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Silvio Salza and Maria GuercioCINI - Università di Roma “La Sapienzaˮ

APA Conference – Bruxelles, October 22-23 2014

Deploying APARSEN Center of Excellence at a national level: the Italian proposal

Deploying APARSEN Center of Excellence at a national level Silvio Salza and Maria Guercio, CINI – Università di Roma “La Sapienza”APA Conference – Bruxelles, October 22-23, 2014

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Co-funded by the European Union under FP7-ICT-2009-6

Why specialize at a national level?

• Take into account national peculiarities to shape a more effective offer

• Main issues:

- National regulations Some countries have their own regulations in addition to

European regulations and International guidelines (e.g. OAIS)

- Market peculiarity Triggered by regulations Identify and target relevant groups of potential CoE customers

- Language Clear demand for training activities in the national language

Deploying APARSEN Center of Excellence at a national level Silvio Salza and Maria Guercio, CINI – Università di Roma “La Sapienza”APA Conference – Bruxelles, October 22-23, 2014

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Co-funded by the European Union under FP7-ICT-2009-6

Digital Preservation in Italy

• National regulations date back to more than 20 years

• Strong drive toward digital records Legal validity of digital signature since 1997 Need to preserve digitally signed records (no paper originals)

• Early regulations mostly aimed at ensuring the integrity Digital signature of preserved packages Digital timestamps

• Recent regulations address the quality of the process Standard file formats Reliability of preservation procedures Standard metadata set

Deploying APARSEN Center of Excellence at a national level Silvio Salza and Maria Guercio, CINI – Università di Roma “La Sapienza”APA Conference – Bruxelles, October 22-23, 2014

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Co-funded by the European Union under FP7-ICT-2009-6

Digital registry system

• Traditionally all Italian public administrations maintain an official registry (registro di protocollo)

All incoming and outgoing mail must be registered Registered documents enter the archive

• Since 1998 the registry system has become digital Registrations and document copies are kept in digital form Digital registry is mandatory for all public administrations Strong drive toward digital archives

• Crucial information collected by the registry system Provenance, Context, Reference, Fixity (cfr. OAIS) Will contribute to the PDI (Preservation Description Information) of

archival packages

Deploying APARSEN Center of Excellence at a national level Silvio Salza and Maria Guercio, CINI – Università di Roma “La Sapienza”APA Conference – Bruxelles, October 22-23, 2014

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Co-funded by the European Union under FP7-ICT-2009-6

The Code of the Digital Administration

• Comprehensive corpus of regulations on the use of digital technology in the public administration:

- Digital signature

- Digital registry system

- Format and preservation of digital records

• Regulations apply to:

- Public administrations

- Private parties limited to records with legal value

• Includes detailed rules on digital preservation based on OAIS reference model and ISO 16363

Deploying APARSEN Center of Excellence at a national level Silvio Salza and Maria Guercio, CINI – Università di Roma “La Sapienza”APA Conference – Bruxelles, October 22-23, 2014

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Co-funded by the European Union under FP7-ICT-2009-6

Recent developments

• Extending e-gov services triggered by sharp budget cuts (on ‘friendly German advice’)

• Generalizing digital interaction with the public administration

• All administrative procedures must become digital and web-based … in a very short time

• Becomes mandatory for all public administrations

• Has set a digital tide on the move:

- Large scale migration from paper to digital

- Moving from traditional records to database content

• Introduces a new challenge: preserving databases

Deploying APARSEN Center of Excellence at a national level Silvio Salza and Maria Guercio, CINI – Università di Roma “La Sapienza”APA Conference – Bruxelles, October 22-23, 2014

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Co-funded by the European Union under FP7-ICT-2009-6

Involved parties

• Public administration

- All public administrations must comply with the regulations

- Most records will be kept in digital form only

• Private companies

- Budgets and other legal and fiscal documentation are already kept in digital form only since many years

- Strong drive towards e-invoicing (mandatory towards PA)

• Memory, scientific and cultural institutions

- Libraries, museums, university institutional repositories

- More sensitive to the quality of the process, not just to compliance with regulations

Deploying APARSEN Center of Excellence at a national level Silvio Salza and Maria Guercio, CINI – Università di Roma “La Sapienza”APA Conference – Bruxelles, October 22-23, 2014

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Co-funded by the European Union under FP7-ICT-2009-6

Certified providers

• Everyone can, in principle, manage his own preservation process, under his sole responsibility

• Very few would do so and take direct responsibility

• Most would rely on third party services

• Certified Providers are clearly envisaged by the law

- Provide preservation as a service

- Take legal responsibility for the preservation process

• Certification process is specified by the law

- Certification is granted by a national agency DigitPA

- The same agency issues the regulations

- Certification metrics based on ISO 16363

Deploying APARSEN Center of Excellence at a national level Silvio Salza and Maria Guercio, CINI – Università di Roma “La Sapienza”APA Conference – Bruxelles, October 22-23, 2014

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Co-funded by the European Union under FP7-ICT-2009-6

Is there any room for action?

