international summer school for archivists · 2015-12-08 · international summer school for...

INTERNATIONAL

SUMMER SCHOOL

FOR ARCHIVISTS

Course Material

Electronic Records Management

7—12 September 2008

European Association for Banking and Financial History e.V.

Hellenic Open University

National Bank of Greece

International Summer School for Archivists ____________________________________________________________________________

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Contents

Delegate List

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Contact Details

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Premises

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Useful Information

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Map

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Programme

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Sunday, 7 September 2008

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Monday, 8 September 2008

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Tuesday, 9 September 2008

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Wednesday, 10 September 2008

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Thursday, 11 September 2008

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Friday, 12 September 2008

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Speakers Information 16


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Delegate List

Luís de Abreu Nunes Banco de Portugal

Manolis Arkolakis Hellenic Open University

Cătălin Arnăutu National Bank of Romania

Vassiliki Askiti Bank of Greece

Efstathia Bessa National Bank of Greece

Katja Böhmer EABH e.V.

Manfred Rolf Brech European Central Bank

Adrian Brown National Archives, UK

Efthimia Chaliou National Bank of Greece

Nicos Christodoulou Central Bank of Cyprus

Dumitru Romeo Cirjan National Bank of Romania

Didier Bondue Saint Gobain Archives

Margarita Dritsas Hellenic Open University

Karin Enzelmüller EABH e.V.


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Alexandros Grigorakos National Bank of Greece

Kyriaki Giannari Bank of Greece

Loucas Gregoriades Limassol Co-operative Savings Bank Ltd.

Pehr Hedenqvist The Foundation for Economic History Research

within Banking and Enterprise

Panagiotis Kalomoiris National Bank of Greece

Savvas Karampelas National Bank of Greece

Konstantina Konstantopoulou Piraeus Bank Group Cultural Foundation

Elli Kravvariti Piraeus Bank Group Cultural Foundation

Margarita Kvietkauskaite Bank of Lithuania

Alexandros-Andreas Kyrtsis University of Athens

Ypapanti Kytta National Bank of Greece

Marjolaine Meeschaert Société Générale

Iva Miladinova National Bank of Bulgaria

Dimitris Nikolaou National Bank of Greece

Gérassimos Notaras National Bank of Greece


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Ayşegūl Okan Iş Bank

Stuart Orr European Central Bank

Nikos Pantelakis National Bank of Greece

Diamando Papadopoulou Piraeus Bank Group Cultural Foundation

Nadina Paphitou Bank of Cyprus

Saskia Pohl Johann Wolfgang Goethe University

Dorothea Roussi National Bank of Greece

Vassiliki Siorov Bank of Greece

Claire Soulie The Rothschild Archive

Anastasios Stergiou Alpha Bank

Andromache Theodoropoulou Alpha Bank

Dimitrios Vlastos National Bank of Greece

Maria Voltera National Bank of Greece

George Vrailas National Bank of Greece


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Contact Details NATIONAL BANK OF GREECE Nikos Pantelakis Historical Archives Tritis Septemvriou Str. 146 11251 Athens Greece Telephone number: +30 210 8807751 Fax number: +30 210 8807787 Email: [email protected] Website: http://www.nbg.gr/hanbg EUROPEAN ASSOCIATION FOR BANKING AND FINANCIAL HISTORY e.V. Karin Enzelmüller Project Manager Guiollettstr. 25 60325 Frankfurt am Main Germany Telephone number: +49 (0)69 97 20 33 07 Mobile Number: +49 (0)162 2824 072 Fax number: +49 (0)69 97 20 33 08 Email: [email protected] Website: www.eabh.info NOVOTEL 4-6, Michail Voda Str. 10439 Athens Greece Telephone Number: +30 210 82 00 700 Reservations Desk Number: +30 210 82 00 701 Fax number: +30 210 82 00 777 Website: www.novotel.com Metro: LARISSIS and OMONOIA stations. THE PIRAEUS BANK GROUP CULTURAL FOUNDATION Website: www.piop.gr THE BENAKI MUSEUM Website: www.benaki.gr Please feel free to contact us if you have any questions.


