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Regulating Digital Records

The Danish ExperienceKirsten Villadsen Kristmar

&

Jan Dalsten Sørensen

Background information

More than 250 SIPs approved of per year

22.2 TB of AIPs of born-digital records

Accession 2010: 9.1 TB

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Set-up for digital records

•Notification on new records management systems and business systems

•Transfers to the National Archives as system independent SIP’s, at times determined by the National Archives

•Only a few document formats allowed for transfer

•Relational databases in the SIARD-format (with minor modifications)

•Conversion to archive format performed by (and at the expense of) the records creator

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Experiences

1. Keep the complexity down! E.g. limit the number of document formats (in our case:TIFF, JPEG-2000, MP3, MPEG-2 and MPEG-4)

2. Conversion to archive format and transfer to the archives at regular intervals (in our case: approximately every five years).

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Approval of public ERMSs

The Danish Experience

Contents

Present regulations

Effects and experiences

New regulations

Archives and record management

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Present regulations

Can the records be preserved?

Can the records be put at the disposal of the general public after transfer?

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Effects and experiences

Submission information packages of records are being preserved and can be reused

Challenges:

• conversion into TIFF

• are records being captured

• service-oriented architecture

• free text search

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New regulations

More rigorous requirements?

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Archives and record management

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Cooperation and guidance

Regulations?