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Better access to electronic information for the citizen

De
256 pages
The relationship between public administration and archives services concerning electronic documents and records management
Information - Documentation
Information technology and telecommunications
Target audience: All
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EUROPEAN
ARCHIVES
NEWS
SUPPLEMENT V
Better access to electronic
information for the citizen
The relationship between public
administration and archives services
concerning electronic documents and
records management
*■ * &
DLM-FORUM
Electronic Records Better access to
electronic information
for the citizen
The relationship between
public administration and
archives services concerning
electronic documents
and records management
K. Schürer
University of Essex
Colchester, UK
European Commission,
Secretariat-General/Directorate-General
for the Information Society LEGAL NOTICE
Neither the Commission nor any person acting on behalf of the Commission is responsible for the use to which any of the
following information might be put.
Reproduction is authorised, except for commercial purposes, provided the source is acknowledged.
A great deal of additional information on the European Union is available on the Internet.
It can be accessed through the Europa server (http://europa.eu.int).
Cataloguing data can be found at the end of this publication.
Luxembourg: Office for Official Publications of the European Communities, 2001
ISBN 92-828-9302-2
© European Communities, 2001
Reproduction is authorised provided the source is acknowledged.
Printed in Italy Contents
Acknowledgements 7
Zusammenfassung 9
Résumé 10
1. Executive Summary 11
2. About this report 12
2.1. Background 12
2.2. Methodology 12
2.3. Structure of the report 13
2.4. Terminology 13
3. Conducting the Questionnaire Survey 14
4. Questionnaire Survey Findings for the EU Member States 15
4.1. Legislative frameworks 15
4.2. Holdings of electronic records and resources 16
4.3. Guidelines 23
4.4. Transfer of records 25
4.5. Access 26
4.6. Training 27
4.7. Conclusion 27
5. National case study: Finland 29
5.1. Contextual background 29
5.2. Legal framework 29
5.3. Acquisition policy 30
5.4. Development of guidelines 31
5.5. Electronic records management in other government agencies 32
5.6. Electronic record holdings and preservation policies 34
5.7. Access to electronic records 35
5.8. Regional and local archives 36
5.9. Other activities and data repositories 36
5.10. Training 37
Better access to electronic I J
information for the citizen 38 6. National case study: Germany
38 6.1. Contextual background
38 6.2. Legal framework
39 6.3. Acquisition policy
39 6.4. Development of guidelines
42 6.5. Electronic records management in other government agencies
43 6.6. Electronic record holdings and preservation policies
45 6.7. Access to electronic records
46 6.8. Regional and local archives
47 6.9. Other activities and data repositories
48 6.10. Training
49 7. National case study: the Netherlands
49 7.1. Contextual background
49 7.2. Legal framework
49 7.3. Acquisition policy
50 7.4. Development of guidelines
52 7.5. Electronic records management in other government agencies
54 7.6. Electronic record holdings and preservation policies
54 7.7. Access to electronic records
55 7.8. Regional and local archives
55 7.9. Other activities and data repositories
56 7.10. Training
58 8. National case study: Sweden
58 8.1. Contextual background
58 8.2. Legal framework
59 8.3. Acquisition policy
60 8.4. Development of guidelines
62 8.5. Electronic records management in other government agencies
62 8.6. Electronic record holdings and preservation policies
64 8.7. Access to electronic records
65 8.8. Regional and local archives
Ί I Better accesi to electronic
information for the citizen 8.9. Other activities and data repositories 65
8.10. Training 66
9. National case study: the United Kingdom 67
9.1. Contextual background 67
9.2. Legal framework 68
9.3. Acquisition policy 69
9.4. Development of guidelines 69
9.5. Electronic records management in other government agencies 71
9.6. Electronic record holdings and preservation policies 73
9.7. Access to electronic records 75
9.8. Regional and local archives 76
9.9. Other activities and data repositories 79
9.10. Training 80
APPENDIX 1
List of those interviewed 82
APPENDIX 2
Details of the survey questionnaire 83
APPENDIX 3
Details of questionnaire survey for EU Member States archives 86
APPENDIX 4
Details of questionnaire survey for non-EU Member States archives 187
APPENDIX 5
Details of questionnaire survey for EU Member States archives,
aggregated by question 192
Accumulated bibliography 240
Legal Framework 240
Finland
Germany
The Netherlands
Sweden
United Kingdom
Guidelines given by National Archives 241
Finland
Germany
Sweden
United Kingdom
Reports and internal documents 241
Finland
Germany
Better access to electronic I J
information for the citizen The Netherlands
Sweden
United Kingdom
General
243 Web-addresses
Finland
Germany
The Netherlands
Sweden
United Kingdom
General
246 Published papers
Finland
Germany
The Netherlands
Sweden
United Kingdom
250 Transnational and European developments
6 I Setter access to electronic
information for the citizen
Contenu Acknowledgements
In preparing this report, I have benefited from the help, support and advice of a num­
ber of people. Since part of this research exercise was based on a series of face-to-face
interviews with individuals actively working in the field of electronic records preservation
and dissemination management, I would like to thank all those whom I consulted dur­
ing this process. A list of those primarily consulted is included as Appendix 1 to this
report. Likewise, I would like to thank all those anonymous persons who undertook to
complete the (rather long and detailed) questionnaire survey that forms an important
aspect of this report.
Throughout the work, guidance and generous support was provided by the staff of the
Historical Archives of the European Commission, especially Hans Hofmann, Peter
Berninger and Christina Beckers. Equally, I would like to acknowledge the support given
during the research period by my host institution, the University of Essex. I am especial­
ly grateful to Belinda Waterman for her invaluable help and her patience, and also to
Jane Corbey and Matthew Woollard. Thanks are also due to Wayne Diamond and
Guinevere Glasfurd who helped in the construction of the project's web site. Lastly, the
accumulation and organisation of research materials was greatly aided by Charlotte
Steinmark and especially by Raivo Ruusalepp. Any errors in the resulting text, however,
remain mine.
K. Schürer
University of Essex
Colchester, UK
Better Access to electronic I /
information for the citizen
Acknowledgements