Universal Archiving Module User Manual
Contents
1. metadata national archive A National archive can ask you to make some changes Send your archival in your project Correct errors gt project to the national archive Drawing 1 General workflow Sending your archival project to the national archive is the last step you can perform with this application Official confirmation that the current project is successfully completed is given by using external communication tools 3 1 Describing the Archival Creator The archival creator can be described both manually and by importing a description in the XML format from the National Archives 3 1 1 Manual Description Open the File menu and select Add archival creator The archival creator addition form type window will open Select archival creator type Orgamsation Person Drawing 2a Archival creator description type selection There are choices Organisation and Person Choosing one of the options changes only the names of description elements of an agency archival creator The next screenshot shows a form of choice Organisation IDENTITY DESCRIPTION FUNCTIONS INTERNAL STRUCTURE HISTORY RELATIONSHIPS DESCRIPTION CONTROL Official Name Valid from Valid until t Company X 01 01 2011 date Official name abbreviation Name Valid from Valid until Official names in foreign languages Name Valid from Valid until Language Registry code Reference code ERA 152. To upload the archival material metadata to the UAM open the project menu and select Load data Then make a selection e From individual computer file select and upload a single file Look in gt test 6 Function and serjes descriptions xml eis is e Dossier_descriptions xml My Recent Records_and_computer Documents File name Records and_computer_files xm Open My Network Riles of type C4 Drawing 15 Dossier record file XML selection view or e From folder upload an entire folder 18 Browse For Folder Ea Cp test E test S G test3 3 test4 gt test4 1 test4 2 S CQ tests E LL oa Make New Folder Drawing 16 Dossier record file XML folder selection view To import all files in the folder and its subfolders must be in a valid format If a file in an invalid format is found the import will fail and no files will be uploaded to the UAM The UAM will display an error message The UAM will verify the input files and metadata and read the technical metadata from the files Files not in the archival format will be converted as necessary see Converting imported files 3 5 1 Converting Imported Files File conversion is part of the data import process If the imported data contains files that are not in the archival format they are converted automatically After the conversion the name of the file will be the same only the extension will be changed If automatic con
3. Desktop sy E My My ABC 123 2 1 1 1 1 1 uad _ My Network Drawing 25 Selecting the record container After the record container is selected the container s contents will be displayed including the record and links to files CONTENT AND STRUCTURE CONDITIONS OF ACCESS AND USE RELATIONSHIPS DESCRIPTION CONTROL o amp ABC 123 Creator ABC 6 ABC 123 2 Sub Creator 2 go 1 Institution management B 1 1 Administration d ge 1 Meeting minutes of rectorate ll 1 1 Protocols 2008 1 10 Meeting minute Language Click here to add a new row 07 01 2008 date Unit Click here to add a new row 0 84 MB Click here to add a new row Drawing 26 Record metadata 26 If the ERMS reference codes are the same for the record and the project then the Project field will contain a link the archival project Click the project name to open the project form Click the file name to open the file form UAM Computer file kkiri01 pdf Computer file UAM ID efa 1 1 1 1 1 1 1 File name kkirid 1 pdf Format PDF Original Yes Final Yes In archival format Yes Copy No File size in bytes 673438 File Type Hash value bfof2dbbeb 365827582 1178598 2f579 524600 Sadfa994fd9 14ad0c3bb4248eac Hash algorithm SHA256 Hash Date 30 11 2011 Software Name Adobe PDF Library 7 0 Software Version Actions Action performed by Performers role Description Action tim
4. Drawing 2b Archival creator description form To save the data at least the mandatory fields marked with an must be filled In addition at least one official name form must be added The inactive buttons on the form are All except Save and Cancel if the archival creator has not been saved All except Save and Print if the archival project has been marked as approved Add sub creator always if it s the sub archive creator form Delete if the record has a project or sub creator associated with it 3 1 2 Adding an Archival Creator from an XML File Open the File menu and select Add creator from XML The browser will open the file selection window Look in gt test ABC 123 2010 11 08 _16 07 47 arh My Recent Documents 1 File name ABC 123_ 2010 11 08 16 07 47 ath My Network Files of type Cah Cancel Drawing 3 Adding an archival creator from an XML file Determine the location of the file to be imported select the file and click Open If the XML is valid then the general view of the archival creator will be populated with the data from the file including all sub creators Archival creator Tree aa A Sub Creator 1 A Sub Creator 2 Drawing 4 Archival creator general view 3 1 3 Updating the Archival Creator and Sub Creator Data Updating the archival creator data is only possible while the archival structure is unapproved see Starting a new archival
