Electronic records and archives management at the European Commission
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Transcript of Electronic records and archives management at the European Commission
IRISLink 2009 1 3 February 2009
EUROPEAN COMMISSIONSECRETARIAT-GENERAL
SG-B-5 Document Management Policy
Electronic records and archives management at
the European Commission
Peter Handley Head of Unit SG.B5
IRISLink 2009 2 3 February 2009
EUROPEAN COMMISSIONSECRETARIAT-GENERAL
SG-B-5 Document Management Policy
What is the European Commission’s electronic records and archives management policy?
The challenges: organisational change and staff acceptance
The challenges: the development of efficient, user friendly tools
Co-operation with other Institutions and Member States
IRISLink 2009 3 3 February 2009
EUROPEAN COMMISSIONSECRETARIAT-GENERAL
SG-B-5 Document Management Policy
The starting point (2000): a diverse and decentralised paper based records management culture
The objective: a modern, trustworthy, transparent and efficient electronic records and archives management
Contribution to risk management and business continuity
The means: new rules, a new organisational structure, new tools, ….
E-Domec: a Commission wide project that has consequences for the organisation and its staff at all levels
The European Commission’s electronic records and archives management policy
IRISLink 2009 4 3 February 2009
EUROPEAN COMMISSIONSECRETARIAT-GENERAL
SG-B-5 Document Management Policy
E-Domec
Registration
Production /
Reception
Filing
Preservation
Elimination /
Transfer to
Historical Archives
ARES (2008) 2438
ARES (2008) 2438
IRISLink 2009 5 3 February 2009
EUROPEAN COMMISSIONSECRETARIAT-GENERAL
SG-B-5 Document Management Policy
Assigning responsibility for records and archives management at different levels
Achieving a uniform application of the new rules across all Commission departments
Staff awareness and acceptance: Involving staff at all levels Explaining the rules and why we need them Training User friendly applications
Change in culture, working methods ……
CHALLENGES: organisational change & staff acceptance
IRISLink 2009 6 3 February 2009
EUROPEAN COMMISSIONSECRETARIAT-GENERAL
SG-B-5 Document Management Policy
Management of a large project in a multinational organisation
Reconciling the interests of different stakeholders
Meeting different expectations (records managers, IT specialists, management, users)
…..
IT application In-house development based on Documentum Modular approach Central database …..
CHALLENGES: the development of IT tools
IRISLink 2009 7 3 February 2009
EUROPEAN COMMISSIONSECRETARIAT-GENERAL
SG-B-5 Document Management Policy
Policy: monitoring and review
Progressive roll-out across the Commission of the new EDRMS between 2008 and 2010
Continued development: Preservation and historical archives
Integration with other applications Public register ….
STATE OF PLAY
IRISLink 2009 8 3 February 2009
EUROPEAN COMMISSIONSECRETARIAT-GENERAL
SG-B-5 Document Management Policy
Electronic signature
Document management and
Collaborative work
Other business processes (financial circuits, legislative procedures…)
Future orientations
IRISLink 2009 9 3 February 2009
EUROPEAN COMMISSIONSECRETARIAT-GENERAL
SG-B-5 Document Management Policy
Interinstitutional cooperation on archives
European Archives Group
European projects: legal database, an internet portal for archives in Europe, ..
DLM Forum and Moreq2
CO-OPERATION WITH OTHER INSTITUTIONS AND THE MEMBER STATES
IRISLink 2009 10 3 February 2009
EUROPEAN COMMISSIONSECRETARIAT-GENERAL
SG-B-5 Document Management Policy
IRISLink 2009 11 3 February 2009
EUROPEAN COMMISSIONSECRETARIAT-GENERAL
SG-B-5 Document Management Policy
Some interesting linksSome interesting links
E-Domec:
http://ec.europa.eu/transparency/edoc_management/index_en.htm
Archival Policy:
http://ec.europa.eu/transparency/archival_policy/index_en.htm
DLM Forum:
http://www.dlm-network.org
EURONOMOS:
http://www.euronomos.org/
IRISLink 2009 12 3 February 2009
EUROPEAN COMMISSIONSECRETARIAT-GENERAL
SG-B-5 Document Management Policy
Informal collaboration
work & records
management
Long-term preservation
E-mails
In-house development
or off the shelf
Change and project
managem
ent in large
organisations