Katherine M Wisser amp Anila Angjeli Description Section August 2015 Functions in Archival Description Current ICA Metadata Model Functions and continuity in records creation Stability of functions in comparison to administrative structures ID: 463267
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Slide1
Fitting in Functions
Katherine M. Wisser &
Anila
Angjeli
Description Section
August 2015Slide2
Functions in Archival DescriptionSlide3
Current ICA Metadata ModelSlide4
Functions and continuity in records creationStability of functions in comparison to administrative structuresFunctions as causatively connected to records on their creation and useDebunking the 1:1 model of archival descriptionThe functional approach to archival descriptionSlide5
Adding perspectivesProvenance approach
Functional approachSlide6
Definition of function: subfunctions, business processes, activities, tasks, transactions, and othersDescriptions used: Describe as unitsControl the creation and use of access pointsDocument relationships
ISDF:
International Standard for the Description of FunctionsSlide7
“Description of functions plays a vital role in explaining the provenance of records. Descriptions of functions can help place records more securely in the context of their creation and use. They can help explain how and why records were created and subsequently used, the purpose or function within an organisation which the records were designed to fulfil, and how records fitted in with and related to other records produced by the same organisation.”ISDF
1.4, p. 7
Functions as ContextSlide8
Functions as Context“Archival description includes information about the content, intellectual and physical attributes of the archival material, as well as information about the context of their creation and use. The contextual information of the creation and use of material is often complex and multi-layered and may involve individuals, families, organizations, societies,
functions, activities, business processes,
geographic places, events, and other entities.”
EAC-CPF Tag Library, 2011Slide9
5.1 Identity Area5.2 Context Area5.3 Relationships Area5.4 Control Area6 Relating Functions to Corporate Bodies, Archival Materials and Other ResourcesOutline of ISDFSlide10
Comparison to ISAAR(CPF)ISDF5.1 Identity Area
5.2 Context Area
5.3 Relationships Area
5.4 Control Area
6 Relating Functions to Corporate Bodies, Archival Materials and Other Resources
ISAAR(CPF)
5.1 Identity Area
5.2 Description Area
5.3 Relationships Area
5.4 Control Area
6 Relating Corporate Bodies, Persons and Families to Other Archival Materials and Other Resources Slide11
Identity AreaTypeAuthorized form(s) of nameParallel form(s) of nameOther form(s) of nameClassificationOutline of ISDFSlide12
Context AreaDatesDescriptionHistoryLegislationOutline of ISDFSlide13
Relationships AreaAuthorized form(s) of name/Identifier of related functionTypeCategoryDescription of relationshipDates of relationshipOutline of ISDFSlide14
We need an EAC-F StandardKarsten
Kühnel
,
“The Role of Functional Provenance between Archival Appraisal and Description – do we need an EAC-F standard?
”
http://
www.apex-project.eu
/
index.php
/en/articles/210-the-role-of-functional-provenance-between-archival-appraisal-and-description-do-we-need-an-eac-f-standardSlide15
TS-EAC and FunctionsSlide16
Concomitant events:
ICA annual conference 2013
EGAD meeting
<
http
://www.ica.org/13799/the-experts-group-on-archival-description/about-the-
egad.html
>
Kick-off meeting
for developing
a
schema for Functions
Participation - 20 professionals
From the international community:
Australia, France, Germany, Greece, Italy, Netherlands, Sweden, Switzerland, UK,
USA
Including members of TS-EAC, TS-EAD, SDT and EGAD
Creation of an
AdHoc
Working
Group
or “
Incubation Group” on Functions
22 November 2013, Brussels (Belgium)
at the Royal Library of BelgiumSlide17
Context Since 2008four separate, local initiatives for building a schema for functions
Sweden
National Archives
to support a
process-based
approach for building an E-Archive and
E-Management system in Sweden
Italy
to
support several projects for encoding current archives
Switzerland
Archives of the State of Valais
to trace business processes within an organization
France
Cross-Ministry
Service
for the coordination of French archives
to support records appraisal and development of retention schedules
All based on the overall architecture of EAC,
though with variations
However, unanimous agreement on the need for
a unique international standard schemaSlide18
Decisions on design Principlesat the Brussels’ meeting (1)
Compliance with ISDF
but extend the scope to “any acting agent”
Design architecture
based on EAC-CPF --------->
Approach of shared blocks/elements/attributes with the other archival encoding standards (EAD and EAC-CPF) Slide19
Special focus on Relationsprovide the adequate model for expressing the complex semantics of relations:Decisions on design Principles
at the Brussels’ meeting (2)
Close collaboration with EGAD
Rely on EGAD for:
c
ategories of functions and their names
d
efinition of relations
t
he way ISDF will be further specified
Function
Function
Agents
Archival materials or other resourcesSlide20
EGAD has tackled the complex “world of functions” (or Business-related concepts)Goals
Ever since …
Use cases are needed!!!
Actions
Defining entities by addressing questions such as:
Why an agent (person, organization, etc.) does something?
(what is the purpose / goal / responsibility)
How an agent achieves this purpose?
(what activities are involved to carry out the responsibilities)
Is there a mandate that authorizes the agent?
Who mandates/authorizes the agent to do something?
Are there rules that govern the activities?
What are the relations among the defined entities?
Occupations
Responsibilities
Mandates
Authorities
Rules
…
BusinessSlide21
Incubation Group on Functionswork plan
Virtual meeting in June 2015 decided:
Hold off on construction of a schema for functions until the archival conceptual model & ontology is further along
Support EGAD in the modeling of functions
(the group includes members from EGAD as well)
From June on -
Bring together a compendium of real life examples
with a
broad enough
variety :
businesses / functions / activities / occupations …
mandates / rules / authorizations to act …
operational
situations and
contexts …
➨From November on -
Start building the schemaSlide22
<http://www2.archivists.org/groups/technical-subcommittee-on-eac-cpf/announcement-of-the-working-group-on-a-schema-for-function>