5. must be saved first ce w Add function available on fond form opens a form to add a function The fond form must be saved first Copy project available on project view used to copy a project _ Add sub function available on function form opens a form to add a sub function The function form must be saved first Oo Add series available on function form opens a form to add a series The sub function must be saved first il Add sub series available on series form opens a form to add a sub series The series must be saved first Add dossier available on series form opens a form to add a dossier The project must be approved and the sub series must be saved Create relationship available on fond function series and dossier forms creates a relationship between a previously marked object and the selected object Requires a creation purpose the Description field The selected object s history will be updated with the provided description Merge available on fond function series and dossier forms the button is only active when another same level object is marked It is possible to merge only objects that are in the same level or object and its sub object as Add as child available on fond function series and dossier forms the marked record will be moved and made a child of the selected record M Mark available on fond function series and dossier forms
6. the selected object will be marked Upload new file available on file form the button is only shown in the file form An imported file that is not in an archival format can be replaced with a new file E Open computer file available on file form the button is only shown in the file form It opens an imported file with default software Save computer file on media available on file form the button is only shown in the file form The file can be saved to a local drive Cancel work on the form available on all input forms asks the user to confirm and if so cancels unsaved changes to the form Open file the button is shown when viewing the contents of the record container in the file form The file can be opened 2 2 Adding a New Row There are two ways to add a new row e Save the entire form click Save e Press Enter on your keyboard Access restrictions Restriction type Valid from Valid until Duration of restriction Source of restriction 4 Sensitive and private personal 2000 year _ a 7 2075 year 75 years The source of restriction Restriction set by transferrer 15 10 2000 date a 15 10 2050 date 50 years The source of restricti If the mandatory fields have not been filled the system will produce a warning and highlight the empty mandatory fields in red Access restrictions Restriction type Valid from a Valid until Duration of restriction Source of restriction I Res
7. 1 2 1 Economical declarations a 1 2 2 General plans i ao 1 2 3 Work plans of institutes oe o 2 Research Ei 2 1 Statistical reports fnan ge 2 2 Protocols Drawing 11 Imported series The imported series functions can be opened by clicking on the name and edited The metadata editing form will open see section Describing the Archival Structure Metadata 3 4 1 Creating an Archival Structure from XML Open the archival project Open the project menu and click Select data gt Load archival structure A browser window will open to select the file My F Recent Documents Mly eee File name ABC 123 2010 11 08 16 0 47 am f Open MyNetwok Rlesofype e LGarce_J Drawing 14 arh file selection view The UAM will verify the input file and read the function and series metadata from it If the input file is invalid the UAM will display an error message 16 3 4 2 Connecting Imported Series Function Data to the Archival Project Imported data must be added to the project manually The project archival structure must be unapproved Select the series function then right click and select Mark e To select multiple series functions use Select all You can also hold down Shift to select a range of objects or Ctrl to select individual objects while clicking on the required series functions To delete the series function select Delete Import Saye g fxn 1 Institution management El 1 1 Admini
8. ACCESS AND USE RELATIONSHIPS UAM ID FRA 15 1 1 1 DESCRIPTION CONTROL ERMS reference code Kehtiv FNS Previous FNS Tite Dossier Title Language Title in foreign languages Limit dates 2000 2005 Amount Amount Unit Keywords that describe the transfered material Keyword m 4 Date modified 05 10 2011 Number of objects Records 2 Computer Files 4 Drawing 18 Dossier metadata To save the data at least the mandatory fields marked with an must be filled If one or more records have been added as children to the dossier the dates cannot be changed The Actions table cannot be filled manually The data will be inserted automatically when an object is merged added as a child or deleted Example if two dossiers are merged into one the new dossier s actions table will contain a new action Dossier merged 1 1 1 Some Dossier The inactive buttons on the form are e All except Save and Mark if the function has not been saved e All except Save Mark Print and Cancel if the archival project has not been marked as approved 21 e Create relationship if no other object has been marked e Merge if no object of the same type has been marked e Add as child if no series function has been marked 3 6 2 Record level description To describe the record metadata open the archival structure general view and click on the record name The metadata description form will open The record level cannot
9. project Once the archival structure has been approved the form is locked and the data cannot be changed To update the creator data open the archival creator general view left side menu and click on the archival creator s name The right side window will display the archival creator form 3 2 Describing the Archival Project In the context of the UAM a project is the transfer of deliverable records to the public archive 3 2 1 Starting a New Archival Project To create a new project open the archival creator or sub creator view and click Add project The data entry form will open Am eiio Project Froject name Author s first and last name Location Position Agency Archival list Mo First folder No Creation date 16 11 2010 Modified Transfer date Transmission description Drawing 5 Project adding view Dates cannot be filled manually they will be automatically populated by the system e Creation date the date when the project was created e Modified the date when the project was last modified e Transfer date the date of the project s last transmission Transmission description whether the document was transferred via the DEC or an XML file was created The project status selection affects the UAM s behavior in the future the behavior differs between the LITE version and the standard version The LITE version does not include the project status and therefore doe
