ESOPI-21), Educating Stewards of the Public Information Infrastructure (ESOPI2), and Closing the Digital Curation Gap (CDCG).

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P132 Big Data: digital developments in the audiovisual sector

Available in languages FRE

La prolifération de l'information s'intensifie  de jour en jour grâce aux nouvelles technologies  de l’information, on parle du BIG DATA. Par conséquent, ce flux important  des archives  numériques  doit  être soumis à des procédures de sécurité  et doit aussi garantir leur  authenticité, accessibilité  et leur intégrité. Les technologies numériques  ont franchi  un pas majeur  par le biais  du web  par la production de trois critères  importants  le volume, la  variété et la vélocité ; ce qui engendre le  BIG DATA. On parle d'une grande quantité de données à stocker, à traiter et à protéger tout au long de leur cycle de vie,  et une bonne gestion des documents numériques par l’usage de MOREq 2 et OAIS afin de.   -       Permettre un accès rapide et pertinent à l’information demandée. -       Eviter la redondance et l’incohérence des données traitées, -       Garantir l’authenticité et la traçabilité des données. (iso 15489) -       Assurer une conservation pérenne des archives  numériques. -       La préservation de tous accès  non sécurisé à l’information (iso 27001).  Vu la  Variété  des types de données qu’il va falloir sécuriser. Il peut s’agir de documents, sous des formats textes, audio, vidéos qui proviennent de sources aussi diverses que le gouvernement, des bases Open Data. Ces  archives numériques  doivent êtres gérés une multitude d’outils de gestion des données : -       La facilité de la recherche, du catalogage, de l’accès à l’information et de la classification :l’emploi des métadonnées (iso 23008).   • Vélocité : les données vont être  traitées à la volée pour fournir des  résultats « instantanés », et doivent  donc être protégées en temps réel.  

Sami MEDDEB

Sami MEDDEB, elgazala technopark, Tunisia

Références Bibliographiques   Doug  Laney : 3 data management  :  février  2001 , 4 pages http://blogs.gartner.com/doug-laney/files/2012/01/ad949-3D-Data-Manageme... 1- Marie-Pierre Hamel et David Marguerit, analyse de big data  quels usages, quels défi ,note d analyse n 8 : novembre 2013, 12 pages     http://www.strategie.gouv.fr/sites/strategie.gouv.fr/files/archives/2013... 2- Marie Anne Chabin ,infobésité et bigdata vol,51, n 4 :2014, 1 pages       http://www.cairn.info/revue-documentaliste-sciences-de-l-information-201... Chadi Hantouche  , Big Data et sécurité : protéger sans freiner : septembre 2014, 4 pages https://www.solucom.fr/wp-content/uploads/2014/10/Solucom_Focus-Big-Data... Florence Bonnet et Pascal Alix :Au-delà du casse-tête juridique des données personnelles, les enjeux éthiques du Big Data : MARDI 28 AVRIL 2015 , article  web http://www.village-justice.com/articles/dela-casse-tete-juridique-des,19... Chadi Hantouche  ,Cloud, Big Data et sécurité : 5 novembre 2013,23 pages   http://www.cnis-mag.com/wp-content/uploads/2014/06/Solucom-Cloud-Big-Dat... Vincent Tréguier, (2014). « Mondes de données et imaginaires: vers un monde cybernétique »   53 pages http://dumas.ccsd.cnrs.fr/dumas-01086598/document             Références Bibliographiques   Doug  Laney : 3 data management  :  février  2001 , 4 pages http://blogs.gartner.com/doug-laney/files/2012/01/ad949-3D-Data-Manageme... 1- Marie-Pierre Hamel et David Marguerit, analyse de big data  quels usages, quels défi ,note d analyse n 8 : novembre 2013, 12 pages     http://www.strategie.gouv.fr/sites/strategie.gouv.fr/files/archives/2013... 2- Marie Anne Chabin ,infobésité et bigdata vol,51, n 4 :2014, 1 pages       http://www.cairn.info/revue-documentaliste-sciences-de-l-information-201... Chadi Hantouche  , Big Data et sécurité : protéger sans freiner : septembre 2014, 4 pages https://www.solucom.fr/wp-content/uploads/2014/10/Solucom_Focus-Big-Data... Florence Bonnet et Pascal Alix :Au-delà du casse-tête juridique des données personnelles, les enjeux éthiques du Big Data : MARDI 28 AVRIL 2015 , article  web http://www.village-justice.com/articles/dela-casse-tete-juridique-des,19... Chadi Hantouche  ,Cloud, Big Data et sécurité : 5 novembre 2013,23 pages   http://www.cnis-mag.com/wp-content/uploads/2014/06/Solucom-Cloud-Big-Dat... Vincent Tréguier, (2014). « Mondes de données et imaginaires: vers un monde cybernétique »   53 pages http://dumas.ccsd.cnrs.fr/dumas-01086598/document  

