Archives in the Digital Age - Abderrazak Mkadmi

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records management policies those parts of the specification that are relevant and applicable to the type of organization and to comply with the regulatory requirements of its industry. Not specifying any particular solution, MoReq2010 describes the essential elements that an archiving system should have to ensure effective records management, open and immediate accessibility, retention of documents for as long as they are needed, and proper and rigorous disposal11.

Schematic illustration of MoReq2010 service-based architecture [DLM 10].

      Figure 1.9. MoReq2010 service-based architecture [DLM 10]. For a color version of this figure, see www.iste.co.uk/mkadmi/archives.zip

       – create and collaborate on new documents;

       – capture records in a central repository for easy search and retrieval;

       – integrate common office applications, such as email;

       – make links between records;

       – describe the records in a controlled way to facilitate searches;

       – capture and maintain context-related metadata;

       – assign unique identifiers to records during capture;

       – protect the integrity of information and ensure its security;

       – retrieve information using keywords, creators’ names and registration numbers;

       – prevent recovery of “read-only” copies and limit deletion permissions;

       – share documents and information to enable collaborative work;

       – manage documents in a workflow process;

       – control document versions and access authorizations;

       – apply records retention rules and capture destruction metadata.

      ECM (Enterprise Content Management) is a term that has often been confused and used in the same way as ERM, IDMS (Integrated Document Management Systems), RM or even EDRMS. We have previously presented the main characteristics of each of these terms and we have shown that EDRMS has merged the two ERM and RM technologies. Since then, several important evolutions and additions have been made, both to the content to be managed by the latter technology, consisting, in particular, of integrating emails and different workflows, and also, and above all, to the management environment that has become the Web (see Figure 1.10).

      Figure 1.10. Evolution of different concepts leading to ECM [KAT 12], For a color version of this figure, see www.iste.co.uk/mkadmi/archives.zip

       – the first phase is represented by the ERM and RM concepts;

       – the second phase is marked by the IDRMS and EDRMS concepts;

       – the third phase is marked by the term ECM, which represents a type of system that includes ERM, RM, workflow, BPM (Business Process Management), portals, KM (Knowledge Management) systems and so on.

      In this sense, ECM includes all the tools, methods and strategies for managing content regardless of its nature, whether structured or unstructured, and its type [AII 10]. It provides collaborative tools to facilitate teamwork and to improve and refine work processes. By targeting organizational processes, these methods and strategies are illustrated in several modules (see Figure 1.11).

Schematic illustration of the evolution of different concepts leading to ECM [KAT 12].

      Figure 1.11. The modules of a typical ECM application [KAT 12]. For a color version of this figure, see www.iste.co.uk/mkadmi/archives.zip

      The advantages of this technology are that, compared to the other technologies mentioned above, it provides a complete mastery of the different business lines and functions of the company, and consequently a control over the different documents and incoming and outgoing flows. With collaborative tools, ECM ensures more collective intelligence. Nevertheless, to manage digital archives, it must be accompanied by a policy of awareness of different users in order to develop a culture of sharing and openness on new methods of processing, management, access and dissemination of archives, as well as new practices and the roles of archivists12.

      We have tried, in this introductory chapter, to give an idea of the terminology related to the field of archiving, while presenting some elements of definitions of archives, the challenges and objectives of their management, and the traditional tools on which any archiving policy is based. We also treated the transition of these archives into digital forms through the technology of electronic document management and records management. We have shown, on the one hand, the difference between these two technologies through the object of their management, namely, all types of documents for electronic document management and documents validated for records management, and, on the other hand, their link through EDRMS technology, as well as the evolution toward content management systems (ECM). We will try in Chapter 2 to develop this transition to digital further through the methods and strategies of digital archiving, while presenting the normative landscape governing this area.

      1 1 The French Heritage Code (art. L. 211-4); Tunisian Law No. 88-95 of August 2, 1988 on archives (art. 1).

      2 2 CCITT (Consultative Committee for International Telephony and Telegraphy): this is a standardization body that has developed a series of communication protocols for the facsimile transmission of black and white images over telephone lines and data networks. These protocols are formally referred to as CCITT T.4 and T.6 standards, but are more commonly referred to as CCITT Group 3 and Group 4 compression, respectively.

      3 3 ITU-T T6 is a recommendation of the International Telecommunication Union that defines the fax coding schemes and fax coding control functions

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