10. the archival creator project form and in the archival structure general view click on the fonds name The metadata description form will open To add a new sub fonds open the sub fonds form and click Add sub fonds EE aca IDENTITY STATEMENT CONTEXT CONTENT AND STRUCTURE CONDITIONS OF ACCESS AND USE RELATIONSHIPS UAM ID EFRA 15 DESCRIPTION CONTROL FNS ERA Previous FNS Title Fond Limit dates 2000 2005 Amount Amount ies 3 Keywords that describe the transferred material Keyword m Date modified 05 10 2011 Number of objects Series 1 Dossiers 1 Records 2 Computer Files 4 Drawing 6 Fonds metadata An approved archival structure requires that the fields Scope and Content and System of Arrangement be filled The Actions table cannot be filled manually The data will be inserted automatically when an object is merged added as a child or deleted Example 1f two functions are merged into one the new function s actions table will contain a new action Function merged 1 1 1 Function_Name The inactive buttons on the form are e All except Save and Cancel if a new sub fonds is being added and the view has not been saved e All except Save Mark Print and Cancel if the archival project has been marked as approved e Create relationship if no other object has been marked e Merge if no object of the same type has been marked e Add as child if no series function has been marked 3 3 2 Fun
11. the creation of a new unit that was cancelled via the Undo menu the unit will be created again e To redo a series of undone actions open the Actions menu then the Redo submenu and select a lower menu option All the actions above it will also be redone e Each redone action will create an option in the Actions menu s Undo submenu just as happened when the actions were performed originally e If a lower menu option is selected from the Redo submenu all the redone actions are added to the Undo submenu in reverse order Undoing and redoing is only possible for non form actions For example if a relationship is created between units and a field in one of those units is edited afterwards then undoing the relationship creation does not restore the edited field to its old value 31 Please note Undo and redo options are cleared when the archival material s metadata 1s uploaded to an archival project 3 9 6 Printing Data The UAM supports printing out the contents of every form via the Print button The Printouts menu supports the following printouts for the currently selected project e Archival structure printout e Archival list printout e Integrity report printout e Error list printout 32
12. you will need to specify the Location on disk the place where the files will be saved To save the archival structure and record containers select the Max media capacity If the container size is larger than the selected maximum capacity a system of folders titled disk 1 disk 2 etc will be created on the media Each disk size is smaller than the selected media capacity lt gt UAM Transmission Ce A O DEC Document Exchange Centre Transfer media type Edtemal media Date to be transmitted Location on disk C ItempiuaMfilesx Max media capacity GB 47 Send Close Drawing 24 Saving data to media 3 9 Additional Menu Options 3 9 1 Viewing the Record Container Open the File menu and select View record container In the window that opens select the XML file for the record container whose contents you would like to view 25 Look Oo 2G eiietekeseeeeee Asc 123 2 1 2 3 1 1 uad an 123 2 1 1 1 1 2 uad ABC 123 2 1 2 3 1 2 uad My Recent 123 2 1 1 1 1 3 uad ABC 123 2 2 1 1 1 uad Documents 123 2 1 1 1 1 4 uad ABC 123 2 2 1 1 2 uad 123 2 1 1 1 1 5 uad ABC 123 2 2 1 1 3 uad 3 123 2 1 1 1 1 6 uad ABC 123 2 2 2 1 1 uad 123 2 1 1 1 1 7 uad ABC 123 2 2 2 1 2 uad 123 2 1 1 1 1 8 uad ABC 123 2 2 2 1 3 uad 423 2 1 1 1 1 9 uad 123 2 1 1 1 1 10 uad eN 123 2 1 2 1 1 1 uad 123 2 1 2 1 1 2 uad 123 2 1 2 1 1 3 uad 3 123 2 1 2 2 1 1 uad 123 2 1 2 2 1 2 uad Co mputer
13. 28 Look in C test Ey G test2 f ABC 123 2010 11 08_16 07 47 arh My Recent Documents My Documents ily Computer File name ABC 123 2010 11 08_16 07 47 am hri Open My Network Files of type Cah s Drawing 30 Selecting an XML for comparison I After the comparison method and the project XML file are selected a form will be displayed containing the project s structural tree down to the series e The added description hierarchy is highlighted in green e The removed description hierarchi is highlighted in red e Parts with a different name but the same ID are highlighted in blue a L z ae eT aA lt gt UAM Comparison of archival structures E mta Project No 1 Copy Results a i ABC 123 Creator ABC GE isin 1 B ABC 123 2 Sub Creator 2 dasti E ao 1 Institution management Space l l Administration g 1 2 Organization and directing E Reversed comparison ge 1 Economical declarations So 2 General plans ie eo 3 Work plans of institutes Bo 2 Research a ge 1 Statistical reports 1 1 Statistical graphs i te 2 Protocols Drawing 31 Comparison of archival structures Select Reversed comparison to flip the comparison around Originally the UAM project was compared to the XML file now the XML file will be compared to the UAM project 29 If the project data in the UAM has changed in the meantime click Refresh to see the most recent da
