as an archive- strategist, archive-coordinator and also as a product manager for historical maps and archives 3 years at the Military Archive of Sweden - Map department Member of Swedish ISO/SIS Member of Euro SDR (Spatial data research – archiving ) Certified business architect Göran Samuelsson, Ph.D History, Assoc Prof. in Archives and Information Science at Mid Sweden University since October 2004
- MISSION TOOLS AND METHODS - THE ARCHITECT - MISSION, TOOLS AND METHODS - DIFFERENCES AND SIMILARITIES IF WE DON’T HAVE GLUE OF WHATS CREATING OUT THERE HOW WOULD WE BE ABLE TO DECIDE WHAT WE SHOULD PRESERVE
INFORMATION MANAGEMENT AT THE MID SWEDEN UNIVERSITY DEVELOP MODELS FOR ELECTRONIC INFORMATION MANAGEMENT DEVELOPING A DIGITAL SYSTEMS LABORATORY www.miun.se Centre for Digital Informa0on Management
PUBLIC RECORDS MUST BE PRESERVED, KEPT AND MANAGED SO THAT THEY MEET THE RIGHTS OF 1. ACCESS TO PUBLIC RECORDS, 2.THE NEED FOR JUSTICE AND ADMINISTRATION 3. RESEARCH Since 1766 Sweden has had a Freedom of the Press Act. It provides each and every one of us free access to all records of central and local government. That is the so- called ”Offentlighetsprincipen” Records managers = Archivist
FÖR BEVARANDE HOS MYNDIGHETEN 1 § THE ELECTRONIC DOCUMENTS SHALL CONTINUOUSLY BE PRODUCED, TRANSMITTED, RECORDED, HANDLED, STORED AND MANAGED SO THAT THEY CAN BE PRESENTED REPEATEDLY DURING THE TIME THAT THEY WILL BE PRESERVED…
FOR PRESERVATION OF ELECTRONIC DOCUMENTS 1 § THE AGENCY SHALL ESTABLISH A STRATEGY FOR PRESERVATION OF ELECTRONIC DOCUMENTS.. AV STRATEGIN SKA FRAMGÅ VILKA ÅTGÄRDER MYNDIGHETEN AVSER ATT VIDTA FÖR ATT SÄKERSTÄLLA ETT BEVARANDE AV HANDLINGARNA. ÅTGÄRDERNA SKA DOKUMENTERAS I ENLIGHET MED 2 §. STRATEGIN SKA CONTINUOUSLY BE SUPPLEMENTED AND UPDATED.
DOCUMENT/ INFORMATION LEVEL (INFO-OBJECT) 5 KAP. DOCUMENTATION 1 § THE AGENCY SHALL DOCUMENT THE ELECTRONIC RECORDS SO THAT THEY CAN BE PRODUCED, TRANSMITTED, HANDLED, STORED AND MANAGED IN A PROPER WAY DURING THE TIME THAT THEY WILL BE PRESERVED. THE DOCUMENTATION MUST BE PRESENTED GATHERED THE DOCUMENTATION SHALL BE LINKED TO OR INTEGRATED WITH THE AGENCY ARCHIVE (ARCHIVAL DESCRIPTION).