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SESSION 8.8 MANAGING DIGITAL ARCHIVES & RECORDS PART 5

Date : Thursday 8 September 2016 17:00-18:30

Room : 317

Presentations : P158 / P160

P158 Digital transition, human transition: the ADAMANT project

Available in languages CHI ENG FRA KOR

Au premier abord, l’archivage numérique est souvent vu comme une question technique. Dès lors qu’il s’agit de faire vivre un système au quotidien, un paramètre devient cependant incontournable : l’humain. La mise en place d’une plate-forme ne peut être décorrélée d’une réflexion sur les méthodes de travail, l’organisation opérationnelle des équipes, ou sur les services qu’une institution veut fournir à ses usagers. Elle ne peut pas non plus faire abstraction de l’évolution des pratiques des utilisateurs des archives, dans toute leur diversité. C’est en s’appuyant sur ces réflexions qu’est construit en France le projet ADAMANT (Administration Des Archives et de leurs métadonnées aux Archives nationales dans le Temps) : il est conçu comme un projet de transition numérique, c’est-à-dire une adaptation de l’ensemble d’une chaîne d’archivage – partant des services versants et aboutissant à l’accès par le citoyen et l’administration – aux évolutions des formes et des usages de l’information archivée. Les Archives nationales et leurs partenaires opérationnels sont au cœur de cette transformation, qui impacte les archives de plusieurs centaines de services producteurs d’importance nationale. Le projet ADAMANT a fait le choix de responsabiliser les acteurs dans la construction de leur devenir commun. L’exposé sera l’occasion de présenter la stratégie retenue et d’évoquer les principes de sa mise en œuvre, quelques mois après le lancement officiel du projet.

Thomas VAN DE WALLE

Thomas VAN DE WALLE, Archives nationales de France, France

Archiviste paléographe et conservateur du patrimoine, Thomas VAN DE WALLE est un archiviste français. Il a commencé sa carrière dans un service local d'archives en tant que sous-directeur des Archives départementales de Seine-et-Marne. Il y a notamment géré plusieurs projets concernant l'informatique appliqué aux archives (gestion du partenariat concernant le logiciel GAIA, numérisations, projet de système d'archivage électronique...). En 2012, il est devenu chef du Département de l'archivage électronique et des archives audiovisuelles aux Archives nationales de France. Depuis 2015, il assume la mission de directeur du projet ADAMANT, qui consiste à adapter les Archives nationales aux enjeux du développement des archives nativement numériques.

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P160 Development and Implementation of key technology to Mobile Archives based on social service

Available in languages CHI ENG FRA KOR

移 动应用已成为现代社会人们获取信息服务的重要媒介。中国已有一些档案馆探索开展基于移动技术如短信、APP或微信平台的档案信息服务,但普遍存在着栏目繁 琐、内容单一、更新慢、互动难的问题,以致受众面狭窄,社会影响小。鉴于此,国家档案局组织山东、浙江等地的专家组成团队,就如何利用信息技术手段和科学 的管理措施,使移动档案馆充分满足社会移动应用的新需求,为公众提供快速、便捷服务的新途径开展研究。本文简要介绍了课题组取得的主要成果。 课题基于当代移动信息服务主要形式和关键技术,梳理了各级档案馆开展移动应用社会服务的功能需求,制订了移动档案馆社会服务的建设规范,开发了适用的移动 档案APP和档案微信平台等示范应用平台,并选择若干省、市档案馆部署试点使用并完善,形成了移动档案馆社会服务建设的应用样板。 课题研究成果形成的相关业务要求为各级档案馆开展移动档案馆社会服务提供了建设指南与应用工作规范,研制的移动服务应用平台为各级档案馆实施移动档案馆社 会服务提供了一项成熟产品,试点档案馆的应用实践与公众反响效益等工作经验为各级档案馆提供了实践案例的参考借鉴。

Lihua HUANG, Xi WANG, Hua SONG

Lihua Huang, Department of Technology of the State Archives Administration of China, China

Mrs. Huang Lihua is now the Deputy Director of the Department of Technology of the State Archives Administration of China. Since 1991, her work focused on archival scientific research and management. She has participated and lead many projects. With her paper, Risk Management in Digitizing Archives by Outsourcing Services, she was invited to attend the ICA annual meeting in Iceland in 2015.