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15. Universal Archiving Module User Manual INTRODUC TION esnia a SAAE EN EEE ASEAN EEEE ENNA aE SEEEN S 3 Id EFL ON a eer eae E AAA E Me tee ae ASTIN SPAREN Meera SR OEE MATOS AE S E EES ent EE oem A E ae Oe 3 GENE RAEAINS TRU C TIONS onea aaa a naaa aaa a aaa aaa ra a aa aaa aaaea 3 2 1 FOA DUON S eR EEEE E T E a E EN 3 22 AANE ENW RON a eE E tenants telat E ti cane atedeniuausutss EO 5 2 3 Delene Dara mhe T OLN seis No al Ee Se IAS oe Bai SiN Nie San he EN els a tS Di 5 2 4 SOV esata cas ec ses tain te sea etic ak eh a ee ig heh ot 6 Zo Archival classification tree VIEW OPTIONS tececsetviarincitntied eseee i eeeieiedec arid steele 6 WORKING WITH THE APPLICATION wiccsssiscscsvessiccsstsssscisessivesscceckosvessacesaseussecssousaessecsssessessasesssessseuscs 7 3 1 DOS CTIDING THE Archival CredlOT orense eeein an T E E 7 Jst sIVIQGNUGIIDCSCT PUION reren a E ctusesess nce veasaeanueneeeeeLSnnets S 3 1 2 Adding an Archival Creator from an XML File cccccccccccccesccccccccce na eeeseeeeeeenaeeeeseeeseeeeeaeeseeeeeeeeaaaaees 9 3 1 3 Updating the Archival Creator and Sub Creator DAta ccccccccccccccccsnsseecccceceeecaasseseeceeeseaenseeeeeeeaaaas 9 32 DESCTIDING TNE ATCNIVALT TO JEC sescscecesusesnineetcectaicasiaieudelesediovia eed aces E ead oou eaten aeete ane inate 10 SLA Sarm INCW ATENIVGL T rO COT eaen e EEE ssRtedta E A bodes Reekecaioeet 10 3 22 Updating he Archival Project Dala errer nnt Tei AEE N EE AEE E E E Il D2 COPYING TNE AT CHWOL FTO
16. VI DUON aici esses ctl eek isin ales Ves O 22 303 PUL MCIAAGIO iki res ole seid case ayaa tarelast el esses isis aa teat 22 3 7 VANAGUNG TNE Archival Projet cesses testinni eons escola a Ea 23 3 8 Transmitting the Archival Structure to the Public Archive for APProvad iccccccccccsseecccccceeeeeeeeseeeees 24 SOs ALVONSMUTINCTIGIG V IG DEC cos suc se curs Taan NEEN KEENT ONOR a dee 24 SIOZ VVN DOUI TO MEVA cassia seid see cass gsces eu vtcie cous a os Wasa UBT aE odd Ota SE ada Bieceeiies 29 3 9 Additonal Menn OPU ONS rre cece arte pave TEO NOEN CEOE AN N TE i 25 S94 lt Viewme ne RECOrd COMNEN rrira retia neata ENT EE OE NE C EE 29 I OSEO CLIIV O S asses au E EEE AEEA OEE EOE E OT Df 393 S lt COMPATINGATONIVGL SITUCIUTES EEEE T EA eS E ETE 28 LIA DEO oE EE T E a bata aaenoigunicanaeaacenaan es eee 30 IIT dO A CHONG ERE E ond aaa eee TE 31 IIO AR 701 10 ATE TA EEA A N nt E A 32 1 Introduction The purpose of the Universal Archiving Module UAM is to simplify the incorporation of records and their descriptions into the agency s Electronic Records Management System ERMS converting them to a format that matches requirements and forwarding those with an archival value to the public archive 1 1 Glossary Archival creator a legal or physical entity whose activities result in the creation and accumulation of records that form an archive Archive a comprehensive assemblage of records created or received in the course of the ar
17. a of an existing series open the archival structure general view and click on the series name To add a new series open the sub function form and select Add series In both cases the metadata description form will open 13 Elele 7 lee IDENTITY STATEMENT CONTEXT CONTENT AND STRUCTURE CONDITIONS OF ACCESS AND USE RELATIONSHIPS DESCRIPTION CONTROL UAM ID FRA 15 1 1 ERMS reference code Title Series Limit dates 2000 2005 Amount Amount a Unit 4 J 100 00 box Keywords that describe the transfered material Keyword Date modified 05 10 2011 Number of objects Dossiers 1 Records 2 Computer Files 4 Drawing 8 Series metadata To save the data at least the mandatory fields marked with an must be filled The Actions table cannot be filled manually The data will be inserted automatically when an object is merged added as a child or deleted Example if two Series are merged into one the new Series actions table will contain a new action Series merged 1 1 1 Series_Name The inactive buttons on the form are e All except Save and Cancel if the series has not been saved e All except Save Mark Print Add Dossier and Cancel if the archival project has been marked as approved Add series always if this is a sub series form Create relationship if no other object has been marked Merge if no object of the same type has been marked Add as child if no series function has been marked 3 4 Uploadi
18. ainer designed to transfer the record and its metadata into the National Archives digital repository 2 General Instructions 2 1 Form buttons Each input form has its own set of buttons However some buttons repeat across forms with the same functionality Save Delete Print Mark The Save and Print buttons are always active if the form has been saved at least once and can be clicked Other buttons may be inactive in some circumstances if the corresponding action 1s not allowed for example the archival creator cannot be deleted if it 1s the parent for at least one archival project The circumstances for the inactivity of buttons are explained separately in each form s description Save available on all forms saves the form Mandatory fields marked with an must be filled first mm ir Add archival creator available on archival creator form opens a form to add an archival creator Add project available on archival creator form opens a form to add a project The archival creator form must be saved first Only one project can be open at a time a E i Print available on all input forms used to print form data The current form must be saved first S ult Delete available on all input forms deletes the open object and its sub objects The form must be saved first E Add sub fond available on fond form opens a form to add a sub fond The fond form or previous form
19. archival structure will be displayed 3 8 Transmitting the Archival Structure to the Public Archive for Approval The UAM can be used to save the archival creator and archival structure data to an XML file and send it via email or DEC to the public archive s archivist for approval To transmit the data open the Project menu and select Send A selection window will open UAM Transmission E Ba DEC Document Exchange Centre Transfer media type A Extemal media Data to be transmitted Drawing 22 Transmitting the archival structure 3 8 1 Transmitting Data via DEC To send the data via the Document Exchange Centre DEC all the DEC X Road settings must be defined Select DEC as the option to transmit the archival structure The DEC can be used to send e Archival structure e Archival structure and record containers Select the appropriate option and click Send 24 After the records have been transmitted the transmission report will be displayed This shows how many containers were created and whether there were any errors during the transmission lt gt Transmission report Sele peated 23 containers Drawing 23 Transmission report 3 8 2 Saving Data to Media To save the data to the computer s hard drive memory stick etc select External media as the transfer method The following can be saved e Archival structure e Archival structure and record containers e Folder structure In either case
