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Proceedings of the DLM Forum - 7Th Triennial Conference Making the Information Governance Landscape in Europe 10-14 November 2014 - Lisbon, Portugal

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Proceedings of the DLM Forum - 7Th Triennial Conference Making the Information Governance Landscape in Europe 10-14 November 2014 - Lisbon, Portugal FOUNDATION Proceedings of the DLM Forum - 7th Triennial Conference Making the information governance landscape in Europe 10-14 November 2014 - Lisbon, Portugal Editors: José Borbinha, Zoltán Szatucsek, Seamus Ross Blank page DLM Forum 2014– 7th Triennial Conference on Information Governance Copyright 2014 Biblioteca Nacional de Portugal Biblioteca Nacional de Portugal Campo Grande, 83 1749-081 Lisboa Portugal Cover Design: João Edmundo ISBN - 978-972-565-541-2 PURL - http://purl.pt/26107 Blank page CONFERENCE ORGANIZATION Chairs José Borbinha - IST / INESC-ID (Local chair) Seamus Ross – University of Toronto (Scientific Committee chair) Zoltán Szatucsek – National Archives of Hungary (Scientific Committee chair) Scientific Committee Janet Delve – University of Portsmouth Ann Keen - Tessela Silvestre Lacerda - DGLAB Jean Mourain - RSD Aleksandra Mrdavsic – National Archives of Slovenia Daniel Oliveira – European Commission Elena Cortes Ruiz – State Archives of Spain Jef Schram – European Commission Lucie Verachten – European Council Local Committee Ana Raquel Bairrão - IST / INESC-ID José Borbinha - IST / INESC-ID João Cardoso - IST / INESC-ID João Edmundo - IST / INESC-ID Alexandra Mendes da Fonseca - Caixa Geral de Depósitos Bruno Fragoso - Imprensa Nacional da Casa da Moeda Maria Rita Gago - Município de Oeiras António Higgs Painha - IST / INESC-ID Denise Pedro - IST / INESC-ID Diogo Proença - IST / INESC-ID Susana Vicente - IST / INESC-ID Ricardo Vieira - IST/INESC-ID i Blank page ii CONTENTS Session: Keynote Speaker 1 e-Residency in e-Estonia Taavi Kotka, Janek Rozov, Liivi Karpištšenko ............................................................................................. 1 Session: Records Management and Governance Bringing legacy and physical content under Governance Jean Mourain, François Chazalon ................................................................................................................ 6 Risk-based appraisal and selection of records in The Netherlands: development of new tools Charles Jeurgens ............................................................................................................................................ 7 Building a risk based records management governance for the City of Rotterdam Bart Ballaux and Jeroen van Oss.................................................................................................................. 12 Session: Ingesting Special Records & Databases Preserving digital heritage: a network centric approach Francisco Barbedo, Ana Rodrigues, Lucília Runa and Mário Sant’Ana ..................................................... 17 The modernization, migration and archiving of research register Johanna Räisä and Mirja Loponen .............................................................................................................. 24 Activities to facilitate the authentic interpretation of archived databases Jože Škofljanec and Aleksandra Mrdavšič .................................................................................................... 28 Workshop Information Culture: An Essential Concept for Next Generation Records Management Gillian Oliver and Fiorella Foscarini ............................................................................................................ 31 Session: Information Governance Motivation The role of Information Governance in an Enterprise Architecture Framework Richard Jeffrey-Cook ..................................................................................................................................... 32 One consolidated view of information management references Ricardo Vieira, Liliana Ragageles and Jose Borbinha .................................................................................. 37 Transforming Information Governance Using SharePoint 2010 Stephen Howard ............................................................................................................................................ 42 Session: Records Management Theory in Transition From Casanova to MoReq2010: Ages of Records Bogdan-Florin Popovici ................................................................................................................................ 53 Introducing MoReq, 4th Edition, and what comes next Jon Garde ....................................................................................................................................................... 57 Search, Discovery and Harmonization of Diverse Digital Contents Mikko Lampi, Aki Lassila and Timo Honkela ............................................................................................. 58 Session: Preserving and Accessing Databases Database Preservation Toolkit: a flexible tool to normalize and give access to databases Luis Faria, José Carlos Ramalho and Helder Silva ...................................................................................... 63 iii Practical experiences and challenges preserving administrative databases Mikko Eräkaski ............................................................................................................................................. 69 Long-term access to databases the meaningful way Kuldar Aas, Janet Delve and Rainer Schmidt .............................................................................................. 71 Session: Data Protection Data protection in the archives world – fundamental right or additional burden? Jaroslaw Lotarski and Job Sueters ................................................................................................................. 76 Session: Managing Hybrid Records Reducing complexity of hybrid data at ingest Tarvo Kärberg ................................................................................................................................................ 78 Interdisciplinary Approach for Hybrid Records Management in Belgian Federal Administrations: The HECTOR Research Project Marie Demoulin, Sébastien Soyez, Seth Van Hooland and Cécile de Terwangne ..................................... 80 Session: Archival Services and Tools Research projects as a driving force for open source development and a fast route to market Luis Faria, Miguel Ferreira and Helder Silva .............................................................................................. 83 Open Source Archive Anssi Jääskeläinen and Liisa Uosukainen .................................................................................................... 89 Integration of records management and digital archiving systems: what can we do today? Robert Sharpe, Pauline Sinclair and Alan Gairey ....................................................................................... 92 From retention schedules to functional schemes in the French Ministry of Defence Hélène Guichard-Spica and Anne-Sophie Maure ........................................................................................ 96 Session: Information Governance in Practice Information Governance with MoReq Jon Garde ....................................................................................................................................................... 99 A Maturity Model for Information Governance Diogo Proença, Ricardo Vieira and Jose Borbinha ...................................................................................... 100 Evidence-based Open Government: Solutions from Norway and Spain James Lowry .................................................................................................................................................. 105 Session: Keynote Speaker 7 Can records management be automated? James Lappin ................................................................................................................................................. 106 Session: Keynote Speaker 8 MoReq and E-ARK Jon Garde ....................................................................................................................................................... 112 Session: The Cloud, Social Data, and Big Data Is Big Data governing future memories? Alessia Ghezzi, Estefania Aguilar Moreno and Ângela Guimarães Pereira ............................................... 113 Access and Preservation in the cloud: Lessons from operating Preservica Cloud Edition Robert Sharpe, Kevin O’Farrelly, Alan Gairey, Maïté Braud, Ann Keen and James Carr ......................... 115 iv Session: Education and training Recordkeeping Informatics: Building the Discipline Base Gillian Oliver, Joanne Evans, Barbara Reed and Frank Upward ................................................................ 126 Law and Records Management in Archival Studies: New Skills for Digital Preservation Marie Demoulin and Sébastien Soyez .......................................................................................................... 131 Author Index ..................................................................................................................................... 136 Notes: - Full papers have the title in bold - Full-texts not provided in time have only the abstracts v e-Residency in e-Estonia Taavi Kotka Janek Rozov Liivi Karpištšenko Deputy Secretary General for Department of Information Society Department of Information Society Communication and State Information Services Development Services Development Systems Ministry of Economic Affairs and Ministry of Economic Affairs and Ministry of Economic Affairs and Communications Communications Communications Harju
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