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Premises Historical Archives National Bank of Greece, Tritis Septemvriou Str. 146 11251 Athens Greece Telephone number: +30 210 8807804 Fax number: +30 210 8807787 Email: [email protected] Website: http://www.nbg.gr/hanbg

� No parking spaces are available, please use public transport to reach the Historical Archives

� Nearest Metro stations are VICTORIA or ATTIKI (10 min. walk to venue)

� No extra identification is necessary, please bring your name tag

� Participants will have access to the telephone, fax and the internet in the Researchers Room but will not be able to connect their own laptops

� Lunches and Coffee Breaks will be served on the ground floor of the venue

Useful Information

Athens Area Code 210

Police Emergency Service / Flying Squad 100

Tourist Police 171

Fire Brigade 199

Athens Road Police 210-52.84.000

Ambulance Service – EKAV 166

Doctors SOS 1016

Hospitals 1434 / 1

Pharmacies 1434 / 2

Interesting Places to visit during free time:

The new Acropolis Museum

The National Archeological Museum

The Acropolis

The Old Town of Athens (Plaka)


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Map


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Programme

Sunday, 7 September 2008 18.00 Registration 18.30 Welcome Professor Gérassimos Notaras, Head of the Sub-division, Historical Archives, National Bank of Greece Member of the Academic Advisory Council of the EABH e.V.

19.30 Tour of the Premises of the Historical Archives of the National Bank of Greece followed by a Cocktail Reception

Monday, 8 September 2008 9.00 Session 1 What are the Needs of Researchers? Evolution from Classical Research Tools to Electronic Records Management Margarita Dritsas, Professor of European Economic and Social History, School of Humanities, Hellenic Open University, Greece The session will draw on past and present research experience in banking history and the use of several Greek and foreign archives. It will be a PowerPoint presentation and will focus on the desiderata of historians and scientists with regard to the function of banking sources, as well as possible pitfalls. It will supply information on special features of banking archives in Europe and will attempt to circumscribe the special rapport which is important to be established between researchers and archivists. 10.45 Coffee Break 11.00 Session 1 - continued What are the Needs of Researchers? Evolution from Classical Research Tools to Electronic Records Management Margarita Dritsas, Professor of European Economic and Social History, School of Humanities, Hellenic Open University, Greece 12.45 Lunch 14.00 Session 2 The Development of Electronic Cataloguing at the National Bank of Greece. Nikos Pantelakis, Assistant Director, Historical Archive Sub-division, National Bank of Greece The National Bank of Greece Historical Archive (NBG/HA) was set up for the purpose of preserving, displaying and access to information deemed to be of historical importance, possible for researchers. In order to achieve its goal, the NBG had to provide its Historical Archive with appropriate infrastructure which could guarantee proper archive safeguarding


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standards and facilitate easy access to the archives to anyone interested in consulting them. At the same time the NBG/HA considered that it was important to organize exhibitions, educational programs, research programs and publications on economic history in order to disseminate their work among pupils, students and the public and enhance the importance of a bank’s archive as a source for the study of Greece’s economy, society and culture. This session will present in brief all the activities of the Historical Archive with emphasis on Digitization and Microfilming and the use of a powerful information system which supports all in-house archival work (acquisition, arrangement, description and creation of appropriate finding aids) based on the International Standard of Archival Description of the International Council on Archives. 15.45 Coffee Break 16.00 Session 2 - continued The Development of Electronic Cataloguing at the National Bank of Greece – continued Nikos Pantelakis, Assistant Director, Historical Archive Sub-division, National Bank of Greece 17.00 Close 17.30 Guided tour of the permanent exhibition on the History of the National Bank of Greece, Historical Archives of the National Bank of Greece

