WGARM June 15 2002 Update 1. Digital Archives Project Manager -Recommendation Approved 2. UN-SEC Disaster Preparedness and Response Recommendations Report 3. 9 July, 2:30 Demo HP Digital Sender & MFU with NSI Autostore and Tower TRIM Software 4. 16? July Appraisal Project meeting for UNPO Divisions/Sections without Record Series Lists 5. 30 July Discuss RLG-OCLC report : Trusted Digital Repositories: Attributes and Responsibilities ===================================================== 1. The Recommendation for Digital Archives WGARM Project Manager has been approved by Mr. Niwa, the Executive Coordinator for Common Services. The recommended start date is 01 Aug. See PDF file attached.
(See attached file: arm02058 Approved Recommend Digital Archive Proj Manager - Co-Chairs WGARM -T.Niwa.pdf) The attachments which went with recommendation from WGARM are in
zip file at our web site.
http:\\www.sharework.net id = wgarm, password = ccarm
Anx 1= review process - interview summary;
Anx 2 = PM TOR,
Anx 3 = PM Qualifications;
Anx 4 = Candidate Dhurjati Mueller's CV;
Anx 5 = Office location-software network support etc
2. UN Secretariat ARMS has provided a copy of the just received report Disaster Preparedness and Response Recommendations RFP-248 by CCAHA)---- see http:\\sharework.net go to WGARM / Projects / UN-SEC [PDF ver] See also extract of
Purpose
Purpose of Report below.
3. A Presentation /demo of integration of HP Digital Sender, NSI Autostore software and RAMP-TRIM is planned for 9 July at 2:30. HP has confirmed continuation of the Digital Sender until at least 2004. HP and NSI have also agreed to demonstrate TRIM integration with the HP Muti-function units [fax/printer/scanners] at the same session. Paper documents are scanned and then automatically converted to searchable PDF and attached to document metadata in TRIM.
4. A special session for UNPOs Divisions and Sections which will not have completed their Record Series Lists by 16 July is being planned. We will inform you more of this after we discuss further with the Appraisal Decision Assistance project consultant later this month.
5. RLG and OCLC have released a new report on long-term preservation of and access to materials in digital form.
Trusted Digital Repositories: Attributes and Responsibilities
(www.rlg.org/longterm/repositories.pdf). In Spring 1996 RLG and the Commission on Preservation and Access jointly supported a task force to produce a set of recommendations on ensuring the long-term preservation of digital information. It was very helpful for the predecessor group to WGARM since it confirmed we were on the right track in the specifications we jointly developed for RAM software. We are planning a meeting toward end July [23rd or 30th] to discuss the May 2002 report and its implications for our Digital Archive Project see http://www.rlg.org/pr/pr2002-repositories.html An Executive summary [extracted in text format
is below] and copy of report is also at
http: \\sharework.net - Adhiratha ps. one of the duties of the Digital Archive PM will be to keep our
shared site current.
http:\\www.sharework.net id = wgarm, password = ccarm. If you notice something missing in the meantime let me know. Tks =================21-05-2002 09:48 PM =========================== Based on your responses, the WGARM informal review panel meeting is confirmed for 10:30, Tuesday 28 May 2002 in UN ARMS Conference Room. Enter 2 doors to the right [west] from main entrance of FF building which is 304 E ===============20-05-2002 12:53 PM ==================================== 1. There will be a special meeting to review the Project Manager [PM] position for the Digital Archives Project (see PM Qualifications attached). The PM will manage and oversee this phase of the WGARM project and supervise the work of the vendor related to developing a strategic plan for UNPOs DAP. In addition, the PM will facilitate and expedite the project through follow up and support of all project related activities by ensuring close communication and coordination of WGARM co-chairs and representatives, as well as IT colleagues in the respective POs. The complete Project Manager Terms of Reference is also attached for reference.
As a long time WGARM member, the UNOPS representative and an individual with extensive Project and Records Management related experience, Dhurjati Mueller has been proposed as a candidate (see attached CV).
