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Draft Statement of Work:PRIVATE
UN Enterprise Digital Archives,
Market Survey Project, Request for Proposals
DRAFT ANNEXES 7- 14 +21[registered in UNICEF as Cf/NYH/EPP/RAM/1998-404]
ANNEXES
Annex 1: PHASE 1: CALENDAR FOR DEVELOPMENT OF STRATEGIC PLAN TO IMPLEMENT DIGITAL ARCHIVES
Annex 2: ORGANIZATIONS PARTICIPATING IN UN Common Services GROUP
Annex 3: TECHNOLOGY PLATFORMS IN CURRENT USE
Annex 4: KEY UN DOCUMENT MANAGEMENT ACTIVITIES
Annex 5: EXECUTIVE SUMMARY OF TF/DOM REPORT
Annex 6: KEY UN RECORDS MANAGEMENT ACHIEVEMENTS
Draft Annexes to Revise
Annex 7: Related Standards Known
Annex 8: Related References Known
Annex 9: IT Strategy Available for Agencies: Via ISCC February 1988 High level
Annex 10 Table of Records Definitions used or referenced
Annex 11 Activities that need to be performed by Distributed or Centralised Archives;
Annex 12 Minimal Issues to be addressed Digital Archive Plan [High level of Bidder Deliverable]
Annex 13 Dependencies related to long-term success of Digital Archive Project
Annex 14 Whole system Framework and Sample Methodology for New Record keeping & EDAS
Full Annex may not be with Statement of Work:
Annex 21: Evaluation Criteria for Pre-selecting EDAS Bidders
ANNEX 7
Known possible standards related to Digital Archives
To be edited and consolidated with Reference to Web site where available
Standards listed are examples only. The UN has not selected any of the examples shown and is open to recommendations for standards in any of these areas
Agent technology
Standards including participation in standards consortia (e.g., Workflow Management Coalition (WfC)
World Wide Web Consortium (W3C) )
Technology (e.g.,:
Object Management Group=s Common Object Request Broker Architecture (CORBA)
AIIM-Document Management Alliance=s (DMA )
Open Document Management API (ODMA)
Computer Interchange of Museum Information, CIMI Z39.50, providing access to digital museum resources held in diverse locations ("distributed" in network computer parlance)
Information, e.g.:
Standard Generalized Markup Language (SGML)
Hypertext Markup Language (HTML) and
HTML Next Generation
Extensible Markup Language (XML)
Archives & Records Management standards
(e.g., Australian Records Management Standard (AS4390) and ;
Design Criteria Standard for Electronic Records Management Software Applications, DoD 5015.2-STD
Metadata/Description
Dublin Core Metadata
for Electronic Resources
UN/ACC/ISCC Recommendations for High level requirements and for minimum Meta data for registering documents, publications and other information objects. Include ISCC/ACC doc Reference
EAD/RAD
W3C Resource Description Framework (RDF) Model and Syntax RDF
Cultural Heritage Information Online (CHIO) standard providing access to digital museum resources held in diverse locations ("distributed" in network computer parlance)
Archives and records management
e.g.: RLG study on Preserving Digital Information ; Arches -- Archival Server and Test Bed Project to build the conceptual and physical infrastructure to contain information in digital form, provide tools for meaningful access, and ensure long-term availability to the information and the means to access it;
Australian Records in Evidence: The Impact of the Evidence Act on Commonwealth Recordkeeping
Software Conformance, Developmental, Interoperability, Operational and Validation testing and certification programs (US JITC); Australian National Archives
e.g.: Univ. of Pittsburgh study of Functional Requirements for Evidence in Recordkeeping ;
Univ. British Columbia project on The Preservation of the Integrity of Electronic Records, research to identify and define the requirements for creating, handling and preserving reliable and authentic electronic records ;
World Bank functional requirements studies;
e.g.: RLG study on Preserving Digital Information ; Arches -- Archival Server and Test Bed Project to build the conceptual and physical infrastructure to contain information in digital form, provide tools for meaningful access, and ensure long-term availability to the information and the means to access it;
CAD Standards:
Draft ANNEX 8
Known possible reference sources and documents related to Digital Archives
Standards listed are examples only. The UN has not selected any of the examples shown and is open to recommendations for standards in any of these areas
Key ARM studies dealing with requirements,
e.g.: Univ. of Pittsburgh study of Functional Requirements for Evidence in Recordkeeping ;
Univ. British Columbia project on The Preservation of the Integrity of Electronic Records, research to identify and define the requirements for creating, handling and preserving reliable and authentic electronic records ;
World Bank functional requirements studies;
