EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy Electronic records and archives management at the European Commission Peter Handley Head of Unit SG. B 5 IRISLink 2009 3 February 2009 1
EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy 1 1 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 IRISLink 2009 3 February 2009 2
EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy The European Commission’s electronic records and archives management policy 1 1 1 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 IRISLink 2009 3 February 2009 3
EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy E-Domec Production / Reception Registration Filing Preservation Elimination / Transfer to Historical Archives ARES (2008) 2438 IRISLink 2009 3 February 2009 4
EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy CHALLENGES: organisational change & staff acceptance 1 1 1 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: 1 1 1 Involving staff at all levels Explaining the rules and why we need them Training User friendly applications Change in culture, working methods …… IRISLink 2009 3 February 2009 5
EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy CHALLENGES: the development of IT tools 1 Management of a large project in a multinational organisation 1 1 Reconciling the interests of different stakeholders Meeting different expectations (records managers, IT specialists, management, users) …. . IT application 1 1 IRISLink 2009 In-house development based on Documentum Modular approach Central database …. . 3 February 2009 6
EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy STATE OF PLAY 1 1 1 Policy: monitoring and review Progressive roll-out across the Commission of the new EDRMS between 2008 and 2010 Continued development: 1 Preservation and historical archives 1 Integration with other applications 1 1 IRISLink 2009 Public register …. 3 February 2009 7
EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy Future orientations 1 Electronic signature 1 Document management and 1 E-mail 1 Collaborative work 1 IRISLink 2009 Other business processes (financial circuits, legislative procedures…) 3 February 2009 8
EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy CO-OPERATION WITH OTHER INSTITUTIONS AND THE MEMBER STATES 1 Interinstitutional cooperation on archives 1 European Archives Group 1 1 European projects: legal database, an internet portal for archives in Europe, . . DLM Forum and Moreq 2 IRISLink 2009 3 February 2009 9
EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy IRISLink 2009 3 February 2009 10
EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy 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/ IRISLink 2009 3 February 2009 11
EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy Ch an ge in and la rk & rg pro wo n o e rati ent o or ject b ga olla nagem l c ni ma ma ds ma sa na nfor ecor I tio ge r ns me nt Long-term pres ervation Inh ous e d off evelo pme the nt she or lf IRISLink 2009 E-mails 3 February 2009 12
EUROPEAN COMMISSION SECRETARIAT-GENERAL SG-B-5 Document Management Policy DG CI t s a CO M ist V G- S DG DG common Repository 2 Application N DG 1 1 Ar e DG DG 2 SNe HERMES NO M IRISLink 2009 2 1 3 February 2009 13
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