There will be an informal interview at this meeting in which WGARM Members are invited to participate. After careful review, the Co-Chairs will finalize a recommendation to the Coordinator for the Common Service Task Force.
Please indicate if you are interested in attending the meeting which will be scheduled either on Thursday 23rd May or Tues 28 May at 10:30
2. The latest version of the draft statement of work [SOW] to develop a Strategic Plan for the Digital Archives has been received. This is the final SOW product from the consultant. We have agreed that WGARM ourselves will make any additional changes received from POs or the Task Force before the RFP with the SOW is issued to vendors. Later this week, we will send you the consultants final version, in which we will incorporate recently received UNPOs changes including those consolidated from UNICEF, UNDP and UNOPS on 30 April. Annexes two and four will require further review and additional input from the POs. ========================================================= Item 2 Extract from DISASTER PREPAREDNESS AND RESPONSE RECOMMENDATIONS -
[page 1-20 report in pdf] UNITED NATIONS ARCHIVES AND RECORDS MANAGEMENT SECTION R. Purpose of the Report
This report has been prepared to assist the United Nations Archives and Records Management Section (ARMS) in developing a disaster preparedness and response plan for the archival collection. This report will outline identified vulnerabilities and risks to the collection, recommend mitigation strategies, and provide response preparation tasks.
The Supplementary Materials will include samples of disaster planning elements and salvage information to serve as models for the A R M S staff to tailor the information for their situation. Photocopies and reprints of published articles will provide additional detailed information about selected topics. The Suppliers Lists will assist the staff in finding suitable equipment and vendors of supplies, as well as service providers.
Page 1-20 of REPORT in PDF
Format at http:\\www.sharework.net ======================================================= ======================================================= Item 5 trusted Digital Repositories - Executive Summary Trusted Digital Repositories: Attributes and Responsibilities
[full report pdf] (www.rlg.org/longterm/repositories.pdf)
Executive Summary In March 2000 RLG and OCLC began a collaboration to establish attributes of a digital repository for research organizations, building on and incorporating the emerging international standard of the Reference Model for an Open Archival Information System (OAIS). A working group was created to reach consensus on the characteristics and responsibilities of trusted digital repositories for large-scale, heterogeneous collections held by cultural organizations. A draft report was issued in August 2001 and in the extended comment period that followed a variety of interested individuals and organizations around the world contributed numerous thoughtful and helpful suggestions that have been incorporated into this final report.
As the Commission on Preservation & Access (CPA)/RLG Task Force on Archiving of Digital Information did in their 1996 report, this working group recognizes the development of national?and, increasingly, international?systems of digital repositories that are or will soon be responsible for the long-term access to the world's social, economic, cultural, and intellectual heritage in digital form. Also like the Task Force, the working group understands that content creators, owners of information, and current and potential users must be able to trust repositories with this responsibility. A trusted digital repository is one whose mission is to provide reliable, long-term access to managed digital resources to its designated community, now and in the future.. In this report the working group has articulated a framework of attributes and responsibilities for trusted, reliable, sustainable digital repositories capable of handling the range of materials held by large and small research institutions. The framework is broad enough to accommodate different situations, architectures, and institutional responsibilities while providing a basis for the expectations of a trusted repository. The critical component will be the ability to prove reliability and trustworthiness over time. Finally, the report recommends that RLG, OCLC, and other organizations: 1. Develop a process for the certification of digital repositories. 2. Research and create tools to identify the significant attributes of digital materials that must be preserved. 3. Research and develop models for cooperative repository networks and services. 4. Develop systems for the unique, persistent identification of digital objects that expressly support long-term preservation. 5. Investigate and disseminate information about the complex relationship between digital preservation and intellectual property rights. 6. Determine the technical strategies that best provide for continuing access. 7. Define the minimal-level metadata required for long-term management and develop tools to automatically generate and/or extract as much of it as possible. Just a few years ago, the development of trusted digital repositories seemed far in the future, but today it is an immediate challenge. The expert involvement and community consensus developed during the course of this work suggest that organizations and funding agencies will need to work together in the very near future to address the needs articulated this report. ========================================================
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