e.g.: RLG study on Preserving Digital Information ; Arches -- Archival Server and Test Bed Project to build the conceptual and physical infrastructure to contain information in digital form, provide tools for meaningful access, and ensure long-term availability to the information and the means to access it;
Draft Annex 09:
Information Strategies Available for UN Secretariat, Agencies, Programmes and Funds
Via the ISCC - High Level as of Mar 1998
Note to see and obtain High level from Restricted Web site if not available publicly:
Need alert to ISCC Focal points and other contacts of Digital Archives project and request permission to share overall strategies
Draft Annex 10
Table of Records and Archives Definitions Used or Referenced
Draft Annex 11
19 Activities which need to be performed by Managed Distributed or Centralised ARM functions,
Including 7 main Objectives:
Activities or tasks to be undertaken by Central or Distributed ARM service units
General Guidelines
1. Objective: Develop Guidelines and assist user agencies or services to implement programmes which identify, describe and schedule the disposition of data from information systems
2. Objective: Assure that programmes and operations are adequately documented for legal, fiscal, administrative and historical purposes.
Activity:
1. Assess the timing and manner in which records analysis and archival appraisals are conducted in order to encourage comprehensive retention scheduling as soon as possible after records created.
2. Develop guidelines for the identification and appraisal of electronic records with potential archival value and identify priority appraisal projects.
3. Recommend schedule for special appraisal studies of several major or priority information systems for next three years.
3. Objectives: Increase awareness among record managers, programme managers, IT specialists and users of the primary and secondary values of electronic records and policies regarding access, retention, disposition, and long-term preservation of data.
Activity;
4. Evaluate system wide policies regarding access to records to ensure that data in electronic information systems is available and that confidential data is protected.
5. Identify main types of training materials to be developing and disseminated on the management, preservation and uses of electronic records.
4. Objective: enhance ability of offices and agencies to manage and preserve electronic records
Activity
6. Identify guidelines to be integrated for scheduling electronic records into information systems design methodologies
7. Identify gaps in type of information readily available on inventory of centralised or distributed information systems and recommend timetable/method of updating and keeping current.
8. Develop Policy guidelines and procedures for preservation of electronic records and data by offices and agencies over extended periods of time.
9. Produce overview of current related technological developments in information systems and storage technology and recommend methods for centralised and distributed ARM functions to be regularly updated.
10. Identify processes to promote system wide procedures and mechanisms for data interchange between hardware and software systems.
11. Identify current standards for reliable data transfer and evaluate effectiveness and ease of use for distributed or centralised Arm functions.
5. Objective: Evaluate the role of central and Distributed ARM functions in providing data storage, security, migration and preservation
Activities:
12. Assess the quality and capacity of storage sites and areas of electronic records, including the utility for data security and vital records protection
13. Determine weather the central or distributed arm functions should provide data media maintenance and/or migration/conservation services for electronic records with various retention periods.
6. Objective: Develop capacity to accession, describe and amerce available research use holding of machine-readable records
Activities:
14. Identify the necessary services and resources needed to accession electronic records identified as having archival value.
15. Identify the technical specifications and procedures required for the reliable transfer of electronic records to central Arm functions.
16. Develop guidelines; specify the various appropriate levels of processing for archival electronic records and assign responsibility for related processing activities.
7. Objective: Develop capacity to store electronic records and perform maintenance, preservation and migrations activities
17. Develop minimum standards to secure adequate space and certification capacity to secure one master and one back up for each electronic record file.
18. Identify, confirm access to and cost for specific certifiable electronic records processing services which can perform maintenance, migration and preservation activities
19. Investigate alternated storage media which might be used by distributed or centralised arms functions. Recommend alternatives based on needs of centralised or distributed arms functions.
