Sromkey: Created page with "Main Page > Projects > Vancouver Digital Archives > VanDocs Interface * Dec.5: meeting with VanDocs RIM team, ERDMS vendor, Digital Archives project team ** Glenn..."

2015-07-03T18:39:45Z

Created page with "Main Page > Projects > Vancouver Digital Archives > VanDocs Interface * Dec.5: meeting with VanDocs RIM team, ERDMS vendor, Digital Archives project team ** Glenn..."

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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

===Transferring records from TRIM to Digital Archives: Mandatory Requirements from RFP===

{| border="1" cellpadding="10" cellspacing="0" width=90%
|-
|- style="background-color:#cccccc;"
!style="width:10%"|'''No.'''
!style="width:90%"|'''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===

{| border="1" cellpadding="10" cellspacing="0" width=90%
|-
|- style="background-color:#cccccc;"
!style="width:20%"|'''Element'''
!style="width:60%"|'''Description'''
!style="width=20%"|'''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
|-

|}

VanDocs Interface - Revision history

Sromkey: Created page with "Main Page > Projects > Vancouver Digital Archives > VanDocs Interface * Dec.5: meeting with VanDocs RIM team, ERDMS vendor, Digital Archives project team ** Glenn..."