Tuesday, 9 September 2008 09.00 Session 3 Introduction: What kind of Historical Data do Banking Information Systems Produce? Alexandros-Andreas Kyrtsis, Professor of Sociology, Department of Political Science and Public Administration, University of Athens, Greece Since the 1960s many of the numerical and textual data earlier recorded on paper started being recorded in digital form. This change created an unprecedented transformation of archival material and of its management. Digital storage brought new requirements for organisational and technological literacy as searching for and at the same time handling of archival material was becoming almost impossible. Also criteria of what is destined for deleting and what should be preserved are subdued mainly to operational standards of information systems and only in relatively rare cases to legal standards. History of banks as it will be investigated in the years to come becomes to a great extent history of information systems. Without knowing the features of banking information systems it will be extremely difficult to construe the relevant historical information. Databases, networks, processes of document management, data-mining are terms which historians and archivists were by no means obliged to be familiar with. What also makes banking information systems a perilous ground is the fact that it does not suffice to concentrate on purely technical issues. Addressing organisational issues and understanding their history, which can be traced back through numerous system-layers, can be critical to those who want to navigate through their labyrinth in order to reach the valuable data and information they might need for their research. Abstract for Session 3 – Part I, II, III, IV & V


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The evolution over the time, the complexity and the architecture of banking systems will be presented in order to demonstrate the vital role they play in today banking business. An analysis of all basic components, specialized areas and specific requirements will also be included in the presentation in order to provide a wider coverage and understanding of the subject. To begin with, taxonomy of information that is being stored and managed by storage and database management systems will be given. Based on this taxonomy, a summary of related technological infrastructure and software will be presented. The special features of this technology and software will be highlighted. The concepts of Information Lifecycle and Information Lifecycle Status will be explained. After having built a fair understanding of the nature and paraphernalia of information, storage and management, the problem of information retrieval will be addressed. A quick tour to search and retrieve paradigms and methods will be given. The terms of Data Warehousing and Business Intelligence will be placed within context. Finally, some basic concepts of Data-Mining process and analysis will be reviewed, such as Decision Trees, Probability Density Functions and Maximum Likelihood Estimation. 10.30 Coffee Break 10.45 Session 3, Part I What are Banking Information Systems? Dimitrios Vrailas, Director, IT Department, National Bank of Greece 12.45 Lunch 14.00 Session 3, Part II Storage and Databases: What is Preserved and What is Deleted? George Vlastos, Deputy Head, IT Department, National Bank of Greece 15.30 Coffee Break 15.45 Session 3, Part III Where to find What: Strategies and Methods of Searching. George Vlastos, Deputy Head, IT Department, National Bank of Greece 17.00 Close 17.30 Guided tour of the Exhibition on the History of Greek Banknotes, Historical Archives of the National Bank of Greece


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Wednesday, 10 September 2008 9.00 Session 3 Part IV Concepts, Practices, and Technologies of Data-Mining Dimitrios Vrailas, Director, IT Department, National Bank of Greece 10.45 Coffee Break 11.00 Session 3, Part V Banking History and the Social Science Approach to Information Systems and Financial Technologies Alexandros-Andreas Kyrtsis, Professor of Sociology, Department of Political Science and Public Administration, University of Athens, Greece 12.45 Lunch 15.00 Session 4 'Standards' relevant to Electronic Records Management Stuart Orr, Head of the Document/Records Management and Archives Section, European Central Bank, Germany A large number of standards and quasi-standards now exist that are directly or indirectly related to electronic records. These include the ISO standards on records management, metadata and information security management. The European model requirements for the management of electronic records (MoREQ 2) and the US Department of Defence’s Design criteria standard for ERMS applications look at functional requirements. The Australian DIRKS methodology looks at the whole area of making records management improvements. The Quality Management standard, ISO 9000, also impacts and is impacted by electronic record keeping. This session will: � Examine the range and value of standards relating to electronic records management � Provide a ‘map’ to simplify understanding of the key elements of some of the main

standards � Propose ways of using standards with the aim of improving the quality of information

management rather than simply applying them rigidly. 16.30 Coffee Break 17.00 Excursion – Bank of Piraeus Address: Aggelou Geronta 6. The Bank of Piraeus has focused its social corporate responsibility on the preservation of Greece’s industrial heritage. The guided tour of the archives will be followed by a projection of a documentary on the preservation of old Greek industries transformed into Museums of Industrial Archaeology.