Draft Annex 12 Minimum Issues to be addressed:
Data Security:
Validity
Access Controls
Staffing Requirements:
Migration strategy Time frame:
Back ups, schedule, Rotation of backup media [generations]
Use of on-line, near-line, off line
Decision assistance, for transfer of files
Inventory of Systems, Equipment
Certification Standards for all of above
Draft Annex 13
Dependencies: Related to long-term success of the Digital Archive Project:
Systems, Infrastructure, Equipment, Storage Devices inventory.
- Process/Software for keeping inventory accurate
Staffing procedures for keeping inventory accurate
Independent Process for monitoring conformance to procedures
Governance Process agreed for system wide Digital Archives
Process/Time frame agreed for Migration of data/Systems
Resources available to maintain agreed systems/data over time
Minimum Standards agreed for system wide Data registration Security etc.
Draft Annex 14
Whole System Framework:
Sample Methodologies:
==============================================================
The Whole System Framework to consider for enterprise Digital Archive Implementation:
Policy
Legislation/Governance
Standards
Codes of Best practice
Guidelines and manuals
Training, Services and Support
Roles and Responsibilities
Sample of Methodology for designing and implementing New Record Keeping Systems for which requirements of digital archives must be included: [adapted from Australian Standard AS4390]
Preliminary Investigation:
Analyse Business Activity
Identify Record keeping Requirements
Assess Existing Systems
Identify Record Keeping Strategies
Design record keeping systems
Implement Record keeping systems
Post implementation review
Draft Statement of Work:PRIVATE
UN Enterprise Digital Archives,
Market Survey Project, Request for Proposals
Draft Annex 21 as start of Evaluation Criteria:
Plan for Access table of Functional Requirements to compare each response from vendor to list with weight and importance
See all items from Statement of Work
+ Related References in Annex 7 & 8
+ Follow up questions to vendors based on initial response and comparing responses.
+ Create new sub items where required to adequately evaluate responses.
See beginning of criteria for functional requirement list form 21 Mar Draft report of RB
21 March, 1998
R.E.Barry
Evaluation Criteria for Pre-selecting EDAS Bidders
Experience in the planning, design and implementation of enterprise digital systems (30%)
Narrative description of companys experience and greatest strengths
From highest to lowest
Document management systems
Records management systems
Archives management systems
Experience in partnering with other firms
Technical skills (45%)
Planning
Complex distributed information architectures
Organizational planning
Organizational culture/human factors
Financial/economic analysis; cost-benefits analysis, cost recovery
Requirements/needs analysis
Business systems analysis
Familiarity with key ARM studies dealing with requirements, e.g.: Univ. of Pittsburgh study of Functional Requirements for Evidence in Recordkeeping ; Univ. British Columbia project on The Preservation of the Integrity of Electronic Records, research to identify and define the requirements for creating, handling and preserving reliable and authentic electronic records ; World Bank functional requirements studies;
Information management
Information technology
Samples of specific Technology to be added, e.g. near-line stores, backup devices, transfer technology related to registering information objects and migration, encryption and certification
Text-based systems
System integration
Complex systems design
Distributed communications environments
Distributed data environments
Agent technology
Standards [see ANNEX 7] including participation in standards consortia (e.g., Workflow Management Coalition (WfC) , World Wide Web Consortium (W3C) )
Technology (e.g.,:
Object Management Groups Common Object Request Broker Architecture (CORBA)
AIIM-Document Management Alliances (DMA ) Open Document Management API (ODMA)
Computer Interchange of Museum Information, CIMI Z39.50, providing access to digital museum resources held in diverse locations ("distributed" in network computer parlance)
Information, e.g.:
Standard Generalized Markup Language (SGML)
Hypertext Markup Language (HTML) and HTML Next Generation
Extensible Markup Language (XML)
Archives & Records Management standards (e.g., Australian Records Management Standard (AS4390) and ; Design Criteria Standard for Electronic Records Management Software Applications, DoD 5015.2-STD
Metadata/Description
Dublin Core Metadata for Electronic Resources
EAD/RAD
W3C Resource Description Framework (RDF) Model and Syntax RDF
Cultural Heritage Information Online (CHIO) standard providing access to digital museum resources held in diverse locations ("distributed" in network computer parlance)
Archives and records management
Familiarity with key ARM projects/studies/reports, e.g.: RLG study on Preserving Digital Information ; Arches -- Archival Server and Test Bed Project to build the conceptual and physical infrastructure to contain information in digital form, provide tools for meaningful access, and ensure long-term availability to the information and the means to access it; Australian Records in Evidence: The Impact of the Evidence Act on Commonwealth Recordkeeping
