ERPANET Seminar Fontainebleau

Transcription

1 ERPANET Seminar Fontainebleau Jan 29-30, 2003 Archiving policies at the

2 Archiving policies Table of content 1. Statute and operational tasks 2. Framework for partnerships 3. Archiving needs 4. Experiences 5. Future orientations 6. References

3 1. Statute and operational tasks Official editor for European institutions and organs by Council decision European Investment Bank European Commission Council of Ministers Court of Justice Committee of the Regions European Parliament Decentralized Agencies Economic and Social Committee

4 1. Statute and operational tasks Operations: out-sourced production, dissemination archiving and commercialization of Daily print of 3 Official Journals (series C (+CE), L, and S on CD-Rom) pages of paper publications, CD-Roms, Web-sites and legal documents in 11 languages, soon 20 Active participation in working groups on printing and publication technologies

5 2. Framework for partnerships Partners: Authoring entities Printing houses Shipment and sales logistics IT-contractor and services

6 2. Framework for partnerships Rules of functioning: Council regulations for mandatory publications (OJ) Public calls for tenders (EU wide) 3 to 5 year term contracts (renewable) Service level agreements (institutions) Guidelines and decisions from board of directors

7 3. Archiving needs What has to be archived and how long? Legal documents: unlimited Official Journals: unlimited, as from 1952 Case law: unlimited Paper series and as long as monographies: clients request Internal paper files: rules under work Web-content: volatile, rules under work These preservation rules apply to both paper and electronic documents

8 3. Archiving needs Implementation Large public interest in archives (lawyers, administrations, students, SMEs) Image standards allow global use - TIFF G4 and PDF for Official Journals - PDF for all non-mandatory publications Exportation and conversion enabled by use of high-level data standards (FORMEX, SGML based grammar for logical document markup, RTF) Partial data extraction possible (notices in USMARC) for libraries Optional XML/XSLT formats with new tools High resource allocation to meta-data generation

9 Implementation - Logical collections Name Content Formats Owner EUDOR OJs, DOC-COM, TIFF, PDF, XML, OPOCE (Master base) other publications MPEG,... CELEX Legislation, second. docs HTML Council/OPOC EUR-LEX OJs last 45 days TIFF, PDF, HTML OPOCE TED Recent calls for tender Database (XML) OPOCE Historical Secondary index of Database + Commission archives paper files phys. archive ADONIS Current paper files PDF + index Commission LEGISWRITE Official documents RTF Commission, in preparation PE, Council

10 Implementation - Example of a DTD <!DOCTYPE ACT [ <!ENTITY % BTX "(#PCDATA ADDR ANNOTATION DLIST EXPL.CALL FILM FOR.INSERT FORMULA FT GR.ANNOTATION GR.DLIST GR.FORMULA GR.SEQ GR.TBL INCLUDE.DOC INCLUDE.ELEM LIST NOTE P QT SIC TBL VL)*" > <!ENTITY % BTX.SEQ "(ADDR ANNOTATION DLIST FILM FORMULA GR.ANNOTATION GR.DLIST GR.FORMULA GR.SEQ GR.TBL INCLUDE.ELEM LIST P QT TBL)*" > <!ENTITY % BTX.FORM "(#PCDATA DLIST EXPL.CALL EXPR FOR.INSERT FT GR.DLIST GR.TBL IND LIST NOTE OVER QT ROOT SIC TBL)*" > <!ENTITY % CALL.GLOS SYSTEM "glos.ent" > %CALL.GLOS; <!ENTITY % CALL.CHAR SYSTEM "fmx_char.ent" > %CALL.CHAR; <!ENTITY % CALL.PUB SYSTEM "pub.ent"

11 Implementation - Example of SGML stream <ACT LEG.VAL="REG" LG="EN"><REF.DTD VERSION="3.0.2/Final" DATE=" ">ACT</REF.DTD><OJ.PUB><COLL.OJ>L</COLL.OJ><NO. OJ>22</NO.OJ><YEAR.OJ>2003</YEAR.OJ><LG.OJ>EN</LG.OJ><NO.SEQ>00 2</NO.SEQ><PAGE.FIRST>3</PAGE.FIRST><SEQ.PAGE>1</SEQ.PAGE></OJ. PUB><TI.DOC><P><FT TYPE="UC">Commission Regulation</FT> (EC) No 128/2003</P><P>of 24 January 2003</P><P>concerning the opening of tariff quotas applicable to the importation into the European Community of certain processed agricultural products originating in Switzerland and in Liechtenstein</P></TI.DOC><PREAMBLE><INT.PR>&dba002aen;</INT.PR><G R.VISA><VISA NO.SEQ="001">Having regard to the Treaty establishing the European Community,</VISA><VISA NO.SEQ="002">Having regard to Council Regulation (EC) No 3448/93 of 6 December 1993 laying down the trade arrangements applicable to certain goods resulting from the processing of agricultural products<note TYPE="NUM"><FT TYPE="REFOJ">OJ L 318, , p. 18</FT>.</NOTE>, as last amended by Regulation (EC) No 2580/2000<NOTE TYPE="NUM"><FT TYPE="REFOJ">OJ L 298, , p. 5</FT>.</NOTE>, and in particular Article 7(2)

12 ... and the corresponding page in PDF... see ADOBE Acrobat Reader...

13 4. Experiences What has worked well: ( Commitment to application-neutral data format supports open architecture Separation of content, grammar rules and presentation has proven its worthiness Usage of XML in transmission protocols very handy Outsourcing of contracts made archive conversion easy Stability over 3 to 5 years offers a reasonable cost/revenue ratio Meta-data generation enhances value of data collections In-house training allows personnel to update knowledge

14 4. Experiences What has worked less well: ( Access speed to and transfer capacity from master archive have to be improved (cash technology) Current image tools fail on legal authentification, digital signature is needed urgently Fast changing generations of Web tools (HTML, XML) generate high costs in development Rising number of EU languages does not allow complete update of backlog Archiving selection criteria are very complex to define

15 5. Future priorities More investments in user friendly Web-services and meta-data generation (EU-Bookshop) More transparent interinstitutional data collections Better user guidance Cost reduction by centralizing scanning and indexing operations Enforcing central production tools Investment in e-commerce

16 6. References Some useful links for EU-Surfers: European institutions: europa.eu.int Office for Publications: publications.eu.int CELEX: europa.eu.int/celex EUR-LEX: europa.eu.int/eur-lex TED (Tender Electronic ted.publications.eu.int Daily) Historical archives: europa.eu.int/historical_archives/index_en.htm EU-Bookshop: planned second half of 2003