E-ARK Partners


Scope:       Integration between a live document managements system and digital archiving and preservation service

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The life cycle of a record that needs to be archived usually falls into three phases:

    (1) When the metadata and data are ‘live’ being used and modified regularly.

    (2) When the metadata and data are archived for a short period – say up to 5 years.

    (3) When the metadata and data are moved to a long-term repository for permanent conservation.

The aim of this pilot is to assess the efficacy of the E-ARK Information Package Specification which defines how metadata and data should be packaged in order to move records between these phases. The pilot aims to do it in a way that no relevant data or metadata is lost in the process. To accomplish that goal, a special integration tool has been developed that implements the specification and orchestrates the entire transfer process.



The information package used has proved effective in terms of its flexibility and ability to cope with multiple data types. The pilot transferred roughly 2 TB of data between the archival service and the long-term preservation service., the institution’s archival service is not yet prepared to face the challenges of long-term digital preservation, so the records that have been selected for permanent conservation are then transferred to a long-term digital repository (the third phase).pilot is working with a public institution whose records have been initially produced and managed in an electronic records management system. There is a mandate for these to be archived after their “live” phase and the first part of the pilot focusses on the assessment of the adequacy of the Information Package structure and the efficiency of the integration tool in handling the data and metadata – and supporting documentation - as it moves from the original system to the institution’s own internal archival service (the second phase).

The pilot also hopes to examine the earlier stages of the transfer of data and information and test the E-ARK tools in that phase.


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