20. be created manually Record data must be imported into the system B Ke eio Record IDENTITY STATEMENT CONTEXT CONTENT AND STRUCTURE CONDITIONS OF ACCESS AND USE RELATIONSHIPS DESCRIPTION CONTROL UAM ID ERA 15 1 1 1 li ERMS Reference Code Title Archival no 6389 Titles in other languages Tite Language E Registration date 2000 year Amount Amount Unit b 151 00 phota Keyword Date modified 05 10 2011 Number of objects Computer Files 3 Drawing 19 Record metadata The Actions table cannot be filled manually The data will be inserted automatically when an object is merged added as a child or deleted Example if the record has been moved to a different dossier the record s actions table will contain a new action Previous location Previous dossier name The inactive buttons on the form are e All except Save Print and Cancel if the archival project has not been marked as approved e Create relationship if the project has been approved and no other object has been marked 3 6 3 File Metadata To describe file metadata open the archival structure general view and click on the file name The metadata description form will open The file level cannot be created manually File data must be imported into the system The UAM will read the file metadata and it cannot be edited 22 Bi Computer file File name protokoll1 pdf File format PDF Original No Fi
21. chival creator s activities Project the process of preparing a set of records and their metadata for delivery into the National Archives digital repository Public archive the National Archives of Estonia and its subdivisions DEC Document Exchange Centre a record transfer environment which allows for secure exchange of electronic records between different EDRM systems UAM Universal Archiving Module UAM ID unique reference code created within UAM ERMS classification code Classification code used in the ERMS to identify description units and records Migration the process of converting computer files from an obsolete file format to a new file format to overcome software obsolescence Validation the process of checking data against certain criterion set of rules Metadata data about the data For example a computer file can be described by metadata elements like file name size format etc Archival format a file format used for long term preservation of digital files In Estonia the list of archival formats is available in the National Archives digital archival system strategy and archival guidelines Archival structure the hierarchical classification structure used to classify single records at archives The classification levels at the National Archives of Estonia are archive fond gt sub archive sub fond gt function gt series gt sub series Record container an XML cont
22. ction level description To describe the metadata of an existing function go to the archival structure s general view and click on the function s name The metadata description form will open To create a new function open the sub fonds form and click Add function 12 Bl e eea Function IDENTITY STATEMENT CONTEXT Function No 1 ERMS Reference No Title Function Meta Table XML Parameter Value Actions Acton performed by Performers role Description Action time Date modified 05 10 2011 Number of objects Series 1 Dossiers 1 Records 2 Computer Files 4 Drawing 7 Function metadata To save the data at least the mandatory fields marked with an must be filled The Actions table cannot be filled manually The data will be inserted automatically when an object is merged added as a child or deleted Example 1f two functions are merged into one the new function s actions table will contain a new action Function merged 1 1 1 Function_Name The inactive buttons on the form are e All except Save and Cancel if the function has not been saved e All except Save Mark Print and Cancel if the archival project has been marked as approved Add function always if this is a sub function form Create relationship if no other object has been marked Merge if no object of the same type has been marked Add as child if no series function has been marked 3 3 3 Series level description To change the metadat
23. e Drawing 27 File metadata Click Open file to see the file contents 3 9 2 System Settings To use UAM you must first configure the system settings The initial configuration 1s performed during the system s installation and the first execution of the UAM If settings need to be changed or augmented later this can be done by selecting the File menu then Settings The input fields available in the Settings window are described in detail in the VAM Installation Guide 27 Locations of computer files Loaded materials C temp UAMfiles x Source CAtemp WAMPiles x Destination CAtemp WAMPiles x Printouts CAtemp WAMfiles x Location of Java Java interpreter java exe location JRE 1 5 or later C Program Files Javajre1 5 0_21 bin DEC Road Sender ID code Sender registry code X Road proxy IP Receiver registry code Information of components Import using plugin Input configuration Output configuration Computer file converter OpenOffice org 2 4 Image Converter NET Bitmap Class Technical metadata Jhove Rel 1 1 2008 02 21 Drawing 28 System settings 3 9 3 Comparing Archival Structures Select a project Next open the Project menu and select Compare archival structure There are two options for comparison e Compare to another project in the VAM UAM Choose a project BEH Drawing 29 Project selection e Compare to an archival structure XML
