Archiving policies at the ERPANET Seminar Fontainebleau Jan 29-30, 2003 [email protected].

Archiving policies at the

ERPANET Seminar Fontainebleau Jan 29-30, 2003

[email protected]

Archiving policies

1. Statute and operational tasks2. Framework for partnerships3. Archiving needs4. Experiences5. Future orientations6. References

Table of content

1. Statute and operational tasksOfficial editor for European institutions

and organs by Council decision

EuropeanInvestment Bank

EuropeanCommission

Court of Justice

Council ofMinisters

Committee ofthe Regions

Economic andSocial CommitteeEuropean Parliament

Decentralized Agencies

1. Statute and operational tasks

Operations: out-sourced production, dissemination archiving and commercialization of

Daily print of 3 Official Journals (series C (+CE), L, and S on CD-Rom)700.000 pages of paper publications, CD-Roms, Web-sites and legal documentsin 11 languages, soon 20Active participation in working groups on printing and publication technologies

2. Framework for partnerships

Partners:

Authoringentities

Printinghouses

Shipmentand sales logistics

IT-contractorsand services

2. Framework for partnerships

Rules of functioning:

– Council regulations for mandatory publications (OJ)– Public calls for tenders (EU wide)– 3 to 5 year term contracts (renewable)– Service level agreements (institutions)– Guidelines and decisions from board of directors

3. Archiving needs

What has to be archived and how long?

Legal documents: unlimitedOfficial Journals: unlimited, as from 1952Case law: unlimitedPaper series and as long as monographies: clients requestInternal paper files: rules under work Web-content: volatile, rules under work

These preservation rules apply to both paperand electronic documents

Implementation Large public interest in archives (lawyers, administrations, students, SMEs) Image standards allow global use - TIFF G4 and PDF for Official Journals - PDF for all non-mandatory publicationsExportation and conversion enabled by use of high-level data standards (FORMEX, SGML based grammar for logical document markup, RTF)Partial data extraction possible (notices in USMARC) for librariesOptional XML/XSLT formats with new toolsHigh resource allocation to meta-data generation

3. Archiving needs

Implementation - Logical collections

Name Content Formats Owner

EUDOR OJs, DOC-COM, TIFF, PDF, XML, OPOCE(Master base) other publications MPEG, ....

CELEX Legislation, second. docs HTML Council/OPOCE

EUR-LEX OJs last 45 days TIFF, PDF, HTML OPOCE

TED Recent calls for tender Database (XML) OPOCE

Historical Secondary index of Database + Commissionarchives paper files phys. archive

ADONIS Current paper files PDF + index Commission

LEGISWRITE Official documents RTF Commission,in preparation PE, Council

Implementation - Example of SGML stream

<ACT LEG.VAL="REG" LG="EN"><REF.DTD VERSION="3.0.2/Final"DATE="19991109">ACT</REF.DTD><OJ.PUB><COLL.OJ>L</COLL.OJ><NO.OJ>22</NO.OJ><YEAR.OJ>2003</YEAR.OJ><LG.OJ>EN</LG.OJ><NO.SEQ>002</NO.SEQ><PAGE.FIRST>3</PAGE.FIRST><SEQ.PAGE>1</SEQ.PAGE></OJ.PUB><TI.DOC><FT TYPE="UC">Commission Regulation</FT> (EC) No128/2003of 24 January 2003concerning the opening of tariff quotasapplicable to the importation into the European Community of certain processedagricultural products originating in Switzerland and inLiechtenstein</TI.DOC><PREAMBLE><INT.PR>&dba002aen;</INT.PR><GR.VISA><VISA NO.SEQ="001">Having regard to the Treaty establishing theEuropean Community,</VISA><VISA NO.SEQ="002">Having regard to CouncilRegulation (EC) No 3448/93 of 6 December 1993 laying down the trade arrangementsapplicable to certain goods resulting from the processing of agriculturalproducts<NOTE TYPE="NUM"><FT TYPE="REFOJ">OJ L 318, 20.12.1993, p.18</FT>.</NOTE>, as last amended by Regulation (EC) No 2580/2000<NOTETYPE="NUM"><FT TYPE="REFOJ">OJ L 298, 25.11.2000, p. 5</FT>.</NOTE>,and in particular Article 7(2)

...... and the corresponding page in PDF

..... see ADOBE Acrobat Reader.....

What has worked well:Commitment to application-neutral data format supports open architectureSeparation of content, grammar rules and presentation has proven its worthinessUsage of XML in transmission protocols very handyOutsourcing of contracts made archive conversion easyStability over 3 to 5 years offers a reasonable cost/revenue ratioMeta-data generation enhances value of data collectionsIn-house training allows personnel to update knowledge

4. Experiences

(

What has worked less well:

Access speed to and transfer capacity from master archive have to be improved (cash technology)Current image tools fail on legal authentification, digital signature is needed urgentlyFast changing generations of Web tools (HTML, XML) generate high costs in developmentRising number of EU languages does not allow complete update of backlogArchiving selection criteria are very complex to define

4. Experiences

(

More investments in user friendly Web-services and meta-data generation (EU-Bookshop)More transparent interinstitutional data collectionsBetter user guidanceCost reduction by centralizing scanning and indexing operationsEnforcing central production toolsInvestment in e-Commerce

5. Future priorities

European institutions: europa.eu.intOffice for Publications: publications.eu.intCELEX: europa.eu.int/celexEUR-LEX: europa.eu.int/eur-lexTED (Tender Electronic ted.publications.eu.int Daily)Historical archives:

europa.eu.int/historical_archives/index_en.htmEU-Bookshop: planned second half of 2003

6. References

Some useful links for EU-Surfers:

Archiving policies at the ERPANET Seminar Fontainebleau Jan 29-30, 2003 [email protected].

Documents

Transcript of Archiving policies at the ERPANET Seminar Fontainebleau Jan 29-30, 2003 [email protected].