VanDocs Interface

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  • Dec.5: meeting with VanDocs RIM team, ERDMS vendor, Digital Archives project team
    • Glenn & Terra: map VanRIM and ERDMS metadata to Transfer metadata requirements
    • Peter: identify Transfer requirements priority (see below)
    • HP: identify other TRIM clients with Digital Archives implementations
    • Conclusions:
      • existing TRIM metadata & core functionality (espc. XML export) should be able to address most if not all the low priority Transfer Requirements
      • SDK will be needed for some of the requirements, will use City IT Resources to work with SDK when needed

  • VanDocs Transfer requirements priority
    • High Priority (DA Archives mandatory)
      • TR-1, TR-2, TR-3, TR-4, TR-5, TR-6, TR-7, TR-8, TR-9, TR-10, TR-12, TR-16, TR-20
    • Low Priority
      • TR-1: auto-generate report,TR-2: customize directory mapping/creation to avoid dumping all files in one single directory, TR-8: convert text audit logs to xml export as part of the transfer package SIP, TR-11, TR-13, TR-14, TR-15, TR-17, TR-18, TR-19, TR-21, TR-22, TR-23: may be eliminated as an ERDMS requirement

Transferring records from TRIM to Digital Archives: Mandatory Requirements from RFP[edit]

No. Description
TR-1 Ability to present a list of all the records, record folders and other collections of records that are ready for transfer out of the EDRMS repository when their retention period has expired.
TR-2 For records approved for transfer, ability to copy the pertinent records and associated metadata of the records and their folders to a user-specified directory, path, repository or device.
TR-3 Ability to physically export any and all documents or records captured by the EDRMS.
TR-4 Ability to copy all the descriptive, administrative and technical metadata associated with the transferred records to a user-specified directory, path, repository or device.
TR-5 Ability to bulk update record and folder metadata to capture information about the transfer transaction.
TR-6 Ability to transfer additional, user-defined metadata elements.
TR-7 Ability for the record metadata to conform to the format and elements specified in the Digital Archives transfer metadata schema (see sec. 4.3, Digital Archives Transfer Metadata).
TR-8 Ability for the record metadata to include the life-cycle rules, history and status of the transferred records.
TR-9 Ability for the record metadata to include security and access classification.
TR-10 Ability to export the record folder metadata, including any life-cycle disposition rules assigned to the folders and, if applicable, the file plan hierarchy
TR-11 Ability to provide the option to retain metadata for transferred records and to provide a link to the transferred records in the Digital Archives repository (e.g. so that users searching the EDRMS for a transferred record can be forwarded to the Digital Archives).
TR-12 Ability to store documentation of each transfer transaction as a record in the EDRMS.
TR-13 Ability to record all record metadata including all contextual links to other records in the transfer set.
TR-14 Ability to generate a log file showing the details for each transfer, including the transfer time, device/network location, filename(s), Digital Archives response message(s), and whether the transfer had any errors.
TR-15 Ability to provide a user interface to create one or more mappings of the EDRMS metadata schema (including user-defined elements) to the Digital Archives metadata schema (see Sec. 4.3, Digital Archives Transfer Metadata.
TR-16 Ability to provide a default mapping of the EDRMS metadata to the Digital Archives metadata.
TR-17 Ability to include the metadata schema and mapping as part of the metadata transfer (e.g. as an XML DTD or Schema).
TR-18 To facilitate the display and viewing of metadata schemas and mappings, ability to include rendering aids as part of the metadata transfer (e.g. Cascading Style Sheets or XSLT transformations).
TR-19 Ability to use a common error-checking technique (e.g. cyclic redundancy checks to ensure that no read/write errors occur during the transfer process.
TR-20 Ability to prepare a submission information package (the bundled records and metadata) that is compatible with the Digital Archives Ingest process.
TR-21 Ability to send a notification to the Digital Archives that the submission information package is available for transfer/ingest.
TR-22 Ability to receive a notification from the Digital Archives indicating whether the submission information package was successfully ingested or not.
TR-23 [Note: desirable, not mandatory] Ability to transfer electronic documents and records in a format compliant with the City of Vancouver’s draft preservation file formats standard

Digital Archives Transfer Metadata Requirements from RFP[edit]

Element Description DOD 5015.2 v3 source
Media Object type (e.g. text, image, sound, etc.) Table C5.T1
Format Application file type (e.g. MIME type) Table C5.T1
Date Created Date Created Table C5.T1
Date Filed Date Filed in the ERDMS Table C5.T9
Originating Organization Organization which created/sent the record Table C5.T9
Addressee(s) Person/Organization which is the intended recipient/user of the record Table C5.T9
Folder identifier Foreign key or other link to folder Table C5.T1
Record Category Identifier Link to the record category Table C5.T12
Disposition Authority Name and Identifier of applicable Record Schedule Table C5.T22
Last Disposition Action Most recent record lifecycle event Table C5.T12
Last Disposition Action Date Date of most recent record lifecycle event Table C5.T12
Final Disposition Action Last record lifecycle event (e.g. destruction or transfer to archives) Table C5.T12
Final Disposition Date Date of last record lifecycle event Table C5.T12
Disposition Trigger(s) Information about the event, time or user-based trigger(s) which start a disposition action Table C5.T25
Permanent Record Indicator Identifies permanent records Table C5.T22
Vital Record Indicator Identified vital records Table C5.T22
Vital Record Review Date Date on which vital record status is reviewed Table C5.T22
Location Physical location of record (e.g. a network directory path and filename or the location of a filing cabinet) Table C5.T9
Links to Supporting Files Links to other records/files that are necessary to properly render this content Table C5.T1
File Identifier Unique identifier for the computer file(s) that constitute the record Table C5.T19
File Name File name as stored on the media Table C5.T19
File Extension Extension as stored on the media Table C5.T19
Creating Application Name, version number and/or link to application that created the computer file(s) Table C5.T19
File Timestamp The file’s create, modify, and last viewed timestamp information Table C5.T19
File Encoding Encoding standard (E.g. ASCII, Unicode UTF-8) Table C5.T19
File Security Any security features that have been applied directly to the file (e.g. digital signature) Table C5.T19
Current Security Classification Strictly confidential, official use only, public Table C5.T20
Previous Security Classification(s) Previous security classifications, including the date when these were changed Table C5.T20
Next Security Classification Date and reason for future changes, if any, to the record’s security classification Table C5.T21