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1 Darüber. DOMEA-Konzept ELAK-Konzept GEVER Niemcy Ludność: Powierzchnia: ,22 km² Austria Ludność: Powierzchnia: km² Szwajcaria Ludność: Powierzchnia: km²

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3 DOMEA-Konzept Dokumentenmanagement und elektronische Archivierung im ITgestützten Geschäftsgang konzept/dokumente/dokumente node.html? nnn=true

4 IDEA Das DOMEA-Konzept ist das Konzept für Dokumenten-Management und elektronische Archivierung in der öffentlichen Verwaltung. Mit der vorliegenden Fassung 2.1 vom November 2005 wird das Konzept Papierarmes Büro aus dem Jahr 1996 unter Berücksichtigung der neuen Herausforderungen der Informationsund Kommunikationstechnologien weiterentwickelt.

5 ZADANIE Koordinierungs- und Beratungsstelle der Bundesregierung für Informationstechnik in der Bundesverwaltung, KBSt (Co-ordination and Advising Agency of the Federal Government for Information Technology in the Federal Administration) To move of the German Bundestag and some of the federal ministries to Berlin, the step-bystep transformation from a paper-based to an electronic document exchange between Berlin and the offices remaining in Bonn.

6 to provide a government-wide, one-for-all solution for the implementation of an IT-system that supports records management, creation of electronic records and cooperative business processes over long distances. Recommendation for the Disposal and Archiving of Electronic Records in Federal Agencies establishes a very detailed procedure for the disposal and archiving of electronic records. A catalogue with 440 criteria was established that defines the functional requirements of an electronic records management system.

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9 Although the DOMEA concept has become a quasi-standard for electronic records management in German authorities since 1999, organisational and technological changes necessitated continual updating. First of all, DOMEA had to be adapted to the new: Modern State Modern Administration ( ) Joint Rules of Procedure for the Federal Ministries Filing Guideline for the Processing and Administration of Documents in Federal Ministries BundOnline 2005 (electronic records management plays a vital role in the federal government s e-gov.) Deutschland online ( federal, state and local governments) In 2003, the Co-ordination and Advising Agency (KBSt) published a first draft of the revised Concept - final version was published in January 2005.

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11 The standard course of business in DOMEA Entry Processing Outgoing mail Document administration and archiving. + The Enhancement Modules Virtual mail room and records management systems Operational application integration Scan processes Inner/ inter-authority communication Disposal and archiving of electronic records Technical aspects of archiving [= storing]

12 Disposal aims Ensure permanent storage of electronic files without information loss. The archived electronic files and related transaction information should document administrative action completely and accurately. Rules and recommendations for the entire lifecycle of electronic documents are intended to ensure that electronic files can be permanently archived and made available also outside the authority s system environment where they originate. An electronic process should support and expedite the appraisal of the files. Due to the sometimes very long storage time at the file-managing authority or in the records center, the long-term readability of the saved data must be considered at an early stage. Thus, new requirements for the type of data storage and data formats used for non-current records must be set.

13 Erweiterungsmodule zum Organisationskonzept 2.1 Stand November 2005 Oktober 2004 Oktober 2004 November 2005 Oktober 2004 Oktober 2004 November 2005 November 2005 November 2005 November 2005 November 2005, (934 kb) Titel 1. Virtuelle Poststelle und Vorgangsbearbeitungssysteme (pdf, 658 kb) 2. Fachverfahrensintegration (pdf, 572 kb) 3. Scan-Prozesse (pdf, 630 kb) 4. Inner- und Interbehördliche Kommunikation (pdf, 518 kb) 5. Aussonderung und Archivierung elektronischer Akten (pdf, 737 kb) 6. Technische Aspekte der Archivierung elektronischer Akten (pdf, 465 kb) 7. Formularmanagement und IT-gestützte Vorgangsbearbeitung (pdf, 291 kb) 8. Contentmanagement- und Vorgangsbearbeitungssysteme (pdf, 296 kb) 9. Zahlungsverkehrsplattform und Vorgangsbearbeitungssysteme (pdf, 424 kb) 10. Datenschutz in IT-gestützten Vorgangsbearbeitungssystemen (pdf, 720 kb) 11. Projektleitfaden zur Einführung der IT-gestützten Vorgangsbearbeitung(pdf

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15 Three-level object hierarchy for documents, folders and files in DOMEA

16 Three-level object hierarchy for documents, folders and files. Documents are the basic unit for storing primary information. Documents produced in the same business process (i.e. activity) are encapsulated in electronic folders. These folders stem from particular transactions or operations that are, from a functional point of view, elementary units of action. The electronic folders are supposed to contain all relevant contextual information on business activities and transactions. The documents and folders are subelements of files. Each file has its own title and is related to a position in a filing plan. Since electronic files tend to never become complete, electronic folders that are no longer needed for current business are selected, joined together in files and offered to the responsible archive for appraisal. An orderly and automatic disposal process requires that the metadata be set on every level of this object hierarchy and in every phase of the lifecycle. The most important metadata are the so-called retention period, the transfer period and the disposal type. They have to be set as soon as a document, folder or file is created.

