ID: 84



Tarvo Kärberg (Master: information technology: Tartu) works as a software project manager at the National Archives of Estonia, being responsible for software projects of digital preservation software since 2007. He has passed the Estonian national certification as an archivist and is academically involved in teaching a course on digital archival holdings and access at the University of Tartu. His interest focuses on the theory and methods of collecting and preserving digital codified knowledge.


Tiiu Kravtsev, a historian by training, worked the first decade after the graduation in the Estonian History Museum, taking care of the collection of manuscripts and printed matters. Since 1997 she has been working for the National Archives of Estonia. Her responsibilities have been related to the complementation of the archival collections – selection of the documents for permanent preservation from the public and private sector; process of transfers and creating archival descriptions. From 2005 she has gained experience through collaborating with colleagues from other memory institutions and community members on the issues concerning Estonian diaspora heritage worldwide. Currently, she is the Head of the Acquisition Department at state archives of the National Archives of Estonia and a member of the appraisal committee of the NAE.


Ülle Mägin has worked as an archivist from 2002 at the National Archives of Estonia (NAE). First she was an archivist of the regional archive of Viljandi, for the last five years she works as an archivist in the Digital Archives. Her main task is advising agencies of how to manage digital records and to train archivists to use the Universal Archiving Module (UAM). She is also involved in the digital preservation software development at NAE. She has passed the Estonian national certification as an archivist.


Building ties between archival creators and public archives – ambitions and reality

Brief summary:

The presentation will give a brief overview of a unique tool for pre-ingest and ingest activities giving a tremendous effect by creating a bridge between archival creators and public archives to overcome several complicated practical time-consuming issues.


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.

Scientific contribution:

This presentation will introduce several theoretical issues together with practical solutions on the topic of ingest of complex digital records based on the experience of the National Archives of Estonia. 


Digital preservation, universal archiving module, pre-ingest, ingest