Ref. Ares(2018)3256671 - 20/06/2018 ISA2 ACTION 2017.01 STANDARD-BASED ARCHIVAL DATA MANAGEMENT, EXCHANGE AND PUBLICATION STUDY FINAL REPORT Study on Standard-Based Archival Data Management, Exchange and Publication Final Report DOCUMENT METADATA Property Value Release date 15/06/2018 Status: Final version Version: V1.00 Susana Segura, Luis Gallego, Emmanuel Jamin, Miguel Angel Gomez, Seth Authors: van Hooland, Cédric Genin Lieven Baert, Julie Urbain, Annemie Vanlaer, Belá Harsanyi, Razvan Reviewed by: Ionescu, Reflection Committee Approved by: DOCUMENT HISTORY Version Description Action 0.10 First draft 0.90 Version for Review 0.98 Second version for Review 0.99 Third version for Acceptance 1.00 Final version 2 Study on Standard-Based Archival Data Management, Exchange and Publication Final Report TABLE OF CONTENTS Table of Contents ........................................................................................................................ 3 List of Figures ............................................................................................................................. 8 List of Tables ............................................................................................................................. 10 1 Executive Summary ........................................................................................................... 14 2 Introduction ........................................................................................................................ 16 2.1 Context ........................................................................................................................... 16 2.2 Objectives of the Final Report ........................................................................................ 17 3 Approach and methodology ............................................................................................. 18 3.1 General approach ........................................................................................................... 18 3.2 Sources .......................................................................................................................... 19 3.2.1 Archives .................................................................................................................... 19 3.2.2 Initiatives and projects .............................................................................................. 20 4 Business Processes .......................................................................................................... 25 4.1 Objectives ....................................................................................................................... 25 4.2 Approach ........................................................................................................................ 25 4.3 Stakeholders .................................................................................................................. 25 4.4 Functional Model ............................................................................................................ 26 5 Standards and Best Practices .......................................................................................... 29 5.1 Objectives of the inventory ............................................................................................. 29 5.2 Main findings .................................................................................................................. 29 5.2.1 Overview of standards and gaps .............................................................................. 30 5.2.2 Cartography of standards ......................................................................................... 31 6 IT Tools and Solutions ...................................................................................................... 33 6.1 Approach and methodology ........................................................................................... 33 6.2 Overview of IT Tools ...................................................................................................... 34 6.3 IT Tools inventory template ............................................................................................ 36 6.4 Assessment .................................................................................................................... 37 6.4.1 Conclusions of the gap analysis ............................................................................... 38 6.4.2 Cartography of IT Tools ........................................................................................... 39 7 Linked and Open Data Initiatives ..................................................................................... 40 7.1 Introduction ..................................................................................................................... 40 7.2 Context and methodology .............................................................................................. 41 7.2.1 Introduction to Linked and Open Data ..................................................................... 41 7.2.2 Relevance of Linked Data for the archival community ............................................. 48 7.2.3 Relation to the automation of Records and archival practices ................................. 53 3 Study on Standard-Based Archival Data Management, Exchange and Publication Final Report 7.2.4 State of play within the EC on Interoperability ......................................................... 58 7.3 Inventory of current solutions ......................................................................................... 63 7.3.1 Cartography of the Linked Open Data initiatives ..................................................... 70 7.3.2 Potential for Linked Open data at the Archives of the EC ....................................... 71 8 Conclusions ....................................................................................................................... 76 8.1 Inventory of Business Processes (D02) ......................................................................... 76 8.2 Inventory of Standards (D01) ......................................................................................... 77 8.3 Inventory of IT Tools (D03)............................................................................................. 78 8.4 Inventory of Linked Data and Linked Open Data initiatives (D06) ................................. 79 8.5 Comparative Assessment Tool (D04) ............................................................................ 80 9 Recommendations for the Proof of Concept .................................................................. 82 9.1 Architecture of the overall solution ................................................................................. 83 9.2 Proposition for a Proof of Concept ................................................................................. 86 9.2.1 Approach .................................................................................................................. 86 9.2.2 Roadmap .................................................................................................................. 92 10 Annex A: Business Processes ......................................................................................... 95 10.1 Delivery........................................................................................................................... 95 10.1.1 Pre-ingest (digital archives) ...................................................................................... 95 10.1.2 Transfer (non-digital archives) ................................................................................. 97 10.1.3 Digitisation ................................................................................................................ 98 10.2 Acquisition ...................................................................................................................... 99 10.2.1 Ingest (digital archives) ............................................................................................ 99 10.2.2 Accession (non-digital archives) ............................................................................ 100 10.3 Archives Processing ..................................................................................................... 101 10.3.1 Appraisal & Selection ............................................................................................. 101 10.3.2 Sensitivity Review .................................................................................................. 103 10.3.3 Description / Indexation / Enrichment .................................................................... 104 10.4 Preservation ................................................................................................................. 104 10.4.1 Storage Management ............................................................................................. 104 10.4.2 Preservation planning (digital archives) ................................................................. 106 10.4.3 Elimination .............................................................................................................. 108 10.5 Administration ............................................................................................................... 109 10.5.1 Reporting ...............................................................................................................