AN ARCHIVAL DESCRIPTION THAT MAKES IT POSSIBLE TO: - UNDERSTAND THE RELATIONSHIPS BETWEEN BUSINESS AND ACTIONS, - GIVE A TOTAL OVERVIEW OF THE DOCUMENTATION - MAKE IT POSSIBLE TO SEARCH IN THIS DOCUMENTATION - SUPPORT THE HANDLING AND MANAGEMENT OF THESE DOCUMENTS. § 2 ……MUST COVER ALL THE AGENCY'S DOCUMENTS
CAN BE PRESENTED IN THE FORM OF: – A PRESENTATION ABOUT THE ARCHIVES – A CLASSIFICATION STRUCTURE WITH PROCESS DESCRIPTIONS AND – AN ARCHIVAL INVENTORY ARCHIVE PRESENTATION DATA SHOULD BE RELATED TO EACH OTHER OVER TIME
decomposition and description Business process analysis Requirements for records Describe IT-system METHODOLOGY FOR BUSINESS ANALYSIS AND DOCUMENT CLASSIFICATION
rullande budget som revideras kvartalsvis, baserat på orderingång och faktureringsprognos. Prognoser görs kvartalsvis med stöd av månatliga rapporter och utdrag ur ekonomisystemet. Årsbokslut färdigställs under 1:a kv efterföljande år, lämnas till revisor senast april och till PRV:s bolagsbyrå senast 30 juni. Aktiviteter: Direktiv, Underlag, Förslag, Beslut, Prognoser, Delbokslut, Årsbokslut Directive, papers, proposals, decisions, forecasts, quarterly financial statements, Annual reports Informationsbehandling: Ekonomisystemet samt Office används. Handlingar till budget och bokslut bevaras t v endast i pappersformat. 1. Make a basic description over the business purpose etc 2. Describes the activities 3. Make a process map –represented graphically 4. Document the most important processes
format, storage, media Rentention and disposal plan appraisal Plan for storage and handling Plan for transfer long- term preservation Mapping records metadata The next step…Requirements for records Determine the archive format and storage medium for digital documents Describe the storage conditions Decide on the appraisal/disposal Select archive format (for long- term preservation) Is the documentation sufficient - metadata
Förvar Inköp av media Sambindningslistor S P Avd 1 år - Inköpsförslag och gallringsförslag S P Avd (Word) (N) Vid inakt - Minnesanteckningar, tidskrifts- inköpsmöten S P Avd Word N 10 år - o s v Kultur- och fritidsnämnden Kultur - Museum - Bibliotek Information - Program - Mediaförsörjning Inköp av media - Katalogisering - Libra-registrering - Cirkulation - Fjärrlån - Mediagallring Officepaketet, Libra Dokumentombud Process (rubrik) -Handlingsslag -Handlingsslag - Registrering D/P/V/S Analoga dokument Digitala dokument Bevaras eller Gallr- frist Leverans- frist till Kommun- arkivet Format vid arkivering I Bengtsson Business Process Activity purchase of media The documents SUMMING-UP IN FORM OF A DOCUMENTPLAN
BORN THAT SOON CAME TO BE KNOWN AS ENTERPRISE ARCHITECTURE. THE FIELD INITIALLY BEGAN TO ADDRESS TWO PROBLEMS: – System complexity—Organisa0ons were spending more and more money building IT systems; and – Poor business alignment—Organisa0ons were finding it more and more difficult to keep those increasingly expensive IT systems aligned with business need
planned and never deliver the promised quality and information.” ”They have no competence as purchasers, they can’t identify their requirements and they can’t communicate them to us.” Mr. Business Mr. IT
AGENCY AND DESCRIBES THE TECHNOLOGY AND INFORMATION NEEDED TO PERFORM THAT MISSION, ALONG WITH DESCRIPTIONS OF HOW THE ARCHITECTURE OF THE ORGANISATION SHOULD BE CHANGED IN ORDER TO RESPOND TO CHANGES IN THE MISSION (UNITED STATES GOVERNMENT) … THE PROCESS OF TRANSLATING BUSINESS VISION AND STRATEGY INTO EFFECTIVE ENTERPRISE CHANGE BY CREATING, COMMUNICATING AND IMPROVING THE KEY REQUIREMENTS, PRINCIPLES AND MODELS THAT DESCRIBE THE ENTERPRISE'S FUTURE STATE AND ENABLE ITS EVOLUTION (GARTNER) … THE ORGANISING LOGIC FOR BUSINESS PROCESSES AND IT INFRASTRUCTURE REFLECTING THE INTEGRATION AND STANDARDIZATION REQUIREMENTS OF THE COMPANY'S OPERATING MODEL … THE DESIRED STATE OF BUSINESS PROCESS INTEGRATION AND BUSINESS PROCESS STANDARDISATION FOR DELIVERING GOODS AND SERVICES TO CUSTOMERS (PETER WEILL, MIT CENTER FOR IS RESEARCH)
CIRCUMSTANCES, INCLUDING – Public or private sector organiza0ons – An en0re business or corpora0on – A part of a larger enterprise (such as a business unit) – A conglomerate of several organisa0ons, such as a joint venture or partnership – A mul0ply outsourced business opera0on THE TERM ENTERPRISE INCLUDES THE WHOLE COMPLEX, SOCIO-‐TECHNICAL SYSTEM, INCLUDING: – people – informa0on – technology – business (e.g. opera0ons) DEFINING THE BOUNDARY OR SCOPE OF THE ENTERPRISE TO BE DESCRIBED IS AN IMPORTANT FIRST STEP IN CREATING THE ENTERPRISE ARCHITECTURE. “ENTERPRISE” MEANS MORE THAN THE INFORMATION SYSTEMS EMPLOYED BY AN ORGANISATION. COMPOSING HOLISTIC SOLUTIONS THAT ADDRESS THE BUSINESS CHALLENGES OF THE ENTERPRISE AND SUPPORT THE GOVERNANCE NEEDED TO IMPLEMENT THEM (GARTNER).
