Digitisation of Parliamentary Information and Archives

Comments on the questionnaire and conclusions – digital sustainability for democracy

by

Véronique Laureys, Lut Aerts, Reinder van der Heide

We’re not alone!

Digitizing, but how ?

Questionnaire...another parliamentary inquiry...

• Why ask these questions?• Set-up• Method• Response

Any trends to discover?

1. What is the relative proportion of paper to e-documents ?

Answer: 35 of 53 Parliaments

• 75%-25% 21

• 50%-50% 10

• 25%-75% 4

0

5

10

15

20

25

number

pap/dig=3/1pap/dig=2/2pap/dig=1/3

2. By what percentage do paper and e-documents overlap ?

• 25% 8

• 50% 9

• 75% 9

• 100% 97.4

7.6

7.8

8

8.2

8.4

8.6

8.8

9

25%

50%

75%

100%

3. By what percentage do you supervise the entire life cycle of

the e-documents ?

• 25% 17

• 50% 8

• 75% 4

• 100% 5

0

2

4

6

8

10

12

14

16

18

number

25%50%75%100%

• Non-management of electronic records is a time-consuming way of deletion’.

(E. Vierhuis, Universiteit Wageningen)

Toebak DM+A GmbH ©2002

Aufbe-wahren

0 years 5 years 10 years 20 years

in tray, creation

in tray, creation

storage

data graveyardNo life-cycle based control ofe-records

Toebak DM+A GmbH ©2002

Aufbe-wahren

0 years 5 years 10 years 20 years

dispo-sal

dis-po-sal

in tray,creation

In tray, creation

preser-vation

info concentration

Life-cycle based control ofe-records

4. Is there a policy for the management of e-documents ?

• Yes 13

• No 22

0

5

10

15

20

25

number

yesno

5. Have the work processes already been digitized by

workflow ?

• Yes 18

• No 17

0

2

4

6

8

10

12

14

16

18

number

yesno

6. Have any plans for long-term storage of e-documents been

launched ?

• Yes 20

• No 15

02468101214161820

number

yesno

7. If yes, is readability and long-term access guaranteed ?

• Yes 20

• No 15

02468101214161820

number

yesno

8. Have any projects with digital or e-signatures been launched ?

• Yes 6

• No 29

0

5

10

15

20

25

30

number

yesno

“OUR OFFICIAL CULTURE IS STRIVING TO FORCE THE NEW MEDIA TO DO THE WORK OF THE OLD“.

Marshall McLuhan

Important topics

• Indexing of information (Metadata)

• Back-file conversion and migration issues

• Content management

• User access and information protection

• Long term availability and preservation

• Training

End(and a new beginning)

Véronique Laureys, Lut Aerts, Reinder van der Heide

See you next year!in

The HagueMay 22th-23th, 2003

pro memorie