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19:00 Bank of Piraeus Reception

Thursday, 11 September 2008

9.00 Session 5 Lessons learned from Major Electronic Records System Implementations Stuart Orr, Head of the Document/Records Management and Archives Section, European Central Bank, Germany More projects to implement electronic records management within organisations have failed than have succeeded. Some have failed because of poor project management; some for systems reasons and many have failed because they did not recognise and/or address the scale of the management of change issues. In many cases implementation of an ERM System was not the best solution to the problem – in some cases the problem had not even been defined. This session draws on lessons learned from direct experience of two major EDRM projects and close examination of many others. It will propose practical and effective ways of: � evaluating the need for a system; and if a need exists � planning, implementing and managing the implementation and beyond. 10.45 Coffee Break 11.00 Session 5 - continued Lessons learned from Major Electronic Records System Implementations Stuart Orr, Head of the Document/Records Management and Archives Section, European Central Bank, Germany 12.45 Lunch 14.00 Session 6 Long-term Electronic Preservation Adrian Brown, Head of Digital Preservation, The National Archives, UK This session will provide delegates with an introduction to the key challenges for preserving access to digital information over the medium and long term. The first part of the session will introduce theoretical approaches to digital preservation. It will examine the main drivers for digital preservation, including regulatory compliance and archival legislation. It will introduce the major obstacles to preservation, such as technology obsolescence and media degradation, and the major theoretical approaches to overcoming these challenges. The presentation will investigate methodologies for passive and active preservation. A number of functions will be described, including integrity checking, storage management, characterisation of digital objects, preservation planning, and preservation actions, such as migration and emulation. Relevant existing and forthcoming technologies will be described,


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including PRONOM, TNA’s technical registry, the PRONOM Unique Identifier scheme for file formats, and DROID, TNA’s automatic file format identification tool. The second part of the session will review current and emerging practice, from an international perspective. A number of initiatives at TNA will be used as case studies. These include Seamless Flow programme, which provides end-to-end services for managing born-digital records transferred to TNA, and our web archiving programme. Current work to develop a digital continuity shared service for UK government will also be reviewed. The presentation will provide an overview of current international developments. These will include key research projects, such as Planets and CASPAR, major institutional programmes, such as those in the US, UK and Australia, and relevant standards activities, such as the Open Archival Information Systems reference model and the Trusted Digital Repositories accreditation scheme. 15.45 Coffee Break 16.00 Session 6 - continued Long-term Electronic Preservation Adrian Brown, Head of Digital Preservation, The National Archives, UK Question & Answer Session for delegates 16.30 Close No evening activity planned

Friday, 12 September 2008

9.00 Session 7 Case Study on the Archives of the Banco de Portugal Luís Nunes, Head of Documentarion, Historical Archives and Museum, Banco de Portugal. Lisbon In this session we will look at the strategy used to change the old document management system based on Lotus Notes to a powerful record and document management system able to interconnect with the other existing systems for example ERP,KM etc. We also present the evolution of the project in 2006-2008: Starting point - past experience and future expectations The project team Procurement Phases of the project;

Where we are - testing phase Historical Archives Long term preservation 10.30 Coffee Break