METHODS AND TOOLS TO CAPTURE THE STRUCTURE AND DYNAMICS OF AN ENTERPRISE. IN DOING SO, THEY PRODUCE TAXONOMIES, DIAGRAMS, DOCUMENTS AND MODELS. 1. The Zachman Framework for Enterprise Architectures—Although self-‐ described as a framework, is actually more accurately defined as a taxonomy 2. The Open Group Architectural Framework (TOGAF)—Although called a framework, is actually more accurately defined as a process 3. The Gartner Methodology—Can be best described as an enterprise architectural prac0ce Blended methodology. Choose bits and pieces from each of these methodologies, and modify and merge them according to the specific needs of your organisa0on.
stable data, oriented towards the person, infrastructure or product. Business activities are less stable and have a high modification rate with additional data.
AND INTERESTING TO BUSINESS • HAVE ONE OR MORE CHARACTERISTICS • MAY EXIST AS A SEPARATE ITEM Metadata Object EMPLOYEE EMPLNO NAME ADDRESS PHONE NO Attribute Key EMPLOYEE STAFF No NAME ADDRESS PHONE NO 1234 Malmgren Birgit Lövstigen 23 08-252610 3418 Månsson Bertil Storgatan 16A 0431-16105 4567 Malmgren Birgit Riddarvägen 32 0523-61200 9291 Malmqvist Owe Lövstigen 23 021-147031
in the current system we develop a matrix where we have the most important systems and indicate which information objects is supported by which system Modeling the business Analyze the implications and Opportunities
the same data is created in multiple processes. It's not good to have different systems that create the same data. Second, it shows that a particular process is dependent on the data produced in another process. This shows the necessity of making data available in the entire operation to duplication. Here is a great potential for improvement. What information objects is stored in the different data systems
AND MAKES IT AVAILABLE 2. MAKE DATA/INFORMATION SYSTEM STRUCTURE INDEPENDENT OF THE ORGANIZATION 3. ENSURE THAT INFORMATION RESOURCE SUPPORTING THE BUSINESS DEVELOPMENT
WITH ARCHIVIST INFORMATION MODELING IS SUPPLEMENTED AND HARMONIZED WITH THE ARCHIVIST DOCUMENT PLAN NEED FOR COLLABORATION - OTHERWISE IMPOSSIBLE TO ACHIEVE THE AMBITION OF RA-FS 2009:1 PROPOSAL FOR THE DIVISION OF LABOR
ESPECIALLY IN THE ANALYSIS OF AN ORGANISATION’S BUSINESS ACTIVITIES. A FUNCTIONAL ANALYSIS CLOSELY MATCH THE BUSINESS LAYER OF AN ENTERPRISE ARCHITECTURE. BUSINESS CLASSIFICATION SCHEMES CAN THEREFORE BE VERY USEFUL RESOURCES TO SHARE.
AND DISPOSAL AUTHORITIES, RECORDS CONTROL SYSTEMS, PRESERVATION REGULATIONS) UNDERSTANDING OF BUSINESS AND REGULATORY REQUIREMENTS RELATING TO ARCHIVE/RECORD WILL HAVE VALUE FOR ARCHITECTS RECORDS AND ARCHIVE MANAGERS
BUT ENTERPRISE ARCHITECTURE I ALSO USED AS A STRATEGIC TOOL TO DIRECT THE COURSE OF ORGANISATIONAL CHANGE. START WITH A “TODAY” AND ENDS UP WITH HOW IT COULD LOOK IN THE FUTURE. LINKING ARCHIVE/RECORDS MANAGEMENT GOALS TO THAT VISION OF AN ORGANISATION’S FUTURE A COLLABORATION WILL IMPROVE AND PROMOTE THE STRATEGIC DEVELOPMENT OF THE ORGANISATION’S ARCHIVE/ RECORDS MANAGEMENT CAPACITY. ARCHIVE AND RECORDS MANAGEMENT
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