ARCHIVING SYSTEM Service

archives
ELECTRONICS (SAE) Sheet
practice

Information Note DGP/SIAF/2014/005 of July 8, 2014 regarding logging

of events.
Data Exchange Standard for Archiving (SEDA) (Version 1.0 of 12
September 2012.
Framework Conceptual model: OAIS (Open Archival Information System), Model
conceptual intended for themanagementat thearchivingand to the preservation oflong termof
legislative and
digital documents(International version: ISO 14721: 2012).
regulatory
Technical standard: Afnor NF Z42-013 of 2009, Specifications related to the
design and operation of computer systems to ensure
conservation and integrity of the documents stored in these systems (Version
international: ISO 14641-1: 2012.
Information note DGP/SIAF/2011/008 of May 2, 2011 regarding archiving
digital in local authorities.

Definition and objectives

An electronic archiving system (EAS) is a computer tool that allows for preservation.
sustainable and secure electronic documents. Once integrated into a document management system, a document is
more modifiable and therefore retains its demonstrative value.

In this sense, the SAE differs from a server and a DMS:

A server: a tool for storing or backing up data. It does not manage this.
data nor the maintenance of their evidential value.
An EDM: computer system allowing the management of electronic documents in their
daily use. It cannot guarantee its long-term sustainability (possibility of destruction
the documents) nor the preservation of their integrity (the possibility of modifying them).

The four objectives of a SAE

Objectives Definitions Comment
Regular verification of the state and the usability of the data.
Migration of data to new media and formats.
Information about the document format to allow it
Ensure the readability of the document in
Sustainability the time restitution independently of its environment of origin (includes
in the metadata).
Data preservation in a lasting standard format (e.g.:
PDF, XML.

Verification of the author's identity through electronic signature.

Timestamp (association of a date and a time with the document
Ensure authenticity you electronic device allowing to seal it.
document that is to say the non-
Integrity modification possible of the content and of Verification of the non-modification of the document by management
the shape metadata.
Tracking of any modification of a data/document in a
journal of events.

Determine the life cycle history Timestamp.

the document: description of all Recording transactions related to documents in a
Traceability the operations carried out timestamped and signed event log throughout the duration
(consultations, migrations, etc.) of conservation.

Ensure the preservation of the document- Definition of access rules according to communicability (in the
in the long term. time) and the users.
Security
Limit communication according to theDuplication of the document.
current legislation. Storage in remote vaults or on a secure server.

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 ARCHIVING SYSTEM Service
archives
ELECTRONICS (SAE) Sheet
practice

The features: the recommendations of the OAIS standard

Steps Objectifs Actions Equivalent paper archiving
Archiving of the described document
Archiver the document (metadata of origin and/or
added). Payment physics of the
Entry of folders with shipping slips of
data - Pour the document into - Document transformation for payments.
the SAE. to be readable by any tool
computer science (SEDA interoperability).

Aging monitoring.

Storage / Manage the support of -Management of available space.

Physical management of archives
conservation document. paid into the account.
Digital sealing prohibiting the
document modification

Description of the documents. Drafting of the inventory.

- Search for documents having - Use of instruments of
Management of Manage the base of
is the subject of research requests.
data data.
communication.
Writing of sheets
Elimination campaigns. of elimination.

Reception requests for

Use the Interface between the
consultation.
Access SAE and the user/ Communication of the document.
reader. - Communication of the document to
the user / reader.

Technological watch in the field of

Establish policies of supports. Verification of conditions
Planning
long-term conservation conservation.
from the Data migrations.
sustainability term. Legal monitoring.
Monitoring of producer activity.

Externalisation

Since law n°2008-696 of July 15, 2008, relating to archives, local authorities have the possibility
to outsource their intermediate electronic archives. To do this, they must call on a
Certified tier-archiver by the Archives of France, ensuring preservation that meets legislation.
in effect.

For more information, you can consult the practical guides "Outsourcing your archives" and
Conservation of electronic documents without a DMS.

The Archives service of the CIG supports you in your procedures.

electronic archiving.

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