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10.45 Case Study on the Archives of the Banco de Portugal Luís Nunes, Head of Documentarion, Historical Archives and Museum, Banco de Portugal. Lisbon Question and Answer Session for delegates 12.00 Lunch 14.00 Session 8 How to Choose a Solution for Electronic Document and Record Management – EDRM Luís de Abreu Nunes, Head of Documentation, Historical Archives and Museum, Banco de Portugal This session will cover the methodology as well as some practical tips to help archivists or record managers to cooperate in the procurement process to get an adequate solution for “Electronic Records and Document Management” banking and insurance companies. Why? What ? and How? are the three main questions we will try to get possible answers for during these sessions. Bring your experience and doubts to this session. We want it as useful as possible. 17.00 End Departure for Benaki Museum Tour of Benaki Museum Presentation of the “Certificates of Attendance” Takis Arapoglou,

Chairman and Chief Executive Officer, the National Bank of Greece Panagiotis Siafarikas,

President, Hellenic Open University Manfred Pohl

Deputy Chairman, EABH e.V Closing Dinner at the Benaki Musem


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Speakers Information

Luís de Abreu Nunes, Banco de Portugal Luís Filipe de Abreu Nunes graduated in Documentation Sciences (Library & Archives) at the University of Lisbon in 1970. He then went on to be an Information officer in the documentation unit of the Portuguese Ministry of Economics from 1968 to 1974. After this he became the Head of the documentation unit of the Banco de Fomento (Developing Bank) from 1974 to 1978. This was followed by his position of Head of the Documentation, Historical Archives and Museum of the Banco de Portugal in 1979. His academic activities include teaching computer applications, new technologies and indexing techniques at the post graduation course in Documentation Sciences, University of Lisbon, from 1987 to 1999. In 1978, Luís Filipe de Abreu Nunes became President of the Portuguese Association of Librarians, Archivists and Documentalists. He is also Treasurer of the European Association for Banking and Financial History e.V., and member of the Board of Management. Luís was invited to speak in several conferences in Portugal, England and France, where he has also published several articles and co-organised several conferences. Lastly, he is a consultant on management and organisation of libraries, archives and information systems. Lately he has been appointed by the Portuguese Government as a member of the committee which prepared the first report of new technologies applied to libraries and archives in the framework of the EU. [email protected] Adrian Brown, National Archives Adrian Brown is Head of Digital Preservation at The National Archives in the UK, where he is responsible for the long-term preservation of born-digital public records created by the UK government and courts, and for the delivery of a range of programmes to support this. These include the TNA Digital Archive, the TNA Web Archiving Programme and PRONOM, the TNA’s technical registry and technology watch service. Adrian began his career as a field archaeologist, after studying Medieval Literature at the University of Durham. In 1994, he moved to the English Heritage Centre for Archaeology in Portsmouth, where he was responsible for managing its archaeological archives and other information resources. In this role, he developed and implemented a digital archiving programme to enable the long-term preservation and re-use of the CfA’s extensive and diverse digital collections. Adrian moved to the Digital Preservation Department of the UK National Archives in 2002. Amongst his other roles, he is a member of the management boards of the Digital Preservation Coalition and the UK Web Archiving Consortium, and sits on a number of international standards committees. He has lectured and published widely on all aspects of digital preservation.

[email protected]