17 Lifecycle of electronic files

18 The disposal procedure XDOMEA On the basis of these metadata, the process of disposal can be carried out for the most part automatically. The metadata set is based on XDOMEA, a standard for the exchange of data within and between the authorities.

19 The Requirement Catalogue The fact that the DOMEA concept has become a quasistandard for records management systems in Germany is very much due to the certification procedure derived from the DOMEA requirement catalogue. For authorities and software producers, the requirement catalogue translates the requirements defined in the organisational concept and its enhancement modules into technical specifications. Based on: SAGA (Standards and Architectures in e-government Applications) that describe the recommended technical conditions for the development, communication, and interaction of the federal authorities IT systems. the E-Government Manual that serves as a reference book and central information market on the e-government topic in Germany. MoReq, the Model Requirements for the Management of Electronic Records of the DLM-Forum.

20 The requirements are structured into eight main groups. In order to get the DOMEA certificate, a record keeping system needs to meet at least 65% of the requirements defined in every main group.

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39 Organisationskonzept Elektronische Verwaltungsarbeit

40 ELAK-Konzept Elektronischer Akt

41 The digital age in the Austrian State Archives and Austrian administration (Electronic record system [ELAK]) Early in 1985, the Archiv of the Republic introduced an electronic file administration system. The Austrian State Archives were among the first federal services (year 2003) changing in there administration the exclusive use of electronic files ( Elektronischer Akt - ELAK). Both the long-term storage of electronic data from electronic file administration systems and electronic files as well as the acceptance of traditional hard copies are responsibilities of the Archiv of the Republic. In this context, experts from the this archive have been involved from the beginning in the introduction of the paperless office (federal electronic files), the management of electronic files (DLM) and the creation of an electronic interface (EDIAKT II) between the different electronic filing systems of the Austrian federal administration. egovernment: In 2001, the ELAK system was launched departmentwide in the Austrian Ministry for Foreign Affairs and the Federal Chancellery. Since 2004, ELAK has been rolled out nation-wide and is also being introduced step by step in provincial governments.

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47 Der ELAK Die rasche Verbreitung elektronischer Medien schlägt sich in einer immer intensiveren Nutzung dieser Medien für die Kommunikation mit Behörden nieder. Die öffentliche Verwaltung muss daher auf eine adäquate Infrastruktur zurückgreifen können. Parallel dazu müssen behördeninterne Verwaltungsprozesse automatisiert und optimiert werden, um für ein zufrieden stellendes E-Government Angebot zu sorgen. Mit der Einführung des Elektronischen Aktes auf Bundesebene im Jahr 2004 können viele Verfahren rascher abgewickelt werden. Der Einsatz von elektronischen Aktensystemen unterstützt die Bearbeitung von komplexeren Verfahren, die nicht vollständig automatisiert erledigt werden können. Die Reaktions- und Durchlaufzeiten können um rund 10-15% gesenkt werden. Mit der Umsetzung in allen Bundesministerien können verwaltungsübergreifende Verfahren ohne Medienbruch bearbeitet werden. An einer flächendeckenden Einführung von ELAK-Systemen wird auch in einigen Landesverwaltungen gearbeitet.

48 Der ELAK Der ELAK beruht auf folgenden Grundprinzipien: Der elektronische Akt (digitale Dokumente und Informationen, die zu einem Verfahren gehören) ist das Original. Ausdrucke gelten nur als Kopien. Alle Verwaltungseinheiten, Mitarbeiterinnen und Mitarbeiter nehmen am ELAKSystem teil. Medienbrüche (Ausdrucken und Einscannen) sollten vermieden werden. Der ELAK ermöglicht im Vergleich zur bisherigen Arbeitsweise: eine Parallelisierung der Abläufe. die Bereitstellung von Informationen, sofern die notwendigen Zugriffsrechte vorhanden sind. Recherchetätigkeiten direkt vom Arbeitsplatz aus. einen Verzicht auf Verteilungs- und Ablagestrukturen. eine transparente Prozessdarstellung. eine Standardisierung der Arbeitsabläufe. die Einschau aller beteiligten Verwaltungsstellen in den Akt. ELAK-Systeme tragen dazu bei, Medienbrüche zu vermeiden. Dies wird durch eine Reihe von definierten Schnittstellen erreicht, über die mit beteiligten Akteurinnen und Akteuren bzw. Anwendungen kommuniziert werden kann.

