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Electronic records and archives management at the European Commission

Electronic records and archives management at the European Commission Peter Handley Head of Unit SG.B5. What is the European Commission’s electronic records and archives management policy? The challenges: organisational change and staff acceptance

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Electronic records and archives management at the European Commission

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  1. Electronic records and archives management at the European Commission Peter Handley Head of Unit SG.B5

  2. 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

  3. The European Commission’s electronic records and archives 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

  4. E-Domec Production / Reception Registration Filing Preservation Elimination / Transfer to Historical Archives ARES (2008) 2438 ARES (2008) 2438

  5. CHALLENGES:organisational change & staff acceptance • 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 ……

  6. CHALLENGES: the development of IT tools • 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 • …..

  7. STATE OF PLAY • 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 • ….

  8. Future orientations • Electronic signature • Document management and • E-mail • Collaborative work • Other business processes (financial circuits, legislative procedures…)

  9. CO-OPERATION WITH OTHER INSTITUTIONS AND THE MEMBER STATES • Interinstitutional cooperation on archives • European Archives Group • European projects: legal database, an internet portal for archives in Europe, .. • DLM Forum and Moreq2

  10. Some 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/

  11. Change and project management in large organisations Informal collaboration work & records management Long-term preservation In-house development or off the shelf E-mails

  12. NOMCOM DG 2 CIS-Net DG 2 HERMES DG 1 Ares DG 1 common Repository Application N DG 2 SG-Vista DG 1

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