Welcome to the Electronic Archive Pilot Project

Welcome

The Electronic Archive Pilot Project will establish the feasibility of a working electronic archive for the use of the whole of the Collegiate University. The archive will support the safe and secure storage of all classifications of non-public record data that individual departments, colleges and associated units are required to keep legally or would like to keep for historic reasons. The pilot project aims to develop a cost recovered service.

Project Objectives

The Electronic Archive Pilot Project will establish the feasibility of a working electronic archive for the use of the whole of the Collegiate University. The archive will support the safe and secure storage of all classifications of non-public record data that individual departments, colleges and associated units are required to keep legally or would like to keep for historic reasons. The pilot project aims to develop a cost recovered service.

The University has little or no provision for the consistent management or long-term preservation of electronic records. Currently the University Archives holds the University’s formal records including charters, statutes and title deeds; records of the Chancellor's Court; records of the University's legislative and executive bodies (including Congregation, Convocation, Hebdomadal Council, the General Board, and the present Council); financial and central administrative records; records of past members; records of University delegacies; and some departmental and faculty records. However it does not have the capacity nor is it designed to hold the non-public record data that currently remains stored in an ad hoc way all over the University.

External stakeholders who provide grant funding for units in the Medical Sciences division and across the University often have strict and explicit rues that provide for the safe and correct storage of data and records once they are no longer in use. Presently units have to individually seek ways to hold these data and this often results in “archive” areas on current spinning disks which are not sustainable or manageable in the long term. Further, the ad hoc solutions that are put in place are done so often without due consideration to risk and long term document management which in itself is a considerable risk to the University. The requirement for the safe storage of electronic material has increased dramatically over the last 5 years as more emphasis and use is being made of retaining only electronic records. Whereas in the past units will be storing boxes of paper they are now choosing to opt for electronic means considering it cheaper and easier, which is a very real misconception.

The objective of the pilot project is to establish the possibility of a centrally controlled and maintained electronic archive solution that can provide proper archive management and controls for the University. Ideally any archive solution would offer the following to the University:
  • A commercially tested and fully supported software archive solution that will support and correctly manage the safe storage of electronic data.
  • An archive that will be searchable, where documentation is easily recovered and that has support for continued integrity and accessibility of data.
  • A support structure and training for units to help them use the service correctly.
  • Guidance and best practice for long term electronic document management.
  • A risk assessed, cost recovered and managed electronic archive solution that will replace the current, random, potentially risky ad hoc schemes scattered around the University.

The project will also meet one of the objectives outlines in the Information Security project concerning the management of data and safe long term storage.