Software Conformance, Developmental, Interoperability, Operational and Validation testing and certification programs (US JITC); Australian National Archives
Business-related (25%)
Size in staffing and sales, and financial viability of company or companies involved
Track record: age of the firm(s); full listing of client projects in past 12 months with description, cost, contact information
Formal recognition (such as industry awards or certifications) during past 3 years
Evidence of consistent profitability
Statement of felony or misdemeanours involving fraud by company principals/officers, including description, disposition, status of individuals
Capability to operate competitively in New York
Description of companys process for quality assurance and control
3.8 Others as may be required by Procurement
Intelligent, and frequently autonomous and mobile, computer code known as agents represent the next great wave of innovation and development across the Infosphere comprised of the Internet, Intranets, Extranets, World Wide Web, and countless other networked computer systems. This arena has increasingly become very active, rapidly evolving, and expanding in scope and importance. The technology is expected to eventually have an effect as profound as the World Wide Web .
Standards listed are examples only. The UN has not selected any of the examples shown and is open to recommendations for standards in any of these areas.
The Workflow Management Coalition, founded in August 1993, is a non-profit, international organization of workflow vendors, users and analysts. The Coalition's mission is to promote the use of workflow through the establishment of standards for software terminology, interoperability and connectivity between workflow products. Consisting of over 100 members, the Coalition has quickly become established as the primary standards body for this rapidly expanding software market. Its objectives are to:
Develop standard terminology to describe workflow systems and their environment
Enable interoperability between different workflow systems
Help users understand workflow through the standard Reference Model
Work with other related industry groups to set standards and communicate its work
DMA is an industry sponsored standards coalition under the Association for Information and Image Management, that includes members and others with compliant products, including Action Technologies, Inc., Autodesk, Digital Equipment, Documentum, EDS, Filenet/Saros, IBM/LOTUS, Interleaf, Oracle, PC DOCS, Xerox (among others), the objectives of which are to:
Enable workers in departments and organizations to operate document-management systems designed around specific areas of practice and strategic business applications. The local document-management environment can be accessed by other organizations for appropriate shared-use of important reusable materials.
Enable workers in different organizations can engage in collaborative activities involving shared use of some or all documents from their respective areas.
Preserve the document legacy of an enterprise over time and space. Documents remain accessible and usable in the face of technology substitutions, organizational and application growth, and changes of scale, technology, and distribution of document management in the enterprise.
Build document management systems that provide uniformity of access and integration with other systems over a wide range of scales, from desk top to department to enterprise and beyond to federations of systems among strategically-linked organizations.
Create an energetic market in which innovations in document-centered applications, in document management systems and in document services are rapidly deployed and integrated into enterprise information systems. New capabilities are smoothly introduced and quickly effective.
Create a market wherein document management is as common and pervasive as electronic mail.
Mobile Agent Facility (MAF) specification. This specification focuses on interoperability between different agent systems (e.g., Odyssey, Aglets, and MOA). It creates a uniform means for an agent to travel from one system to another, for a system operator to manage agents of different systems, and for clients to locate agents .
SGML is a platform-neutral standard for creating documents and information archives--it's a series of rules that everyone can follow in order to make their documents publishable in different media (print, CD-ROM, the Web) and to make their documents readable with different kinds of computers. SGML is also a structure for storing information which eases info-management and manipulation: it supports very powerful searching, and allows large information repositories to be repurposed, broken down, and rearranged intelligently into individual documents.
HTML defines how web documents look. It's the same process that goes on behind common word processing programs. WordPerfect users who use the "Reveal Codes" option will recognize how the codes work, e.g., the code in WordPerfect places a Hard Return at the end of one line forcing the following words to appear on the next line. HTML does the same thing in the way of formatting documents; however, there are fewer codes involved.
