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Swiss Federal Archives – Erpanet Workshop «Long-term preservation of databases», Berne, April 10th, 2003 1
Prospective Appraisal and Pre-archival
Metadata Capture of Datbases
Thomas Zürcher ThrierScientific assistant ARELDA
Swiss Federal Archives / Erpanet Workshop «Long-term preservation of databases», Berne, April 10th, 2003
2
Issues
1. Prospective Appraisal
2. Typology of digital information systems
2.a) Criteria of Evidence
2.b) Criteria of Informational Value
3. No appraisal without metadata capture
4. Conclusion
Swiss Federal Archives / Erpanet Workshop «Long-term preservation of databases», Berne, April 10th, 2003
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1. Prospective Appraisal
2. Typology of digital it systems
3. Metadata captureTraditional appraisal
agenciesagencies archivearchive
time axistime axis
Swiss Federal Archives / Erpanet Workshop «Long-term preservation of databases», Berne, April 10th, 2003
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1. Prospective Appraisal
2. Typology of digital it systems
3. Metadata captureProspective appraisal
agenciesagencies archivearchive
time axistime axis
Swiss Federal Archives / Erpanet Workshop «Long-term preservation of databases», Berne, April 10th, 2003
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1. Prospective Appraisal
2. Typology of digital it systems
3. Metadata capture
Filing system
Swiss Federal Archives / Erpanet Workshop «Long-term preservation of databases», Berne, April 10th, 2003
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1. Prospective Appraisal
2. Typology of digital it systems
3. Medatadata captureLife cycle of electronic record
archivearchiveIT serviceIT service
agencyagency
agency / public agency / public
Consultation phaseConsultation phase
tt
Data gathering phaseData gathering phaseDesigne Designe phasephase
Swiss Federal Archives / Erpanet Workshop «Long-term preservation of databases», Berne, April 10th, 2003
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Issues
1. Prospective Appraisal
2. Typology of digital information systems
3. No appraisal without metadata capture
4. Conclusion
Swiss Federal Archives / Erpanet Workshop «Long-term preservation of databases», Berne, April 10th, 2003
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1. Prospective Appraisal
2. Typology of digital it systems
3. Metadata capture
Appraisal matrix
EvidenceEvidencelowlow highhigh
RMSRMS(Records Management Systems)(Records Management Systems)
e.g. Parliament voting systeme.g. Parliament voting system
Support systemsSupport systems
e.g. Address Databasee.g. Address Database
StatisticalStatisticaldatabasesdatabases
e.g. Census Datae.g. Census Data
Info
rmat
iona
lIn
form
atio
nal v
alue
valu
ehighhigh
Indices / Indices / Finding aidsFinding aids
Swiss Federal Archives / Erpanet Workshop «Long-term preservation of databases», Berne, April 10th, 2003
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Issues
1. Prospective Appraisal
2. Typology of digital information systems
3. No appraisal without metadata capture
4. Conclusion
Swiss Federal Archives / Erpanet Workshop «Long-term preservation of databases», Berne, April 10th, 2003
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AgenciesAgencies ArchiveArchive
APOLLONAPOLLON
Metadata Systems
ARELDAARELDA
1. Prospective Appraisal
2. Typology of digital it systems
3. Metadata capture
Metadata ofMetadata ofall systemsall systems
Metadata
Metadata of selected
of selectedsystems
systems
Primary data Primary data of selectedof selected
systemssystems
Additional metaAdditional meta--data of selected data of selected
systemssystems
PublicPublic
Metadata aboutMetadata aboutpaper recordspaper records
ScopeArchiveScopeArchive
Subs
et of
meta
Subs
et of
meta--
data
for fin
ding
data
for fin
ding
syste
msy
stem
Swiss Federal Archives / Erpanet Workshop «Long-term preservation of databases», Berne, April 10th, 2003
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1. Prospective Appraisal
2. Typology of digital it systems
3. Metadata captureIntegration into finding system
Groups of records
concerning one business
Database
Database
Database
Sub-fonds / Series
DatafieldsRecords3
RecordsGroups of records
concerning one business
2
Tables1
ItemsSub-series/FilesLevel Variations
Swiss Federal Archives / Erpanet Workshop «Long-term preservation of databases», Berne, April 10th, 2003
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Appraisal matrix again 1. Prospective Appraisal
2. Typology of digital it systems
3. Metadata capture
EvidenceEvidencelowlow highhigh
Info
rmat
iona
lIn
form
atio
nal v
alue
valu
ehighhigh
DataDatastr
uctur
e
struc
ture
DataData
DocumentsDocuments
RMS with DMS RMS with DMS componendcomponend
Document Document management management
systemssystems
Web sitesWeb sites
RMSRMS(Records Management Systems)(Records Management Systems)Support systemsSupport systems
StatisticalStatisticaldatabasedatabase
Indices / Indices / Finding aidsFinding aids
Swiss Federal Archives / Erpanet Workshop «Long-term preservation of databases», Berne, April 10th, 2003
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1. Prospective Appraisal
2. Typology of digital it systems
3. Metadata captureIntegration into finding system 2
Groups of records
concerning one business
Database
Database
Database
Sub-fonds / Series
Datafieldsi.e.
Documents
Records3
RecordsGroups of Records
concerning one business
2
Tables1
ItemsSubseries/FilesLevel Variations
Swiss Federal Archives / Erpanet Workshop «Long-term preservation of databases», Berne, April 10th, 2003
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Issues
1. Prospective Appraisal
2. Typology of digital information systems
2.a) Criteria of Evidence
2.b) Criteria of Informational Value
3. No appraisal without metadata capture
4. Conclusion
Swiss Federal Archives / Erpanet Workshop «Long-term preservation of databases», Berne, April 10th, 2003
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Appraisal matrix last 3. Metadata capture
4. Conclusion
DataDatastr
uctur
e
struc
ture
DataData
DocumentsDocuments
EvidenceEvidencelowlow highhigh
Info
rmat
iona
lIn
form
atio
nal v
alue
valu
ehighhigh
RMS with DMS RMS with DMS componendcomponend
Document Document management management
systemssystems
Web sitesWeb sites
RMSRMS(Records Management Systems)(Records Management Systems)Support systemsSupport systems
StatisticalStatisticaldatabasedatabase
Indices / Indices / Finding aidsFinding aids
RMSRMS(Records Management Systems)(Records Management Systems)
RMS with DMS RMS with DMS componendcomponend
Indices / Indices / Finding aidsFinding aids
StatisticalStatisticaldatabasedatabase
Document Document management management
systemssystems
Swiss Federal Archives / Erpanet Workshop «Long-term preservation of databases», Berne, April 10th, 2003
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3. Metadata capture
4. Conclusion
ContactThomas Zürcher ThrierSchweizerisches BundesarchivScientific assistant ARELDAwww.bundesarchiv.ch