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Margarita Dritsas, Hellenic Open University Professor of European Economic and Social History, at the School of Humanities, of the Hellenic Open University. Recent Publications in Banking History: Τράπεζα Εργασίας 1975-2000, Η Τράπεζα µε τις Ανοικτές Πόρτες The Ergasias Bank 1975-2000. ‘The Bank with Open Doors’. Dionikos, Athens 2006; ‘Banking, Politics and Corporate Culture’ in Archives and Corporate Culture. (edited by Gabriele Teichmann and Charlotte Natmessnig), EABH, Frankfurt 2006; Εµπορική Τράπεζα της Ελλάδος 1907-2007:Εναλλαγές Ταυτότητας και Μετασχηµατισµοί.Τhe Commercial Bank of Greece 1907-2007: Identity changes and transformation. Kapon Publications., Athens 2008. Current Research on the history of the Bank of Greece during the interwar period. [email protected] Alexandros-Andreas Kyrtsis, University of Athens Professor of Sociology at University of Athens, Department of Political Science and Public Administration. His main fields of research are sociology of technology with special reference to social and organisational informatics, social studies of finance, and social theory of urban and geographical space. He has held teaching appointments at the University of Zurich; the University of Crete, where he was also adviser to the President, responsible for the organisation of the School of the Social Sciences; and at the Universities of Thessaly and the Panteion University of Social and Political Sciences. He was visiting scholar at the Massachusetts Institute of Technology (MIT - Program in Science Technology and Society), the London School of Economics and Political Science, at the University of Edinburgh and at the Institute of Advanced Studies on Science, Technology & Society in Graz. He has also conducted consultancy projects for the Greek General Secretariat for Research and Technology, the European Commission, as well as for the banking and the information technology sector (Alpha Bank Greece, Hellenic Bankers Association, Unisystems Ltd). Recent book publications: (2006): Constantinos A. Doxiadis:Texts, Design Drawings, Settlements, Athens: Ikaros (pp. 501). (2008): Engineering Money. Technology and Organisation in the National Bank of Greece 1950-2000. Athens: Publications on the Historical Archive of the National Bank of Greece

(forthcoming). [email protected] Stuart Orr, European Central Bank Stuart Orr is the Head of the Document/Records Management and Archives Section in the European Central Bank in Frankfurt, Germany. He has worked in records and information management for over 25 years. He previously worked as Head of Records and Information management in UK Government Departments. In the Department of Trade & Industry in the UK he worked on the project to implement electronic records and document management to its 5000 staff. Between 1994 and 2004 he worked on a number of projects in African countries on behalf of the records management Trust. He has been a member of a number of committees and working groups including the UK Government working group on electronic records, the UK National Archives records management


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advisory group and the British Standards Institute Committee that helped develop the International Standard on Records Management, ISO 15489. He has delivered papers and presentations at conferences in Europe, Australia and the USA and has run regular training courses on records and information management. He holds a Diploma in Records and Information Management from Liverpool University and a Master’s degree in Records

Management from Northumbria University. [email protected] Nikos Pantelakis, National Bank of Greece Nikos Pantelakis was born in 1953 and is a graduate of the University of Social Sciences of Grenoble in 1978. He received his Doctorate of Sociology from the University of Paris V, Rene Descartes in 1980. Since 1982, he has been working at the Historical Archive of the National Bank of Greece. Currently he is Assistant Director at the Historical Archive, Subdivision of the National Bank of Greece. He was President of The Society of Hellenic Archives, from 1993-1997 and a Member of the Ministry’s of Education Advisory Committee for the National Archives from 1993-1996. He has published several articles and studies on economic history. Publications include, “War credits, the State and the National Bank of Greece, 1917-1928”, Athens 1988, “The Electrification of Greece”, Athens 1991, “Inventory of Public Loans,

1847-1939”, Athens 1995. [email protected] Dimitrios Vrailas, National Bank of Greece Born in Cairo, Egypt in 1951, Dimitrios Vrailas holds a degree in Mathematics from Athens University and from Loughborough University of Technology, UK a Masters degree in Science: “Mathematics of Modern Control Systems”. Before joining the National Bank of Greece, Dimitrios Vrailas was employed by Alpha Bank in Greece as Assistant Director, Organisation and Operational Support Division. He currently is the Director of IT at the National Bank of Greece. During the IBM GUIDE convention in 1985 (Stockholm), Mr Vrailas presented his system for JOB SCHEDULING & APPLICATION DEVELOPMENTS MGT.

[email protected] George Vlastos, National Bank of Greece Mr Vlastos has a postgraduate qualification: Master of Science Degree in Information Systems Engineering from the University of Manchester – Institute for Science and Technology (UMIST),UK. From Athens University he received a degree in Applied Mathematics. Currently he holds the position as IT Deputy Manager

at the National Bank of Greece. [email protected]

international summer school for archivists · 2015-12-08 · international summer school for...

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