Transferring records to public archives can be both costly and slow, as is usually the case with tasks that just have to be done. Sound familiar? Nevertheless, this legal requirement must be respected, of course.
So why make it more complicated than absolutely necessary? At Formpipe, we have the market’s sturdiest, most efficient and tried-and-tested ‘machine’ for transferring records to public archives.
Our conversion engine easily converts more than 600 types of files, and more are being added all the time.
Unique business knowledge
Our permanent staff have sound, wide-ranging experience of submission projects.
We ensure efficient transfers to public archives, freeing up your time for more important tasks.
Are you ready to bring the past into the future?
Or at least to learn more about how to do this in the most efficient, securest and fastest way possible? Then let’s have a chat...
In Denmark, there are strict requirements for how public organisations manage and archive their rapidly increasing volumes of data. Public authorities are obliged to transfer records/data worthy of preservation from their EDRM systems to a public archive. Data worthy of preservation usually range from documents such as decisions, rulings, calculations and various audio and image files that belong to a case record.
Whereas national authorities are obliged to transfer data records to the National Archives, municipal authorities have two options: transferring records to the National Archives or to a local archive – also called a section 7 archive.
Do you wonder why perhaps? We need to do this to secure data for the future. Not only so that archaeologists of the future can unearth information about prehistoric societies. But also so that we can delve into data in the near future and shed new light on them if necessary. The keener focus on data security and new GDPR rules also increases the need to transfer data to archives.
This places great demands on having insight into the case and document management systems, public records legislation and conversion tools that are used to transfer the data in the correct format, at the right time and, of course, at the right price.
Over the past decade, we of Formpipe have developed and refined our method of transferring records to the National Archives and other public records. Every year, we help a wide variety of organisations to achieve their data transfer projects. We base our methods on an efficient three-stage rocket process and a solid conversion engine that has extracted virtually all the manual labour from our customers’ transfer projects.
Our three-stage rocket handles it for you
Transferring records to the National Archives isn’t rocket science. But it is a long process that can cost blood, sweat and tears – or rather duplicated processes, long working days and taking focus away from things that probably matter more. Efficient transfer projects require insight, experience and competence. Which we have. In fact, we have such an abundance that we call ourselves experts in our field. When we help our customers achieve their goal of transferring records to a public archive, we do so using our well-developed, tried-and-tested three-stage rocket. We call it this, of course, because the transfer process has three stages. Let’s quickly run them through for you.
To get ready for ‘lift-off’, you have to complete stage one – which we call ‘preliminary analysis’ because this is where we extract and analyse data and establish the framework for the specific transfer.
Now, you are ready for the second stage of the process. We call this the ‘standard transfer’. In this stage, data worthy of preservation are converted into TIFF format and audio and image files are converted into MPEG4 format. For this stage, we use our conversion engine to efficiently convert the data. Concurrent to this, we conduct ADA tests of the converted data. ADA is the Danish National Archives’ testing program for approving the versions of files to be archived. At the same time, we convert and test files to significantly shorten the project period to accelerate your preparations for a moon landing.
Transferring data in the correct format within a foreseeable period of time imposes great demands on the conversion tools. Over the past decade, Formpipe has developed and optimised a conversion engine that can process large volumes of data and ensure high-quality conversion. Once all the data are converted and the provision governing the transfer has been agreed between customer and archive, an archive version is created. Which brings us to the third and final stage of our rocket. Can you see the launchpad?
In stage three – ‘approval at the archives’ – the archive version is transferred to a disc which is delivered to the National Archives or a local section 7 archive. The archive conducts a test and approves the transfer if everything is up to scratch. It usually is.
3, 2, 1 – READY FOR LIFT-OFF!
In fact, it doesn’t have to be more difficult than that. Best of all, we do it all for you. All you have to do is give us access to the data that needs to archived – we take care of the rest.
Do you want our team to help you land on the moon?
A transfer project is a process that requires procedural knowledge of the EDRM system and knowledge of archives’ requirements for transfers. This also includes the technical task of converting, testing and creating the archival version.
Formpipe has set up a permanent team of project managers, consultants and developers who carry out the projects and continuously develop our conversion engine.
At the time of writing, there are more than 600 convertible types of files and, as the conversion engine is continuously being developed, the number is rising. Vast amounts of data cannot be converted without running into conversion problems, however. These can be caused by emails with embedded files, zip files, large spreadsheets or encrypted files. For our most recent transfer, the error rate was a mere 0.0287% out of 4.3 million documents. This is quite a low error rate and the receiving archive (Danish National Archives) approved the transfer right away.
In short, do you want to future-proof your transfer projects and prepare for a moon landing? Then we have just the solution you need.
Contact us if you want more information about our products & what they can do for you & your organisation.