Cutting corners is ok
Sound familiar? The tasks that just have to be done are usually the ones that take longer? And end up costing more, too?
It does to us! That’s why, for more than a decade we have been developing an effective, safe, tried and tested method for transferring records to the Danish National Archives and other public archives. In Denmark, public authorities are required to transfer records that are worthy preserving from their electronic records and document management systems to a public archive. And this very same statutory task can end up being a costly affair. At Formpipe, we help you go from blood, sweat and tears to fast, fun and easy.
Get data out of your shop and into the warehouse
The world is becoming increasingly digitised. The digitisation is happening at lightning speed and the volume of information and data is skyrocketing. This same is true of the number of systems and the amount and complexity of format types in which data is stored. Needless to say, the complexity is continuously increasing, and our only certainty is that it won’t stop here.
Public authorities are under an obligation to transfer data worthy of preservation from their electronic document and records management (EDRM) system to a public archive. Governmental authorities must transfer their data to the Danish National Archives. Municipal authorities can choose to transfer data to the National Archives or a local archive – also known as a section 7 archive. In short, we are talking about a task that just has to be done – by the right time, for the right recipient, and according to the right procedure. It is also a task that is becoming increasingly complicated all the time, precisely because the amount of data and file formats in EDRM systems is growing by leaps and bounds.
Data: a belt-and-braces approach
Complexity is rising because of the increasingly stringent requirements imposed on data security, data transparency and data quality. The requirements come not only from the public archives themselves, but from society in general. In particular, the GDPR put this on the agenda, which has spurred new archiving requirements as well. For example, public authorities are now required to guarantee an individual’s ‘right to be forgotten’ by deleting old records if so requested by a specific individual. To do this, the quality of the access to old, archived data must obviously be such that it is both fast, fun and easy to comply with the new personal data protection regulations.
Sound cumbersome and complicated? Fortunately, there is a standard solution that allows you to future-proof your archiving processes.
Three-stage rockets, moon landings and data conversion
Over the past decade, Formpipe has specialised in assisting customers in transferring records to the Danish National Archives and other public archives. Our methods are highly developed, tried and tested and we conduct a significant number of successful transfers to public archives every year, not only from our own EDRM systems, but from others on the market as well. Our customers get off the launchpad quickly, freeing up resources for the other, more interesting tasks.
We have developed an efficient, robust conversion engine that ensures fast conversion and high data quality to comply in full with the requirements of all public archives. And we have set up a permanent team who can perform the tasks in close cooperation with our customers. This ensures that our customers are assisted safely and easily through the transfer project with the help of our very own three-stage rocket (which we refer to as a combined transfer process, logically consisting of exactly three stages). This frees up resources to focus on the future and not waste unnecessary time on the past – doesn’t that sound nice?
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