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eArchiving Documentation

Benefits of eArchiving

Interoperability by default

Implementing a common set of specifications for packaging digital information enables diverse organisations to package and transmit documents and data for short-, medium- and long-term storage, (and subsequent access and re-use) independently of platforms and across borders.

Example  Member States can package and transmit archival data using the E-ARK specifications in order to meet national and pan-European legislation such as those requiring a paperless office for e-Government which necessitate the preservation of digital records and other material. 

  1. You can package documents and/or data for digital archiving and re-use purposes between Government and Business, or G2G, B2B, etc. using a common set of specifications based on Information Packages
  2. The specifications cover different aspects of the information lifecycle, including sending Information Packages to an archive, storing them in an archive, and accessing and reusing them afterwards 
  3. Any cross-border request for information can be tackled using these Information Packages, for example, using common geodata specifications to respond to the EC INSPIRE directive concerning geographical data across borders.

Trustworthiness and Security 

Implementing a common set of specifications for packaging digital information guarantees trustworthiness among users. Documents are stored securely and safely against modification and during their transmission always being certain of their origin and destination. 

Example  Many organisations, both private and public, are required or wish to keep their documents safely and securely over the short-, medium- or long-term. They also require access to these documents for discovery and re-use, hence they need to know what is in them, where they come from etc.

  1. You are certain that data and documents are secured against any modification (integrity)
  2. You are certain that documents are securely packaged during transmission (confidentiality)
  3. You are certain that the origin and the destination of the data and documents are trustworthy
  4. You have access to metadata that describes the content of the documents and data and allows access, discovery and re-use over time
  5. The open specifications and open source software can be used in conjunction with open source or proprietary preservation systems 

Openness and Transparency

Implementing a common set of open specifications for packaging digital information promotes a high level of transparency and confidence among all participants in the information lifecycle chain.

Example  Sensitive, confidential or closed documents should be handled safely according to any specified legal requirements. It should be possible to dispose of documents or data after a certain period of time, according to a prescribed schedule.

  1. You can set up a digital archiving system so that data and documents are packaged according to a particular legal framework
  2. You are certain that sensitive, confidential or closed documents or data are handled correctly 
  3. In the end-to-end eArchiving systems you can incorporate preservation planning in order to dispose of documents and data after a prescribed period of time according to a schedule

Sustainability and Legal Compliance

Implementing a common set of specifications and software for packaging digital information allows digital archival systems to be successfully implemented using reusable modular components against various national legal backdrops.  

Example  Many private and public organisations need to have access to open modular reusable components to store increasingly large amounts of documents and data and be able to access these subsequently for discovery and analysis. 

  1. You can handle large documents and if necessary, split large Information Packages
  2. You can use advanced Big Data techniques such as a faceted search to analyse large quantities of data across several archives, even across countries. 
  3. EArchiving services help you comply with the ever changing legal requirements.  

Further benefits of eArchiving

Using other components of eArchiving, individual organisations that decide to set-up an eArchiving infrastructure can expect a number of benefits. 

BenefitsReduce RiskReduce CostsImprove Quality

Reduce the learning curve of all members of the digital archival ecosystem

Make savings in the cost of creating, maintaining and operating digital archival systems as some of these costs may be shared with other members of the digital archival ecosystem

The wide use of the same eArchiving specifications is expected to create incentives for software companies to offer eArchiving compliant solutions at a competitive cost

Accelerate the delivery time of a working digital archiving system as eArchiving provides out-of-the-box specifications and software components

Foster synergies at all levels with other members of the digital archival ecosystem

Increase the quality of digital archival systems because eArchiving has already been piloted in several national archives

As use increases, the wide availability of software providers with knowledge and experience in eArchiving's specifications is also expected to increase