24. e error was encountered and repair it Typical validation errors and their descriptions 23 e Element name must be filled Mandatory fields marked with an are not filled e Series cannot have other direct subordinates than sub series and dossiers The object cannot have two objects of different types as sub objects e Fond must contain at least one dossier Each fond series must have at least one dossier e There are more than one items with the same title at this level Objects on the same level within the same description unit must be unique e There are two archival creators with same official name The official names for sub creators under a common A language can appear only once at one level e A language can appear only once at one level The language selection list can only include the same language once e One keyword can appear only once at one level Keywords must be unique within one description unit e There are more than one dossiers in the description unit with the same title and same dates The dossier view s title and dates must be unique e lt File name gt Computer file is not in archival format This file does not meet the requirements for the archival format This is just a warning and does not impact further activity Validation errors must be resolved before the archival project is transmitted Error Reference source not found If there are no validation errors the message No errors found in
25. ete the objects marked in the menu and their sub objects will be deleted Please note the system may not delete an object that is open only objects selected in the menu Please note there is no way to delete files manually e Mark the selected objects will be marked e Add as child the marked record will be moved and made a child of the selected record e Merge only visible when a different object of the same type has been marked Only objects of the same type or an object and its sub object can be merged e Create relationship a relationship will be created between a previously marked object and the selected object The provided description will be added to the selected object s activity history To select multiple objects from the classification tree hold down Ctrl to select individual objects or Shift to select a range of objects while left clicking 3 Working with the application Below you can see the general workflow You must start your work with describing the archival creator before you can construct an archival structure Describe the Describe the Describe an Validate your l archival structure i archival creator archival project me adala archival project Upload the Get approval for Validate your the archival l l archival material Correct errors archival project structure from the
26. forming non form actions the Actions menu will contain an Undo option along with a description of the action and a timestamp Selecting this menu option will restore the system status to what it was before the action For example if the menu option refers to the addition of a new unit the system will be restored to the condition before the unit was added If the menu option refers to the merger of two units the system will be restored to the condition when the units were still separate e Ifthe Undo submenu s topmost option was selected only one action is undone e If one of the Undo submenu s lower options was selected all actions above it in the menu are undone e Each undone action will create an option in the Actions menu s Redo submenu Activities Help Undo 1 41 27 PM Delete Dossier 1 1 Declarations No 1 3 1 40 49 PM New Dossier 2 2 Plans 3 5 1 40 25 PM Merge ABC 123 2 1 2 2 ABC 123 2 2 1 General plans 1 39 50 PM Merge ABC 123 2 2 2 1 ABC 123 2 2 1 1 Protocols year 2008 Drawing 35 Undoing actions 1 40 25 PM Merge ABC 123 2 1 2 2 ABC 123 2 2 1 General plans 1 40 49 PM New Dossier 2 2 Plans 3 5 24 27 PM Delete Bossier 1 1 Declarations No 1 3 Drawing 36 Redoing actions e To redo the last undone action open the Actions menu then the Redo submenu and select the topmost menu option For example if the menu option refers to
27. ion Source of restriction Remove This Column Column Chooser E Best Fit Best Fit all columns Filter Mode il aki Or he Foundation Description e Sort Ascending rows are sorted by column contents a gt z e Sort Descending rows are sorted by column contents z gt a e Clear Sorting the previously applied sorting is removed e Group By This Column the data is grouped by the contents of this column e Group By Box the data is grouped by the contents of multiple columns e Column Chooser used to move columns e Best Fit the column width will be adjusted based on the contents to best fit the data on the screen Sorting is only visual and will not be carried over to a printout 2 5 Archival classification tree view options The following buttons are available above the classification tree es Expand branches clicking the icon will open active branches in the classification tree E L Expand all branches clicking the icon will open all branches in the classification tree 5 Collapse branches clicking the icon will collapse active branches in the classification tree E Collapse all branches clicking the icon will collapse all branches of the classification tree Example of a classification tree modification options SM Delete Clicking the Plus sign will open the classification tree and display the object s sub elements Right clicking on the name will open the context menu e Del