Xi Wang, Institute of Scientific and Technological Research on Archives of the State Archives Administration, China

not provided

Hua Song, Zhejiang Provincial Archives of China, China

not provided

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SESSION 8.9 STANDARDS PART 3

Date : Thursday 8 September 2016 17:00-18:30

Room : 327

Presentations : P161 / P162

P161 Expansion of Records Management Profession and Development of MSR Certification Scheme

Available in languages ENG KOR

Every records professionals and archivists know that records management helps to corporate information governance, compliance to legal and ethical obligations to information disclosure and transparency of decision-making process. These are key factors necessary to be a successful and sustainable organization in government and in business. But regretfully the management and the general public are less aware that records management profession has such roles and functions despite our long efforts. To reduce this perception gap, we need measures to make them regard records management is not only a matter of records professionals but also management and employees. Now we have a tool that is ISO 30301:2011 standard which is intended to be used by top management and all employees different from the ISO 15489-1 standard which is for records professionals.ISO 30301:2011 management system for records (MSR) standard was developed not only to manage records and archive well but to support an organizational success (in the achievement of its mandate, mission, strategy and goals) with the use of management and all employees.This standard has been developed to be compatible with and complementary to other management system standards (MSSs) developed by ISO, such as ISO 9001 (quality management), ISO 14001 (environmental management), and ISO/IEC 27001 (information security management). Like other MSS standards, this standard is also applicable to any organization that wishes to demonstrate conformity with this standard by seeking certification of its MSR by an external party. If ISO 30301 Certification is widely spread, it will contribute to change awareness of people and to expand records management profession like ISO 9001 has become ISO’s best known standard and made quality management popular in global business with ISO 9001 certification.For this, a national scheme to issue ISO 30301 certificate should be established by ISO member countries (most of them are ICA member too) in accordance with ISO standards related to certification process.

Song-Ahm CHO, Sung-Hun JUNG, Young-Pyo HONG

Song-Ahm CHO, Korea Records Information Management forum, Republic of Korea

He is a CEO of DIMS Co. Ltd. which is a leading Korean records management service firm. Many companies affiliated to top class Korean Groups such as Samsung, LG, Hyundai and POSCO. are customers of DIMS. For over 20 years, Song-Ahm Cho has established document and records management system including classification scheme, metadata, retention schedule, access rules and processes for customers before installing EDRMS and for major national infra construction projects such as nuclear power plants, international airport, and high speed railway as an expert on documents, records, and quality management system. He is actively participated in social activities as a member of nation records management council, a director of Korean society of archive & records management, and Chairman of Korean ISO TC 46/ SC 11 records management mirror committee. And he participated as a drafter in developing the ISO 30301:2011 Management System for Records standards.

Sung-Hun JUNG, BV Korea, Republic of Korea

With a background of Engineering, Sunghun began his career working with Hyundai Electronics(Current, Hynix) in Korea and has skilled Management system operation capability in quality and environmental.With the lessons learned from his early career, Sunghun changed his job to certification body, SGS, BSI and Bureau Veritas, and has delivered a plenty of assessment and training in many industries. In 2000, Sunghun started introduction of BS 7799 in Korea market,  launched ISMS auditor course and became the first auditor in Asia. After that he has continually launched ISO based new standard, namely ISO 20000 ITSM, ISO22301 BCM and etc. Recently he design and developed ISO 30301 Record management system auditor course and delivered 2 times, it may be the world first course.  With work experience for long time, Sunghun has focused on variety Management systems and their well-set at client’s sites.

Young-Pyo Hong, Korea Records Information Management forum, Republic of Korea
With a background of Engineering, Young-Pyo began his career working with Samsung Heavy Industries and Korea Power Engineering Company in Korea and has skilled Quality Control and Quality  Assurance  System operation. With the lessons learned from his early career, Young-Pyo changed his job to ISO certification body  BSI Group Korea, and has delivered a plenty of QEHS assessment and training in many industries. Recently he joined Korea Records Information Management Forum(KRIM) ,the agency under the government,  to promote ISO 30301 Record management system in Korea. He participated  the ISO 30301 training course  and certified  the ISO 30301 Lead Assessor. And he also works  as a ISO/ TC 46 WC11 (Archives/Records Management) member in Korea.

