The
Archives Act of Estonia states that the transferor shall bear the expenses
of transfer of archival records to the National Archives of Estonia (NAE),
including expenses incurred during re-arrangement, descriptive work and
transport of archival records according to the requirements. In practice,
activities during the phase of pre-ingest may bring quite a lot of manual
work and demand therefore relatively high financial costs.
NAE has
been constantly helping agencies in meeting the requirements specified by
regulations, but it may still be very time-consuming. Fortunately there has
been an innovative jump in this collaboration in the recent past. NAE has
created and applied a special pre-ingest software tool, the Universal
Archiving Module (UAM) which helps archivists in the agencies to meet the
criteria set by the archives.
As UAM is
designed to prepare digital records and their metadata for archiving it can
successfully deal with only descriptive metadata of paper based records as
well. The tool has already proved itself well by providing multiple
functionalities to some regular problems (e.g. missing metadata)
encountered in transfers. It has helped to gather and organize computer
files residing outside of the ERMS-s. There have been even some practical use cases where descriptions of volumes or records have
been transferred from MS Excel spreadsheets to UAM followed by proper
preparation and automated validation. During multiple training sessions
organised by NAE archivists have been trained for using UAM in their
agencies.
The presentation will give a thorough overview of issues encountered
with archiving complex digital material and discuss some ways of solving
them with UAM as it is done in NAE.
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