28. nal Yes In archival format Yes Copy No File size in bytes 42618 File Type Text Hash value ddd 74b3b52e2096657be 18c73ea57889f22a262dbf7825c2650c0a6d7c927bf9 Hash algorithm SHA256 Hash Date 26 10 2011 Software Name OpenOffice org 3 3 Software Version Drawing 20 File metadata Descriptions of some data e In archival format determines whether or not the import processing result file is in the archival format e Original determines whether this is the original imported file or a processed file e Final determines whether or not the file has been successfully processed in the previous step Final Yes is for files that have not been touched conversion decapsulation e Usability determines whether this is the original file or a dissemination file Files cannot be deleted manually 3 Validating the Archival Project To validate the output parameters for the metadata of the archival structure and records open the project menu and click Validate The system will execute the validation procedure check that the data is correct and will display the errors encountered in the archival project in the validation window bottom left Validation E ERA 15 Asutus X Content must be filled B ERA 15 Asutus amp System of arangement must be filled B ERA 15 Asutus X Preservation history must be filled Drawing 21 Validation results Click on the error in the validation window to open the form where th
29. ng archival descriptions To upload metadata to the UAM open the previously created project on the archival creator general view click on the project name open the project menu and select Load data Next make a selection e From individual computer file select and upload a single file 14 a 123_ 2010 11 08_16 07 47 arh al Function wand series _descriptions xml My Recent Dossier descriptions xml Documents Records_and_computer_files xml My Documents Mly CEN File name Function and senes descnotions xml Files of type Drawing 9 Series function XML selection view Or e From folder upload an entire folder Browse For Folder E C3 test i test S G test3 3 test4 gt test4 1 3 test4 2 S B tests E tests Ek oL AA Make New Folder Drawing 10 Series function XML folder selection view Cancel To import all files in the folder and its subfolders must be in a valid format If a file in an invalid format is found the import will fail and no files will be uploaded to the UAM The UAM will display an error message If the data has been imported successfully the import report is displayed and the Import window will display the data from the XML content A list of imported data will also be displayed 15 Import anaa 1 Insttuton management a 7 1 Administration Be 1 1 1 Meeting minutes of rectorate 1 2 Organization and directing
30. onvert manually 1 1 1 3 Meeting minute protoO3 mp3 1 1 14 Meeting minute protoO4 mp3 1 1 1 5 Meeting minute protooS mps Drawing 17 Import report All conversions performed during the import are visible both in the original file and the resulting file s Actions list 3 5 2 Connecting Imported Material Data to the Archival Project A relationship is created automatically between the imported data and the project but only if the series function had been imported before and their ERMS reference code is the same as the dossier If the data has not been moved to the project automatically this can be done manually see section 8 1 Connecting Imported Series Function Data to the Archival Project 20 3 5 3 Repeated Import of Archival Material Metadata If a dossier that already exists is uploaded to the UAM the dossier s Name field will be overwritten If a record file that already exists is uploaded to the UAM and the identically named record file is found the user is asked whether to update the data or add a new record file 3 6 Describing the Archival Material Metadata 3 6 1 Dossier metadata To describe the metadata of an existing dossier open the archival structure general view and click on the dossier name When adding a new dossier select Add dossier in the series form In both cases the metadata description form will open HOOT IDENTITY STATEMENT CONTEXT CONTENT AND STRUCTURE CONDITIONS OF
31. project can be initiated by copying the existing project Open the archival creator view and click Copy project The project description form will open Since this is a new project the fields in the view must be filled with the required data Once that is done click Save FB Project name Copy Author s first and lastname John Smith Location Estonia Tartu Position archivist Agency The National Archives of Estonia Archival list No 1 First folder No 1 Creation date 16 11 2010 Modified 16 11 2010 Transfer date Transmission description After the form has been saved the archival creator s general view will include an option for the newly copied project Tree E Creator ABC A Sub Creator 1 H A Sub Creator 2 a Project No 1 All data down to the series level will be copied from the selected archival project to the new project 3 3 Describing the Archival Structure Metadata There are three ways to enter the archival structure metadata e The user will create functions and series in the UAM manually by entering the data in the corresponding views 11 e The user will import the series and functions from the agency s document management system See section 8 Loading series function metadata into the UAM e The user will import the archival structure from an XML file see the section Creating an archival structure from XML 3 3 1 Fond level description Open the project the Open button in
32. s not include the limitations based on the project status e Changing the archival creator data o The standard version allows changes to the archival creator data only while all of the creator s projects are in Archival structure unapproved or Project transferred status e Changing the archival structure o The standard version can only change the archival structure when the project s status is Archival structure unapproved e Changing dossiers including record management in dossiers o The standard version can add and merge dossiers add imported records to dossiers and delete records from dossiers only when the project status is Archival structure waiting for approval or Archival structure approved 10 e Validation of mandatory fields for archival structure units corresponds to the standard version s validation when the project status is Archival structure unapproved e Mandatory unit fields are subject to the same validation rules in both the LITE version and the standard version Validation of mandatory fields does not depend on the project status The inactive buttons on the form are e Open Transfer Print Copy Delete if the project has not been saved 3 2 2 Updating the Archival Project Data To update the archival project data go to the arhival creator general view in the left side menu and click on the project name The project form will open in the right side window 3 2 3 Copying the Archival Project A new archival