XML - the eXtensible Markup Language - is a simple and very flexible language based on SGML. Although originally envisaged to meet the challenges involved in large-scale publishing, XML is set to play an increasingly important role in the markup of a wide variety of data on the Web. Not only will XML help people find the information they want, but the wealth of XML meta-data on the Web - information about information will help many Web-based applications. XML will make it easier for information consumers and producers to find each other; many tasks involving search or information exchange can be automated with XML providing a common framework for representing information - everyone should benefit.
Intelligent, and frequently autonomous and mobile, computer code known as agents represent the next great wave of innovation and development across the Infosphere comprised of the Internet, Intranets, Extranets, World Wide Web, and countless other networked computer systems. This arena has increasingly become very active, rapidly evolving, and expanding in scope and importance. The technology is expected to eventually have an effect as profound as the World Wide Web .
Standards listed are examples only. The UN has not selected any of the examples shown and is open to recommendations for standards in any of these areas.
The Workflow Management Coalition, founded in August 1993, is a non-profit, international organization of workflow vendors, users and analysts. The Coalition's mission is to promote the use of workflow through the establishment of standards for software terminology, interoperability and connectivity between workflow products. Consisting of over 100 members, the Coalition has quickly become established as the primary standards body for this rapidly expanding software market. Its objectives are to:
Develop standard terminology to describe workflow systems and their environment
Enable interoperability between different workflow systems
Help users understand workflow through the standard Reference Model
Work with other related industry groups to set standards and communicate its work
DMA is an industry sponsored standards coalition under the Association for Information and Image Management, that includes members and others with compliant products, including Action Technologies, Inc., Autodesk, Digital Equipment, Documentum, EDS, Filenet/Saros, IBM/LOTUS, Interleaf, Oracle, PC DOCS, Xerox (among others), the objectives of which are to:
Enable workers in departments and organizations to operate document-management systems designed around specific areas of practice and strategic business applications. The local document-management environment can be accessed by other organizations for appropriate shared-use of important reusable materials.
Enable workers in different organizations can engage in collaborative activities involving shared use of some or all documents from their respective areas.
Preserve the document legacy of an enterprise over time and space. Documents remain accessible and usable in the face of technology substitutions, organizational and application growth, and changes of scale, technology, and distribution of document management in the enterprise.
Build document management systems that provide uniformity of access and integration with other systems over a wide range of scales, from desk top to department to enterprise and beyond to federations of systems among strategically-linked organizations.
Create an energetic market in which innovations in document-centered applications, in document management systems and in document services are rapidly deployed and integrated into enterprise information systems. New capabilities are smoothly introduced and quickly effective.
Create a market wherein document management is as common and pervasive as electronic mail.
Mobile Agent Facility (MAF) specification. This specification focuses on interoperability between different agent systems (e.g., Odyssey, Aglets, and MOA). It creates a uniform means for an agent to travel from one system to another, for a system operator to manage agents of different systems, and for clients to locate agents .
SGML is a platform-neutral standard for creating documents and information archives--it's a series of rules that everyone can follow in order to make their documents publishable in different media (print, CD-ROM, the Web) and to make their documents readable with different kinds of computers. SGML is also a structure for storing information which eases info-management and manipulation: it supports very powerful searching, and allows large information repositories to be repurposed, broken down, and rearranged intelligently into individual documents.
HTML defines how web documents look. It's the same process that goes on behind common word processing programs. WordPerfect users who use the "Reveal Codes" option will recognize how the codes work, e.g., the code in WordPerfect places a Hard Return at the end of one line forcing the following words to appear on the next line. HTML does the same thing in the way of formatting documents; however, there are fewer codes involved.
XML - the eXtensible Markup Language - is a simple and very flexible language based on SGML. Although originally envisaged to meet the challenges involved in large-scale publishing, XML is set to play an increasingly important role in the markup of a wide variety of data on the Web. Not only will XML help people find the information they want, but the wealth of XML meta-data on the Web - information about information will help many Web-based applications. XML will make it easier for information consumers and producers to find each other; many tasks involving search or information exchange can be automated with XML providing a common framework for representing information - everyone should benefit.
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