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P162 Direction of improvements of the public records management system for the application of MSR (Management Systems for Records)

Available in languages ENG KOR

The modern record management of the Republic of Korea has started to be developed by enactment of the Public Records Management Act of 1999, which mainly focused on the public institutions. The Records Management Act provides directions and related policies for overall public records management, so the contents of the Act must be compatible with the related international standards and records management systems. Record management law of the Republic of Korea is based on the contents of ISO 15489. ISO 15489 is a standard for the record management practice, and can be seen as the standard mostly for the record management professionals. MSR (Management System for the Records) was born as a complementary concept for this standard.   MSR is a methodology to support decision making and management resources to achieve the goal of the organizations. By adding the area of business administration to that of the record management covered in the current laws and standards, it assures the accountability, risk management and business continuity by producing and managing the records well.   This study examined what must be prepared for implementing MSR in the public institutions. The study focused on first, whether there are any discrepant parts between the standards and laws, to find out the parts needs complementation such as the revision of the laws, second, which parts must the organizations themselves must prepare for MSR, and third, which part can be supplemented by utilizing the evaluation system of public institutions’ management evaluation system and records management evaluation system. Revision of the Public Record Management Act for the matters, which are not reflected in the laws among the requirements of MSR standard, is required. This study analyzed all the contents demanded by ISO 30301 requirements, mainly focused on Public Record Management Act, by investigating and analyzing the laws and statutes related to the required items of the ISO 30301.

Dongkyun KANG, Haeyoung RIEH

Dongkyun KANG, MyongJi Univ, Republic of Korea

명지대학교 기록정보대학원 학생

Haeyoung RIEH, MyongJi Univ, Republic of Korea

not provided

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SESSION 8.10 MANAGING DIGITAL ARCHIVES & RECORDS PART 4

Date : Thursday 8 September 2016 17:00-18:30

Room : 318

Presentations : P164 / P165

 P164 Evolving strategies in managing paper and digital records in Public and Private Archives: A study of the Archival Practices and Collaborations in India

Available in languages ENG

India, being the largest democracy in the world produces a huge number of records both in paper and electronic form. These are in the custody of archival institutions run by Public organisations and Private houses. The archival practices in India has evolved from the ancient times, which is reflected by the preservation of centuries old palm leaf manuscripts and birch barks kept with many custodian institutions and individuals. India under the British rule has witnessed the birth of structured office administration as well as a system of records keeping. The tradition of records keeping introduced by the colonial rulers was continued in the post independent period with renewed impetus and advancement in technologies in sync with the international practices. The National Archives of India (NAI), being the central archives of the Central Government in India has played a pivotal role in introducing scientific principles of records keeping. NAI was instrumental in cooperation and collaboration in the development of Archival institutions in India in India and across the national boundaries. It evolved training modules that went on grooming the next generation professionals in the field of archives in India, South and African countries, which aimed at transformation archival institutions and crating harmony in archival cultures. The present paper, while narrating the diverse archival practice in India followed by different archival institutions viz. NAI, State Archives in Maharastra, Odisha, Delhi, Records Centres of NAI at Bhubaneswar, Jaipur, Pindichery, Tata Steel Archives, Reserve Bank of India Archives, State Bank of India Archives, Godrej Archives,Tata Central Archives etc, seeks to answer the following questions? What Legacy India inherited from the colonial rulers in managing paper records? What are the challenges faced by post independent archival institutions like NAI, State Government Archives, Corporate and Banking Archives?

Rajib SAHOO

Rajib SAHOO, Reserve Bank of India Archives, India

Dr. Rajib L Sahoo has been head of the Archives Department (Chief Archivist / Deputy General Manager) of the Reserve Bank of India, which is the Central Bank of the country since June 2012. Prior to that he was working as Archivist in RBI Archives (May 2003-May 2012) and Assistant Archivist in the National Archives of India (May 1992 to April 2003. His educational qualification includes Master Degree in History of Modern India, Doctorate Degree from Jawaharlal Nehru University, New Delhi in Economic History, Diploma in Archival Studies from National Archives of India, Government of India, New Delhi. During his 23 years service as Archives Professional he had widely visited Government, Corporate and Private Archives in India, Brussels, Hague, Paris, Tokyo, Kuala Lumpur, Geneva, Basel, Berlin. He has published about 16 research papers and two books, attended ICA Congress at Brisbane (2012), European Conference on Digital Archiving at Geneva (2010), World Economic History Congress at Utrecht (2009). 