33. stration ao 1 1 1 Meeting minutes of rectorate B 1 2 Organization and directing Beg 1 2 1 Economical c Delete eo 12 2 General plang ao 1 2 3 Work plans o ao 2 Research e 2 1 Statistical reports o 2 2 Protocols Drawing12 Selecting a series in the import window Once the series function has been selected go to the archival structure general view and find the place where the selected data will be moved Then select Add as child The objects will be moved to the project Project No 1 gag E ABC 123 Creator ABC GH ABC 123 2 Sub Creator 2 Be 1 Func Add sub function Add series Delete Mark Add as child Drawing 13 Archival structure general view 3 4 3 Repeated Import of Series Function Metadata If a series or function that already exists is uploaded to the UAM the values of the fields will be overwritten 17 3 5 Uploading Archival Material Dossier Record File Metadata to the UAM Once the archival creator and archival structure data have been approved by the public archive s archivist the data can be marked as approved in the UAM in the project editing form to make sure that the data is not accidentally edited during future activities The approval is received from the public archive s archivist outside the UAM and applied by the agency s archivist Editing the dossier record and file level metadata is forbidden while waiting for the approval to be applied
34. ta 3 9 4 Search The UAM can be used to search for units within the same project Select the project then open the Project menu and select Search There are two search methods e Full text search simple search across all UAM text fields including reference codes d9 UAM Search Project No 1 Malta Search keyword Advanced search gt Drawing 32 Simple search e Advanced search by title file name reference code dates hierarchy level 9 UAM Search Project No 1 Search keyword lt lt Hide details Details Level Title Name Reference code Date te Drawing 33 Advanced search The search covers the currently open project File contents are not searched If the search is successful the search results are displayed in the same window 9 UAM Search Project No 1 Sel Search keyword protocol ge ABC 123 2 2 2 Protocols li ABC 123 2 2 2 1 Protocols year 2008 iy ABC 123 2 1 1 1 1 Protocols 2008 1 10 Drawing 34 Search results Doubleclick on the title or right click and select Open to go to the description unit 30 If the search is unsuccessful the message No results were found is displayed 3 9 5 Undoing Actions The UAM supports e Cancelling the addition of a new unit using the Cancel button on each form e Cancelling the changes to a unit s data using the Cancel button on each form e Undo non form actions such as merging units moving and deleting them When per
35. tricton set by tr v 15 10 2000 date 15 10 2050 date 50 years X Access resinchons from suh Restriction type Source of restriction Copyright and intellectual Clicking Yes in the warning window will let you correct the data Clicking on the red icon will display the details of the error Clicking No in the warning window will erase the entire row not just the part that was left empty 2 3 Deleting Data in the Form To delete rows in the form click on the row you want to remove and press the Delete key on your keyboard 2 4 Sorting The data in the form can be sorted within one block To do this click on the column header restrictions Restricton type Valid from Valid until Duration of restriction Source of restriction 4 Sensitive and private personal 2000 year a 2075 year 75 years The source of restriction Restriction set by transferrer 15 10 2000 date S 15 10 2050 date 50 years The source of restrict An arrow will appear in the header of the column that is used to sort the data Right click on the column header to see the various sorting options Access restrictions Restriction bine wali from Valid until Duration of restriction Source of restriction r sort Ascending r 5 ad ciara i fC 2075 year 75 years The source of restriction ae 2000 date a 15 10 2050 date 50 years The source of restrict Acc Group By This Column R Show Group By Box Valid until Duration of restrict
36. version fails the files must be converted by other means and then replaced in the UAM Such files will have the Upload new computer file icon in the UAM SIP BIS Computer file File name proto abe File format ABC Original Yes Final Yes In archival format No Copy No File size in bytes faoL53 File Type Hash value 52ecrd64c099ec29F5 18dafe779a68es Sab 16 5cd0 fd 257 1c29e9c 18d2130a 136 Hash algorithm SHA256 Hash Date 26 10 2011 Software Name Software Version Drawing 16b File view 19 After the file import a report will open containing among other data information about the conversion that took place during the import Import report a e x 49 objects were added to current project O objects were not found to belong to the current structure and were placed into A import section Imported 23 computer fles fatter removing the digital signature computer files are not in archival format 2 computer files were converted to archival format i computer files need to be converted manually Following items were added to the projects hierarcy of descriptions 2 1 1 Report reportd 1 pdf 2 1 2 Report report02 pdf 2 1 3 Report olan ong the migration path jpg gt pna 2 2 1 Meeting minute prt i pdf 2 2 2 Meeting minute prtO2 pdf 2 2 3 Meeting minute prtO3 pdf 1 1 1 1 Meeting minute proto 1 pdf the migration path doc gt pdf 1 1 1 2 Meeting mmute oroto0 abctc
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