20021025 \  Artikel \  Document Lifecycle Management for the European Public Sector (2)
Document Lifecycle Management for the European Public Sector (2)
Keynotevortrag von Dr. Ulrich Kampffmeyer, Geschäftsführer der PROJECT CONSULT Unternehmensberatung, Mitglied des Board of Directors der AIIM International und Vorsitzender des DLM-Forum Scientific Committee der DLM-Forum Konferenz Barcelona 2002. Teil 2 des Artikels (Teil 1 des Artikels wurde im PROJECT CONSULT Newsletter 20020925Newsletter 20020925 veröffentlicht, Teil 3 wird in der kommenden Ausgabe des Newsletter erscheinen).
Best Practice
In 1999 as a result of the second DLM-Forum the DLM Monitoring Committee issued a “DLM-Message to the ICT Industry” and a “Consultative Document” (INSAR; Proceedings of the DLM-Forum on Electronic Records, Brussels 1999, pp. 345, 349; European Communities 2000) to address the needs of the DLM community. In 2000 the ICT industry, represented by a group of independent industry specialists from Germany, the Netherlands, Sweden and the United Kingdom, presented the “Answer to the DLM-Message to the ICT Industry” (INSAR, Vol. 8, pp. 1,3, Brussels 2000). The answer to the DLM-message included several proposals on educational activities to be supported by the ICT industry.
Based on this initiative, AIIM International, the global association for ECM Enterprise Content Management, launched a series of six industry white papers to address the special needs of public sector archives and to present practical solutions (Industry White Papers on Records, Document and Enterprise Content Management, Series, AIIM International Europe, Datchet, UK, 2002; ISBN 3-936534-00-4).
The industry white paper series was endorsed by Erkki Liikanen, Member of the Commission for Enterprise and Information Society. Liikanen states
The importance of providing public access and long-term preservation of electronic information is seen as a crucial requirement to preserve the “Memory of the Information Society” as well as improving business processes for more effective government. Solutions need to be developed that are, on the one hand, capable of adapting to rapid technological advances, while on the other hand guaranteeing both short and long-term accessibility and the intelligent retrieval of the knowledge stored in document management and archival systems. Furthermore, training and educational programmes on understanding the technologies and standards used, as well as the identification of best practice examples, need to be addressed.
The AIIM/DLM white papers are to demonstrate the ability of the ICT industry to deliver solutions to the major known problems and address the following topics:
   
 ·
Capture, Indexing & Auto Categorisation
 ·
Conversion & Document Formats
 ·
Content Management
 ·
Access & Protection
 ·
Availability & Preservation
 ·
Education, Training & Operation
The following chapters summarise the content of the six publications, which focus on “common” and “best practice”, standardisation, and trends.
IWP1  
Capture, Indexing and Auto-Categorisation
This white paper on intelligent methods for the acquisition and retrieval of information stored in digital archives was authored by the company SER AG, a leading supplier of knowledge management, automatic classification and archival technologies from Germany. SER delivers as well workflow solutions supporting the DOMEA standard of the German public sector.
The white paper addresses the ever-increasing overload of information. An individual can read approximately 100 pages per day, but at the same time 15 million new pages are added to the Internet daily. Our limited human capabilities can no longer filter out the information that is relevant to us. We therefore need the support of a machine which facilitates the exchange of knowledge by storing information and enabling personal, associative access to it through the lowest common denominator in human communication: The common human index is natural written and spoken language. All other types of indexing are limited aids which humans must first learn to use before they can employ them. The standard has already been set and recognised as natural language, but systems which have adapted this natural standard are stilling missing.
The seven chapters of the white paper deal with the importance of safe indexing, methods for indexing and auto-categorisation, the role of databases, standards for indexing, best practice applications and an outlook on citizen portals and natural language based portals. Special focus topics are high speed data entry, OCR/ICR recognition technologies, and knowledge based indexing and access. The two described applications from the Statistical Office of the Free State of Saxony and the computer magazine CHIP give an overview about the efficient use of automated indexing and categorisation of unstructured information.
IWP2 
Conversion and Document Formats
This white paper on backfile conversion and format issues for information stored in digital archives was prepared by HP Hewlett Packard, a worldwide leading supplier of computer hardware and storage solutions. For long-term archival HP offers digital optical media and jukeboxes to automatically manage the media.
The white paper addresses the issues which arise when considering the conversion of existing physical archives, that contain documents of different formats and types, into electronic format. These issues are broad in nature including the logistics of capture involving high volumes; the determination of appropriate strategies and tactics, for both delivering the conversion and maintaining normal business operations in the process; and the adoption of appropriate, reliable and sustainable document formats.
The first chapters describe the “bottleneck of conversion”, types of information, information capture and standards for formats. Focus is laid on topics like long lasting archive formats, strategies for long-term information management, standards for storage formats and migration paths. The four best practice applications are from the Department of Forestry, Sanctuary Housing Association, Staffordshire County Council, and Levy Gee. The last chapter gives an insight on conversion strategies and the value of archives.
