CS-WGARM Digital Archives Program [DAP] - Proj Phase 1- Strategic Plan

Information on Participating Agencies [PA] [UN New York Secretariat, Funds and Programmes]

DAP Phase I - Developing a Strategic Plan for a Digital Archives 2004-2005

General Information on developing a Strategic Plan (SOW, Start up Presentation, Memos to UNPOs, Status Reports, list all activities and deliverables)

DAP-SOW - Statement of Work - The DAP Strategic Plan will identify requirements and specifications, define standards and establish an Implementation Plan; UN-CS-RAI-USAA-DB01-2003-00008
WGARM DAP Project Start up presentation - Problem Statement, Challenges, DAP Definition and Scope, Project Overview, Project Status September 23 2004. Powerpoint, UN/CS/RAI/USAA/DB01/2004-00092
DAP Overview of Assessment Process Draft Slide 1 & 2 , DAP & ADA = Slide 3, UN/CS/RAI/USAA/DB01/2004-00102, 2004 Oct 18
DAP Coordinators - The DAP CO will act as a liaison between staff, the DAP Project Manager and the contractor as well as participate in the review process for project deliverables.
- Mr. Toh memo to Common Services Membership concerning designation of DAP COs, UN/CS/RAI/USAA/DB01/2004-00060
UNPO DAP Focal Points - Focal Points will act as a liason between departmental staff and DAP COs noted above.
- UN-Secretariat memo to Department Heads - UN/CS/RAI/USAA/DB01/2004-00098
- UNICEF memo to Division Directors and Heads of Offices - CF/RAI/NYHQ/DPP/RAM/2004-00279 [rendition in Ms word doc format]
- UNDP memo to Content Managers - UN/CS/RAI/USAA/DB01/2004-00113

DAP project Status Reports issued by Entium Technologies (vendor) or WGARM

Project Activities and Deliverables as identified in DAP SOW :

Deliverable 1 Phase 1 - Project Work Plan
Deliverable 2 - Catalogue and analyze existing policies, practices, approaches and initiatives concerning the identification, management, accessibility and preservation of digital records. Establish current record keeping functionality and requirements. Administrative Survey (32 days); Main Focus -IRAM and Business Units (BUs)
Deliverable 3 - Report on the technical characteristics of the current core UNPOs information systems and identify current data bases, technical platforms and initiatives related to digital records. Technical Inventory/Assessment (35 days);Main Focus -Information and Communications Technology (ICT)]
Deliverable 4 - Digital Archive Standards and ICT Specifications identified and DAP framework designed [D4];
- DAP Design/Specs (57 days),
Deliverable 5 - Implementation Plan and proposed roadmap [D5];
- Implementation Plan (32 days),
Deliverable 6 - Presentations and validation of achieved milestones [D6];
- DAP Presentations (23 days)
Deliverable 7 - Work plan/TOR for Implementation (DAP Phase II) [D7]
- Work Plan Phase II (39 days).

DAP Phase 1 - Deliverable 2 and 3: Survey and Digital Assessment (Shared annexes and Background Documents)

A. Interview Package: Cover letter, Methodology, glossary of terms ,
B. Questionnaire -Forms & Schedule: Part 1 = ICT, Part 2 = IRAM, Part 3 = Business and Process Units & Updated Schedules;
C. Support Documentation of interview questionnaire: Annex 1 - 5, Previously collected information to be validated / updated.; UNPOs Org units, record series, ICT systems/applications, Policies and procedures (living documents - also candidates for DAP monitoring tables in database format)
D. Background Documentation for DAP: Annex 6- 10, Project overview, Generic Systems Characteristics & Types, Glossary, Standards & ICT & IRAM Best Practice, (living documents - also candidates for DAP monitoring tables in database format)
E. Survey Response Part 1, 2, 3 - UNDP, UNFPA, UNICEF, UN-Sec, UNOPS

Recent Related Work of International Community

ICT =. Information and Communication Technology Representatives: ITC representatives form each of the UNPOs or other major subgroups include E-mail Administrators [responsible for the development and implementation of the e-mail policies and procedures]; Technology Coordinators [responsible for coordinating technology initiatives, usage, and standards across multiple business processes, groups, and/or technology applications]; Information Architects [responsible for business processes relationship to the high level function and information assets of the organization]; Application Owners [responsible for major Records, Document, and Transactional systems and applications within UNPOs.

IRAM = Information, Records and Archive Management Representatives. IRAM includes records, document, archives and other information assets or content management areas. Also covered are those responsible for : Libraries, official document repositories and the registration or upkeep of special collections and reference materials; and specialists for content or knowledge sharing and management

BU = Business Units Representatives within each UNPO. BU include department/units from the following functional areas: Administration, Conferences, Central Support and Procurement (ACP), Finance, Budget and Accounts (FBA), Human Resource Management (HRM), Legal (LEG), Oversight, Audit and Evaluation (OAE), Organisation, Co-ordination and Management (OCM), Programmes, Projects and Missions (PPM) and Relations, Outreach, Media and Communications (ROC)