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P165 Personal digital records archiving: practical and theoretical exploration from China

Available in languages ENG

Traditional Chinese archival theory was mainly based on governmental practice,whereas preservation of personal archives was neglected.Thoery on electronic archives was seldom involved with personal area,either.Under the topic of personal digital records archiving,many archival concepts,theories,principles and methods needed to be interpreted anew.This paper reviewed studies of Chinese scholars on the long-term preservation of personal digital records,including theoretical discussions,case studies,practical suggestions,etc. Then,based on a survey of archival institutions' websites and a small-scale interview survey,this paper offered a rough description of practices of Chinese archival institutions in terms of personal digital archives,among which the work on family archives of Shenyang municipal archives, the preservation of celebrities' archives of Hunan province,the personal cloud storage platform of Shanghai Jiaotong University archives,are some characteristic examples.Finally,this paper concluded the achievements and deficiencies of Chinese theoretical and practical exploration and provided some questions to answer and problems to solve.

Xinxin XU, Xincai WANG (co-author)

Xinxin XU, School of Information Management, Wuhan University, China

Xincai Wang, School of Information Management, Wuhan University, China

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Friday 9 September - Previous Day

SESSION 9.4 STANDARDS PART 4

Date : Friday 9 September 2016 09:50-11:20

Room : HALL E5

Presentations : P174 / P175 / P176

P174 International standardization: A major step for recordkeeping in the digital era

Available in languages ENG

Scanning (paper) records can be considered as one of the early stages of transition from traditional records management to electronic records management in the digital era. Obviously, to use advanced technologies in the field of access to information, it is necessary to convert important and required paper records that contains part of the information, in the form of an electronic file with searchable data and its index. For this purpose, it is necessary to define international standards for different parts of this process, while maintaining the integrity of documents, and preventing any damage to information, the result appear as a uniform, same format, available everywhere and in a word, following a standard work. In national archives and organizations that their work involves records management, it have been tried to develop and use some guidelines and standards for this work. But given the constant changes in technology, there are concerns that similar procedures are not used. This is a challenge, especially in developing countries. Taking advantage of work experience in the National Archives of Iran, we are involved in several works and projects in the field of scanning records at the organizational and national level. Considering the speed of using scanning methods within many organizations as one of the most effective strategies for managing records, we have decided to develop an international scanning standard for records in three parts of paper records, photographs and newspapers. This article provides a report on the necessity of developing an international standard for scanning records, processes of developing such a standard and the results obtained by now.

Gholamreza AZIZI, Zahra ZARGHAMI

Gholamreza Azizi, Archives research center/ National Library and archives of I.R Iran, Iran

Gholamreza Azizi is a Ph.D student of History. He has an M.A. degree on Ancient Culture and Languages and a B.A. degree on history. He has been working as an Archivist in the National Library and Archives of I.R. of Iran for 25 years in different organizational positions such as Deputy of Director of pre- archival unit, Director of archival service management, Director of Information and Communication department, Deputy of National Library and Archives of I.R., Head of National Archives of Iran. Now, he is one of the faculty members of this organization and he is also the director general of Archives Research Centre. He has written more than 13 and translated one and edited nine books. He has presented 15 articles in different national and international conferences and has published more than 35 articles. He has worked on developing more than 35 national standards on (paper and electronic) records management, microfilming and scanning records. He is the head of a working group for developing 3 international standards on scanning records. His research focus is on electronic records management, recordkeeping and preservation, scanning and metadata in the field if records management.

Zahra ZARGHAMI, Archives research center/National library and archives of I.R Iran, Iran

Zahra Zarghami has an M.A. degree on English language teaching as a foreign language. She has been working at the National Library and Archives of I.R of Iran for five years. During these years she been working as a researcher in this organization and has also practical experiences in the field of electronic records management. She has translated three and edited two books in the field of archival studies. She has 7 published articles and  she has worked on developing more than 20 national standards focusing on scanning and electronic records management. Now, she has working as a member of a working group for developing three international standard on scanning records. Her research focus is on electronic records management, recordkeeping in the digital format, scanning and metadata in the field of electronic records.