• Involved parties (especially private companies) mostly care about complying with the regulations

• Reverting to a certified provider for preservation is the easiest and safest way to achieve the goal

• Memory and scientific institutions (and a few others) may look for something more:

- Understanding the preservation process

- Maintaining direct control over quality

- Managing the whole lifecycle of digital objects

• These may be an appropriate target for the CoE services

Deploying APARSEN Center of Excellence at a national level Silvio Salza and Maria Guercio, CINI – Università di Roma “La Sapienza”APA Conference – Bruxelles, October 22-23, 2014

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Co-funded by the European Union under FP7-ICT-2009-6

Shaping the offer

• Training Understanding principles, technicalities and the cultural background Besides the scientific milieu many people are not familiar with English

and ask for training in Italian

• Setting up and managing the preservation process Important even when reverting to a certified provider Understanding the needs of the Designated Community Preservation is only a phase in the digital object lifecycle

• Audit and certification Prepare and assist through the certification process Assess the adequacy and the quality of the current procedures

Deploying APARSEN Center of Excellence at a national level Silvio Salza and Maria Guercio, CINI – Università di Roma “La Sapienza”APA Conference – Bruxelles, October 22-23, 2014

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Co-funded by the European Union under FP7-ICT-2009-6

Current actions: 1- Managing the community

• Setting up a qualified user group to:- Understand the needs and formulate proposals

- Promote CoE activities to the target audience

- Set the stage for appropriate dissemination actions

• Some crucial partners- National Archives

- Libraries

- Central administrations (e.g. Ministry of Cultural Heritage)

- Universities (most are CINI members): need to manage their institutional repositories

- Quality minded private organizations

Deploying APARSEN Center of Excellence at a national level Silvio Salza and Maria Guercio, CINI – Università di Roma “La Sapienza”APA Conference – Bruxelles, October 22-23, 2014

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Co-funded by the European Union under FP7-ICT-2009-6

Current actions: 2 - Training

• Several training courses in Italian already held:

- Formal qualification (Ministry of Cultural Heritage)

- Introductory courses (basic principles)

• Online training materials

- Adapted from the above courses

- Translation of APARSEN training materials (training pills)

- Typical format: streamed slide-show with voice comment

- Reference material for download

• Further actions

- Standard e-learning courses (if appropriate support is found)

Deploying APARSEN Center of Excellence at a national level Silvio Salza and Maria Guercio, CINI – Università di Roma “La Sapienza”APA Conference – Bruxelles, October 22-23, 2014

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Co-funded by the European Union under FP7-ICT-2009-6

Current actions: 3 - Consulting

• The National CoE, provides its own services, and acts as a hub to the main CoE

• Consulting may be of interest also for those who revert to preservation services offered by Certified Providers

• Planning the preservation process- Analyzing the needs of the Designated Community

- Authenticity management of the whole digital object lifecycle

- Appropriate design of the metadata set

• Assessing the quality of the process- Quantify reliability and availability

- Devise and evaluate disaster recovery scenarios

Deploying APARSEN Center of Excellence at a national level Silvio Salza and Maria Guercio, CINI – Università di Roma “La Sapienza”APA Conference – Bruxelles, October 22-23, 2014

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Co-funded by the European Union under FP7-ICT-2009-6

Current actions: 4 - Italian CoE Portal

• Run by CINI with moderated cooperation of the community

• Main reference point for the community

- News

- Blogs

- Documentation

• Access to the Italian CoE services

- Online training courses

- Face-to-face courses (customizable)

- Consulting services

- Documentation repository

Deploying APARSEN Center of Excellence at a national level Silvio Salza and Maria Guercio, CINI – Università di Roma “La Sapienza”APA Conference – Bruxelles, October 22-23, 2014

aparsen.eu #APARSEN

Co-funded by the European Union under FP7-ICT-2009-6

Conclusions

• National CoE driven by national peculiarities (regulations, market, language).

• Understand and attract local communities

• National CoE acts as a hub to the main CoE

- Specific services provided by the National CoE

- General services offered by the main CoE

• The Italian CoE has mostly been triggered by the peculiarity of national regulations

• Preliminary experience provides quite a positive feedback

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Network of Excellence