e-Domec

Electronic archving and document management in the Commission

Presentation

• Brief history of the eDomec project

• ARES- the electronic record management system

• Challenges

What is e-Domec

• E-Domec is a policy for the future whilst ensuring the past• Increase efficiency• Accountability• Quick and easy access to information• Institution's memory

On average, an employee may spend about 10 minutes searching for a requested document and then transporting it to a specific location. If a person uses, say, 4 documents daily, the time taken would be approximately 4 weeks per year…

Hermes/ARES/Nomcom (HAN)

ARES is a web application for registering official documents in HERMES that provides security, electronic workflows and full-text search

HERMES implements the rules for document management defined in the framework of the e-Domec project. Official documents are stored once in a central repository

Common Nomenclature (NOMCOM)Manages the filing plan and the files for the whole Commission. It also gives a unique identifier to all official files

Hermes Repository Services (HRS) establishes a framework which corporate/local systems can use to integrate with HERMES and they guarantee that common rules and procedures for document management are respected

IT Tools – electronic registers

• ARES• Advanced Records System – single general

register• Introduced in 2008 – DG Interpretation was the

3rd DG and part of the pilot project • Used in the Commission, the Executive Agencies

and the EU Delegations (92)

What does ARES help us do?

• Capture emails• Generates alerts in Outlook• Generates electronic workflows

• Agreements where no handwritten signature is required

• Scan/upload documents• Documents are clearly stamped with the date and

unique number• Helps us to manage the file lifecycle

File Lifecycle

End of the Activity

Preservation of the files during the ARP (Administrative Retention Period)

Storage/Consultation/Distribution

Closure of the file in ARES Management of the INTERMEDIATE ARCHIVES (Record Management)Preservation of closed files for administrative or legal reasons

New Activity

Registration and filing of documents

Creation of file in ARES Creation and use of theCURRENT ARCHIVES (Record Management)Files used on a daily basis to manage the current activities of the DG

File Lifecycle II

Second Review (appraisal)

2nd review by the HAS to decide whether to eliminate the file, keep for permanent preservation or send a sample or selection for permanent preservation

Transfer to the Historical Archives Service (HAS)

Permanent Preservation

Sent to the Historical Archives.Files which are no longer required for the running of the service but are kept for their political or historical relevance.

End of the ARP

Sample/Selection

First Review in the DG (appraisal)

Destruction

Challenges

Change in culture

Change in culture

• The medium is not important

• We manage files, not documents

• Everyone is responsible and it starts at the beginning

Creating engagement

• Walk the walk• Create the tools

• Improvements in IT Tools• Job description• Reporting

• Invite contribution• Community of practice

• Communicate, communicate, communicate

Any Questions?