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Electronic archives in EU and Sweden
Kristina Bwire-Lund
IT-Manager
Cadastral Services
Kristina Bwire-Lund, 2011-05-12, Minsk, Belarus
Lantmäteriet
the Swedish mapping, cadastral and land
registration authority
• The mission of Lantmäteriet is to
manage the Swedish cadastral
system
promote the rational subdivision
of land
be responsible for the efficient
provision of basic geographic and
land information
• Three divisions
Land and Geographic Information
Cadastral Services
Land Registration
• 90 offices countrywide, 2400 staff
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Digital archive Lantmäteriet
• Lantmäteriet has been mapping
Sweden since 1628
• Backlog of cadastral records have
been scanned from 2000 to 2010
• To-date 75 million images
• Backlog of land registration records
are being scanned
• New records are added as created –
an all digital process using electronic
signatures
• Archived records are used in daily
business processes
• Archived records are public unless
otherwise regulated
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The archive law of Sweden
• According to archives law (1990:782) shall the
archive of an authority be preserved, organised and
cared for such that
The rights of public access can be managed
The requirements of information for fair juridical
procedures are met
Public administration can be conducted
Research needs are catered for
• This law applies to all records of Swedish
authorities including digital records
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The laws and regulations of
archives management
Tryckfrihetsförordningen
(freedom of press)
Archive law
Publicity and secrecy law
Archive Regulations
National Archive
instructions and general
advice
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Laws and regulations continued…
• “Tryckfrihetsförordningen” (freedom to publish
information) stipulates that Members of the public
have the right to access public records
• This right of access is restricted by law of publicity
and secrecy which is applied to confidential
records
• Archive law; an archive is formed by the public
records that are created by the authority ie. a
public record is an archived record
• Personal Data Act (protection of information about
a person)
• There are also other laws and regulations which are
specific to an authority
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Regulations - archived records
• Applies to all public records
• Stipulates how records shall be prepared,
organised, classified, destroyed, stored and be
transferred (records management)
• Regulations related to media e.g. digital records,
microfilm, paper etc.
• Technical regulations, e. g. formats for preservation
of digital records
• The National Archive of Sweden ensures authorities
complies with the regulations
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Standards of archive
• The regulations are supplemented by different
standards
• National Archive of Sweden refer to standards in
their regulations
• These standards are binding the authority to apply
them
• Swedish Institute of Standardisation
• Example of standards are
• OAIS; ISO 15489; TIFF; PDF-A etc
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An OAIS (Open Archival Information System)
• “An OAIS is an archive, consisting of people and systems that have
accepted the responsibility to preserve information and make it
available for a Designated Community”
• Dedicated to preserving and maintaining access
to digital information over the long-term (ISO 14721:2002)
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EU and Electronic Archives
27 Member Countries
Colors represents the Bond Yields
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Archives Portal Europe
• APEnet project supported by
the European Commission in
the eContentplus programme
• The main goal of the Archives
Portal Europe is to meet
users' expectations by
providing seamless access to
various archival resources
held throughout Europe
• The portal is being developed
(beta version published)
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DLM Forum Archive, Records and
Information Management in Europe
• DLM Document Lifecycle
Management
• Forum created in 1997 with
support from the public archives
of European Union member
states
• DLM Forum has evolved to
become a wider community of
interested parties in archive,
records, document and
information lifecycle
management throughout Europe
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MoReq - Model Requirements for the
Management of Electronic Records
• The MoReq specification describes model
requirements for the management of electronic
records and focuses mainly on functional
requirements for electronic records management
systems (ERMS).
• MoReq contains a model of how filing plans, files
and records relate to each other within the context
of a classification scheme, and, very importantly, it
can be applicable to both electronic (digital),
physical (paper), and hybrid files.
• Certifies systems software solutions.
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Europe’s Information Society –
Thematic portal
• The main objective of the
Directive on eSignature is
to create a Community
framework for the use of
electronic signatures. It allows
electronic signature products
and services to flow freely
across borders and ensures
the legal recognition of
electronic signatures.
• Basic, Advanced and Qualified
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Public Sector Information
• Public sector information (PSI) is the single largest source of
information in Europe. It is produced and collected by public
bodies and includes digital maps, meteorological, legal, traffic,
financial, economic and other data. Most of this raw data could
be re-used or integrated into new products and services, which
we use on a daily basis, such as car navigation systems,
weather forecasts, financial and insurance services.
• In 2003, the EU adopted the Directive on the re-use of public
sector information (PSI Directive). It has introduced a common
legislative framework regulating how public sector bodies
should make their information available for re-use in order to
remove barriers such as discriminatory practices, monopoly
markets and a lack of transparency. All 27 EU Member States
have implemented the PSI Directive into their national legal
orders. PSI rules in the Member States.
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E-Discovery
• E-Discovery is defined as the identification, collection, processing, analysis and
production of electronic stored information (ESI). The purpose of E-Discovery is to
identify and collect relevant ESI and then reduce the total volume of ESI in an
investigation so that investigators can focus on less but more relevant information.
• For the EU, E-discovery is essential to support findings in order to prosecute
organisations that are in violation with EU regulations. For instance, the EU aims to
reduce all forms of corruption at every level, in all EU countries and institutions and even
outside the EU. It also aims to prevent fraud by setting up EU anti fraud offices and
actively investigates and prosecutes violations of competition regulations.
• EU countries are in various stages of implementing EU guidelines in national
legislation and regulations. Organisations have to be compliant with these regulations
and are faced with multi-disciplinary challenges from law, information and communication
technology. Soon, if not already, they will have to be able to produce all kinds of ESI in
both internal investigations as well as legal proceedings if required to do so.
• Without proper preparation, E-Discovery can be a challenging ad-hoc process
where tight deadlines have to be met at high cost or risk. Organisations that want to
manage this cost and that want to reduce the risk of failing to produce requested ESI on
time will have to become ready for E-Discovery.
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Challenges
• Strong growth in digital information
• Increased and widespread use of information
through e-government and e-services
• Legal requirements
• Environment and health
• The European PSI-directive
• Long-term preservation
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Links to more information
• www.lantmateriet.se/en
• www.riksarkivet.se (Swedish National Archive)
• www.cedif.org (Centre for Digital Information Management)
• www.archivesportaleurope.eu
• www.dlmforum.com
• http://ec.europa.eu/information_society
(Europe’s Information Society - Thematic Portal)
• Unesco Archives Portal (=keyword)
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Thank You!
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