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P175 Recordkeeping in the digital Age: introducing the revised ISO 15489

Available in languages ENG

The International Standards Organisation committee ISO TC46/SC11 has, over the last 15 years, produced an impressive range of standards for recordkeeping and more specifically on managing records, metadata for records, risk assessment, functional requirements and more. The core standard on recordkeeping, ISO 15489 Records Management, originally published in 2001, has now been revised.  To date ISO 15489 has been referenced and used worldwide in the recordkeeping community and beyond. It has set a solid framework that provides a foundation to establish proper recordkeeping in organisations. However the world is changing rapidly into one where business activities, communication and sharing information are almost exclusively digital and online, a very different world from the time the standard was first issued. Distributed and remote working, data driven business and dynamic collaboration across organisational and jurisdictional boundaries require strategic approaches and flexible implementation. ISO 15489: 2016 is a key resource for practitioners identifying as archivists as well as for other recordkeepers who are grappling with these changes, with the standard offering a robust framework for the capture, management and use of records that applies regardless of organisational context.  This presentation will introduce the revised standard, explain what changes have been made and describe how the standard relates to other international standards on recordkeeping, existing and under development.

Cassie Findlay

Cassie Findlay, Recordkeeping Innovation, Australia

Cassie Findlay is currently a senior consultant with Recordkeeping Innovation. Previously she was the Project Manager, Digital Archives at State Records New South Wales where she led a team in setting up digital archives processes and infrastructure for the 'born digital' State archives of the New South Wales Government, and a member of State Records' Government Recordkeeping team.  Cassie wrote the chapter on digital recordkeeping in the third edition of the Australian Society of Archivists' (ASA) textbook Keeping Archives, and has won two Mander Jones Award from the ASA; for the best article of 2013 for her article 'People, records and power: What archives can learn from WikiLeaks' and, with the other founders of the recordkeeping and archives discussion forum the Recordkeeping Roundtable, for the publication making the greatest contribution to the profession in 2014, the special issue of Archives and Manuscripts on 'Reinventing Archival Methods: Continuing the Conversation'. She has served in committees and leadership roles with the International Council on Archives and the Australian Society of Archivists, and was the Project Lead for the development of the International Standard on Records Management, ISO 15489: 2016.

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P176 Less is more: the National Archives of Australia’s practical implementation of ISO 16175 Part 3

Available in languages ENG

Shortly after its publication in 2011, the National Archives of Australia endorsed the use of ISO 16175: Principles and Functional Requirements for Records in Electronic Office Environment for Australian Commonwealth Government agencies. However, feedback received over time indicated that assessment against Part 3 of the standard was resource-intensive and inconsistent across government. In 2015, the National Archives of Australia embarked on a project, in collaboration with a number of Commonwealth government agencies, to develop a practical, consistent approach for assessment of records management functionality in business systems drawing on the foundations of Part 3 of ISO 16175. With the aim of creating ‘more with less’, the Business Systems Assessment Framework was launched in early 2016. The Business Systems Assessment Framework - a key product of the National Archives of Australia’s Digital Continuity 2020 Policy - provides a streamlined, risk based approach to the assessment of records management functionality in business systems. The Framework recognises that not all information is of equal value and has been developed so that business systems which manage high risk and or high value information undergo a more rigorous assessment than systems that manage low risk records. The Framework also plays a crucial role in building a strong foundation for information governance in agencies by helping them to identify what their key information assets are, where they are located, how they integrate with other systems and how they will be are managed over time. This presentation will discuss the evolution of the Business Systems Assessment Framework from the foundations of ISO 16175. It will also provide an overview of the Framework and the role it plays in supporting the key principles of the National Archives of Australia’s Digital Continuity 2020 initiatives. And last but not least, it will highlight the value of the Framework in developing a strong foundation for information governance in Australian Commonwealth Government agencies.

Lauren BANKS

Lauren BANKS, National Archives of Australia, Australia

Lauren Banks is an Assistant Director in the Information Policy and Systems Branch at the National Archives of Australia. Lauren works as part of the Policy and Digital Strategy team which provides support for Australian Commonwealth government agencies by monitoring current and future issues and trends in information management, implementing strategic initiatives, and developing standards, policies and advice. Prior to joining the National Archives, Lauren held positions in information services and library administration within both the Australian Government and the public library sector. Lauren holds a Master of Library and Information Management, a Bachelor of Business and a Graduate Certificate in Information Services (Records & Archives).