IWP3 
Content Management
The third white paper authored by the leading manufacturer of archival, document management and workflow management software, FileNET, concentrates on the topic managing the lifecycle of information. FileNET provides enterprise content management solutions to the public sector worldwide.
The paper defines content management and the various technologies it embraces. It examines the differences between several content management architectures and the different types of solutions being deployed today. The white paper explains the different functionalities included in content management solutions and outlines the relevant standardisation bodies, definitions and technologies. The mentioned best practice applications feature examples from both the private and public sector. It forecasts the future of content management and identifies possible trends and developments.
Special focus is laid on areas like scalability and availability of systems, internet technologies, electronic archives as backbone infrastructure of modern information systems, and new standards for electronic documents. The seven chapters of the white paper cover “From archival to enterprise content management”, architectures and integration issues, necessary functionality, content management standards, and an outlook on E-Government and “E-Merging technologies”. The volume contains several best practice applications including the solutions of the Federal Foreign Office, New Jersey Division of Revenue, and others.
IWP4 
Access and Protection
White paper four adresses the problems of managing open access and information protection. It was provided by IBM, the leading systems and solutions provider. IBM has been engaged in numerous E-government projects and installed a great number of electronic archives in the public and the private sector.
In this paper the key topics for user and information access are addressed. Issues regarding litigation, privacy protection and networks attacks need to be addressed in order to provide  secure access to citizens. The ability to locate and identify  relevant information is becoming key - with the portal as a paradigm for the rich function needed for information access. Planning for any significant IT application requires knowledge about standards – in particular with open application that will interact with many other systems. Protection of public information is not only about how to avoid hacker attacks. Governments need validated audit trails of their information interchange with their citizens, and there is a need for building proof of authenticity into the information infrastructure. The white paper also describes the main drivers for architectural change.
Special focus is given to topics like digital rights protection, audit trails and logging, and standards for access, architectures, security and directory services for user rights management. The chapters of the white paper cover “The challenge of open access”, methods of accessing and protecting public information, and standards for access and protection. The best practice applications are describing the solutions of the cities of Naestved and Skurup in Danmark, and of the National Danish Art Museum. The outlook gives an overview about technology benefits and critical success factors.
IWP5 
Availability and Preservation
This fifth industry white paper, authored by KODAK, covers issues of long-term availability and preservation of digital information. KODAK specialises in both, analogue microfilm and digital optical storage technologies for long-term preservation of records, documents and media assets. The company was one of the early providers of these technologies and has numerous reference installations worldwide.
The paper offers Kodak’s perspective on the long-term retention and availability of digital information. Digital documents require management just as their paper-based forerunners do. The electronic technologies used to create, distribute, and store them present special problems for archiving this information as time advances. Successive iterations of technology, inevitable media decay, and their inherent editability ill-suits them for long-term keeping in their native formats. A reference archive of permanent document images offers a cost effective long-term solution. By rendering digital information to microfilm as uncoded, analogue images, organisations may create technology-proof repositories. The information stored has to be made available for decades even centuries including issues of migration and secure storage media.
The focus topics include migration issues, advice on mix of technologies, standards for formats and the use of reference archive media systems. The white paper contains chapters on “The virtual memory” and “Long-term archival”. The described best practice applications are the United Kingdom Census 2001 and the State of Virginia. The last chapter provides an insight on digital preservation strategy and benefits with reference archives.
IWP6 
Education, Training and Operation
Industry white paper number six was jointly authored by the UCL University College of London, TRW systems, Austria, and communicando, Italy. The white paper addresses changing role of records managers: “From the traditional archivist to the information manager”. UCL is one of the developers and providers of E-TERM educational programmes. TRW systems and communicando are providing E-learning solutions. The idea behind this white paper is not only to use electronic solutions to manage records, documents and assets, but to use software as well to provide education to archivists and records managers.
The white paper looks at issues of education, training and information management in an electronic world. It considers the challenges faced by universities and institutions of higher education, some of the new pedagogic methods under development and the new possibilities for continuing professional development and lifelong learning. It analyses the market drivers and requirements for E-learning, discusses some of the potential benefits of software based learning and argues that businesses and corporate institutions in the 21st century must have and implement a learning and training vision.
The main topics of the white paper focus on “Archivists and information managers”, managing and maintaining digital archives, education and training requirements, computer-based training and e-learning. Special respect is given to how to qualify records managers for the digital age, how to train effectively, and how to run projects to implement solutions. The best practice examples were provided by communicando on Business-to-Business and Business-to-Consumer solutions. The final chapter describes possible ways from strategy to implementation and the requirements of change management.
Der 3. und letzte Teil dieses Beitrags erscheint im nächsten PROJECT CONSULT Newsletter im November 2002. Die sechs AIIM / DLM Whitepapers können über die PROJECT CONSULT Webseite abgerufen werden.
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