D2.5 Recommended Practices and Final Public Report on Pilots DELIVERABLE Project Acronym: E-ARK Grant Agreement Number: 620998 Project Title: European Archival Records and Knowledge Preservation DELIVERABLE DETAILS DELIVERABLE REFERENCE NO. 2.5 DELIVERABLE TITLE Recommended Practices and Final Public Report on Pilots REVISION 1.0 AUTHOR(S) Name(s) Organisation(s) István Alföldi National Archives of Hungary (NAH) István Réthy REVIEWER(S) Name(s) Organisation(s) Andrew Wilson University of Brighton (UoB) Clive Billenness D2.5 Recommended Practices and Final Public Report on Pilots Project co-funded by the European Commission within the ICT Policy Support Programme Dissemination Level P Public X C Confidential, only for members of the Consortium and the Commission Services REVISION HISTORY AND STATEMENT OF ORIGINALITY Submitted Revisions History Revision No. Date Authors(s) Organisation Description 0.1 05/01/17 István Alföldi NAH Draft document structure 0.2 12/01/17 István Rethy NAH Extended document structure 0.3 19/01/17 István Rethy NAH First Draft 0.4 – 0.7 23/01/17 István Alföldi NAH Draft 0.8 26/01/17 István Rethy NAH Internal Review 0.9 30/1/17 István Alföldi NAH Final Review 1.0 7/2/17 István Alföldi NAH Final version Contributions are also acknowledged from Anders Bo Nielsen (DNA) Phillip Mike Tømmerholt (DNA) Alex Thirifays (DNA) Hans Fredrik Berg (NAN) Terje Pettersen-Dahl (NAN) Arne-Kristian Groven (NAN) Tarvo Kärberg (NAE) Karin Oolu (NAE) Raivo Ruusalepp (EBA) Ats Rand (EBA) Gregor Završnik (NAS) Boris Domajnko (NAS) Joze Skofljanec (NAS) Miguel Ferreira (KEEPS) Zoltán Lux (NAH) Mezei József (NAH) Clive Billenness (UoB) D2.5 Recommended Practices and Final Public Report on Pilots Statement of originality: This deliverable contains original unpublished work except where clearly indicated otherwise. Acknowledgement of previously published material and of the work of others has been made through appropriate citation, quotation or both. D2.5 Recommended Practices and Final Public Report on Pilots Table of Contents EXECUTIVE SUMMARY .......................................................................................................................................... 1 PLANNING AND EXECUTING THE E-ARK PILOTS ...................................................................................................... 4 PILOT PLANNING IN THE DESCRIPTION OF WORK (DOW) ............................................................................................................ 4 PILOT PLANNING DURING THE PROJECT .................................................................................................................................... 4 PILOT PREPARATION ............................................................................................................................................................. 5 PILOT EXECUTION .............................................................................................................................................................. 11 PILOT EVALUATION............................................................................................................................................................. 18 OVERVIEW OF THE E-ARK PILOTS ........................................................................................................................ 19 Full-scale pilots and OAIS process ............................................................................................................................. 20 Full-scale pilots and E-ARK uses-cases ...................................................................................................................... 21 Pilots using E-ARK tools and format specifications ................................................................................................... 22 PILOT REPORT .................................................................................................................................................... 23 PILOTS 1 - SIP CREATION ON RELATIONAL DATABASES .............................................................................................................. 23 Scenarios ................................................................................................................................................................... 25 Execution report ........................................................................................................................................................ 28 Changes to the original plans .................................................................................................................................... 30 Feedback report ........................................................................................................................................................ 30 Recommended practices and further recommendations .......................................................................................... 31 PILOTS 2 - SIP CREATION AND INGEST OF RECORDS .................................................................................................................. 32 Scenarios ................................................................................................................................................................... 34 Execution report ........................................................................................................................................................ 37 Changes to the original plans .................................................................................................................................... 37 Feedback report ........................................................................................................................................................ 37 Recommended practices and further recommendations .......................................................................................... 38 PILOTS 3 - SIP CREATION AND INGEST OF RECORDS .................................................................................................................. 40 Scenarios ................................................................................................................................................................... 42 Execution report ........................................................................................................................................................ 45 Changes to the original plans .................................................................................................................................... 47 Feedback report ........................................................................................................................................................ 47 D2.5 Recommended Practices and Final Public Report on Pilots Recommended practices and further recommendations .......................................................................................... 48 PILOTS 4 - BUSINESS ARCHIVES ............................................................................................................................................ 49 Scenarios ................................................................................................................................................................... 51 Execution report ........................................................................................................................................................ 53 Changes to the original plans .................................................................................................................................... 53 Feedback report ........................................................................................................................................................ 54 Recommended practices and further recommendations .......................................................................................... 54 PILOTS 5 - PRESERVATION AND ACCESS TO RECORDS WITH GEODATA ........................................................................................... 55 Scenarios ................................................................................................................................................................... 57 Execution report ........................................................................................................................................................ 60 Changes to the original plans .................................................................................................................................... 61 Feedback report ........................................................................................................................................................ 61 Recommended practices and further recommendations .......................................................................................... 62 PILOTS 6 - INTEGRATION BETWEEN A LIVE DOCUMENT MANAGEMENT SYSTEM AND DIGITAL ARCHIVING AND PRESERVATION SERVICE...... 64 Scenarios ................................................................................................................................................................... 66 Execution report ........................................................................................................................................................ 68 Changes to the original plans ...................................................................................................................................