VanDocs Interface
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Main Page > Projects > Vancouver Digital Archives > VanDocs Interface
- 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
- High Priority (DA Archives mandatory)
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 |