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51 EDIAKT Ediakt beschreibt das Format für die Kommunikation zwischen zwei Stellen (Behörde, Gerichtshof, öffentliche Verwaltungseinrichtung, Unternehmen, Bürgerinnen und Bürger, usw.) mittels elektronischer Akten, Geschäftsfällen und Geschäftsstücken inkl. Dokumenten. Im Zuge der Verwendung und Weiterentwicklung von ELAK-Systemen wurde der Standard EDIAKT I überarbeitet. Dies führte zu einem neuen Standard EDIAKT II.

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53 Electronic Data Interchange Format (EDIAKT II)

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55 Starting with: electronic records of Austrian central services/ministries (actually thirteen federal ministries) Since 2004 ELAK: structured metadata (EDIAKT II [XML-standard]) and Content in PDF/A later capturing other assets. Formats: ASCII documents (TXT), office documents (DOC, XLS, PPT and PDF), xml, , e-fax, Pictures (GIF, BMP, TIFF, JPEG and PNG), Mail Formats (Outlook Mail, Lotus Notes Mail, Groupwis ), Internet format (HTML) Migration Standards of international working groups: PLANETS, CASPAR, TRAC, NESTOR etc.

56 Ingest in the OAIS-model: Electronic record system (ELAK) in the Austrian administration

57 Electronic Data Interchange Format (EDIAKT II) Ingest in the OAIS-Model EDIAKT was developed as a format for standardising communication between different public authorities (courts of law, semi-public authorities). Although all authorities had record management systems (RMS) installed handled with electronic records, business cases, and sub-cases including documents, the RMS were specific to the manufacturer of the software and not built according to a uniform standard. In the sense of further development of the EDIAKT system and due to increased distribution of the ELAK system, the standard was updated to its current format, EDIAKT II. Data is packaged as EDIAKT objects which are comprised of: meta-data that describes a record, business (sub-)case, or document process data for process instances and activities in accordance with the XPDL standard of the Workflow Management Coalition content of the record, business (sub-)case, or document procedure-specific data that may be attached to an object

58 Austrian network: Digital long-term preservation To satisfy the different requirements of institutions using ELAK, EDIAKT implemented a hierarchical structure with four layers. At the bottom is the document, which contains the file in its original format. If the file is not saved in a standard format, a document with a standard format must be attached. One or more documents are wrapped in a business sub-case. It represents the smallest unit in EDIAKT II. This business sub-case may further be wrapped along with other sub-cases in a higher level business case. Authorities that do not have their own ELAK system can still read EDIAKT packages using the free EDIAKT Viewer. EDIAKT II is used more than just as an interface between different electronic record systems. It can also be used for internal data exchange between special applications and archive systems. EDIAKT II, together with the EDIAKT Viewer and EDIAKT Creator, and supplemented by the standard document format PDF/A, establishes the basis for the long-term archiving of records. In the future, this format could play an increasingly central role for the submission of original records that is required for different administration levels.

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64 DOMEA concept DOMEA concept

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67 GEVER On January 23rd 2008, the Federal Council passed a host of measures regarding uniform and standardised handling of electronic files, data and documents. This action plan is precondition for implementation of the Swiss E-Government Strategy ( ), which binds the Confederation to make its administrative activities as close to the public and as economical as possible via the use of information and communication technology. The GEVER electronic records and process management orientates itself on the operational processes and sup-ports the systematic recording of operational activities through the structured filing of records and documents within dossiers. GEVER here makes operational activities, operational control, records management and process management easier. It ensures compliance with the general principles of administration management and manages records and documents in accordance with the lifecycle principle. With GEVER, operational procedures are filed in a le-gally compliant manner.

68 GEVER captures operation entries and assigns the entries to a business process or a dossier respectively. captures the organisation of operational processes: Lead organisation, participants, deadlines, route, process steps, participation procedures, work results documents the status of completed and pending tasks (operation control) simplifies records handling (searching and finding of dossiers) incorporates and other electronic forms of communication into the GEVER application keeps a journal for the recording of operational transactions leads to the standardisation of office automation (electronic desk: uniform office tools, s etc.)

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70 2005 Specification of the GEVER Standard Solution by the Federal State Oktober 2005 Basic agreement for the GEVERFabasoft solution is signet September 2006 More than 6,000 users licensed in the Federal Administration 2007 Several Federal Offices implement the new Federal Standard The SFA will create the technical and operational preconditions for the archiving of electronic documents from GEVER systems and relational databases by the beginning of The FCh and the departments will introduce electronic records and process management (GEVER) by the end of 2011 in accordance with the binding federal standard and will create the conditions for interacting with other GEVER systems, such as e.g. with cantons, municipalities and private individuals

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