Registering and Preserving Digital Documentation Produced by Public Bodies (NO0021)
Overview
At-a-Glance
Action Plan: Norway Action Plan 2013-2015
Action Plan Cycle: 2013
Status: Inactive
Institutions
Lead Institution: The Ministry of Culture and the National Archives of Norway in cooperation with the Agency for Public Management and eGovernment (Difi).
Support Institution(s): NA
Policy Areas
Access to Information, Anti-Corruption, E-Government, Legislation & Regulation, Legislative, Open Data, Records Management, Right to InformationIRM Review
IRM Report: Norway End-of-Term Report 2014-2015, Norway Second IRM Progress Report 2013-2014
Starred: No
Early Results: Did Not Change
Design i
Verifiable: No
Relevant to OGP Values: Access to Information
Implementation i
Description
Challenges and strategies for registering and preserving digital documentation
produced by public bodies are outlined in the white paper on archiving (Meld. St. 7
(2012-2013)). The basis for public access to such information consists partly of the
public bodies’ systems and routines for registering and preserving digital documents.
The most important measures involve developing joint solutions, standards and rules
for handling of digital documents. In addition, the Norwegian archive authorities
contribute to the development of cooperation on following up these challenges, both
internationally and between Norwegian administrative levels.
Automated and specialized case management systems used by public bodies will
include archive functions that link to documents and associated metadata, and store
these in accordance with approved standards. These functions will ensure
preservation of digital documentation in the short and long term as well as
transparency and freedom of information.
Consideration will also be given to establishing joint solutions for preserving and
making available digital documentation as soon as it is no longer in active
administrative use. This will ensure both continued transparency and public
confidence that such documentation is retained in its authentic form
IRM End of Term Status Summary
10. Registering and preserving digital documentation produced by public bodies
Commitment Text:
[…]
COMMITMENT DESCRIPTION
Automated and specialized case management systems used by public bodies will include archive functions that link to documents and associated metadata, and store these in accordance with approved standards. These functions will ensure preservation of digital documentation in the short and long term as well as transparency and freedom of information.
Consideration will also be given to establishing joint solutions for preserving and making available digital documentation as soon as it is no longer in active administrative use. This will ensure both continued transparency and public confidence that such documentation is retained in its authentic form.
KEY IMPACT BENCHMARK
In work on revision of the Archives Act, consideration has been given to the recommendation of the white paper on archiving, Meld. St. 7 (2012-2013), that the creation of archives should be a statutory function of all electronic systems for public documents of archival value. Standards and standardized solutions have been developed within the framework of a broad cooperation between actors in both central government and municipal administration.
ACTIVITIES
Revision of the Archives Act.
Broad cooperation project on archives in e-administration including principles, methods, standards, systems solutions and organizational solutions.
Responsible institution: Ministry of Culture
Supporting institution(s): National Archives of Norway in cooperation with the Agency for Public Management and eGovernment (Difi)
Start date: 1 January, 2013 End date: 31 December, 2015
Editorial note: The text of the commitments was abridged for formatting reasons. For the full text of the commitment, please see http://bit.ly/1QlVIja.
Policy Aim
This commitment builds on the recommendations of a parliamentary white paper produced in 2012 on how to improve the quality of government archiving.[Note 60: “Parliamentary White Paper 7 (2012–2013),” Ministry of Culture, accessed September 4, 2016, https://www.regjeringen.no/no/dokumenter/meld-st-7-20122013/id707323/?ch=1&q=.] The commitment specifically aims to improve the functionality of software used by government archivists and the coordination and standardization of archiving practices across government bodies. Improved functionality and archiving practices are also expected to improve public access to government documents.
Status
Mid-term: Limited
The Samla Samfunnsdokumentasjon (SAMDOK) project is intended to facilitate coordination among archive institutions on a voluntary basis. The project is widely regarded as a success according to government focal points,[Note 61: Contribution of the Ministry of Justice to Norway’s Self-Assessment, on file with researcher.] though this was not confirmed in interviews or desk research conducted in preparation of this report. Regarding revisions of the Archives Act, the government established a working group to consider adjustments to the regulations.[Note 62: Ibid.] The commitment is considered to be limited in completion since work on this latter component has not progressed towards identifying and implementing revisions.
End-of-term: Substantial
The IRM researcher interviewed multiple individuals in the Ministry of Culture and National Archives, but was unable to identify additional SAMDOK outcomes corresponding to the second component of this commitment.[Note 63: Helga Hjorth (Senior Adviser, National Archives), interview by Christopher Wilson, email and phone interview, September 9, 2016; Tor Anton Gaarder (Deputy Director, National Archives), interview by Christopher Wilson and Lene Olsen, phone interview, March 18, 2016; and Håvard Bjerke (Senior Adviser, Ministry of Culture), interview by Christopher Wilson, phone interview, September 8, 2016.] Regarding the first component—the revision of the Archives Act—focal points for this commitment reported that a working group had been established, together with the National Archives and other civil society actors, in order to map gaps and needs for revision in the current Archives Act.[Note 64: Ibid. ][Note 65: ”Revisjon av arkivforskriften,” Arkivverket, accessed September 9, 2016, http://www.arkivverket.no/arkivverket/Arkivverket/Om-oss/Aktuelt/Nyhetsarkiv/Revisjon-av-arkivforskriften. ] The Ministry of Culture then requested that the National Archives propose revisions to the Archive Act in early 2016.[Note 66: Documentation on file with researcher.] This proposal has been delivered and is under consideration, though the IRM researcher was not able to contact anyone in the Ministry of Culture or National Archives who was willing to share the proposal under consideration. The course of action and timeline moving forward is unclear. The primary benchmark for this milestone was “consideration.” Consideration has taken place, but since it is unclear whether this consideration included the substantive components described in the commitment, its level of completion is considered to be substantial.
Did it open government?
Access to information: Did not change
The only specific outcomes of this commitment identified by the IRM researcher are the establishment of a working group and the production of a proposal for legal amendments, which is still forthcoming. The IRM researcher considers it reasonable to presume that the small improvements referenced as part of the SAMDOK project, and the coordination and proposals underway to revise the archive acts, promise some positive future impact on archiving practice and, by extension, access to information in Norway. However, the activities underpinning this commitment have not changed access to information.
Carried forward?
This commitment has not been carried forward in the Norwegian government’s third national action plan, which is available on the OGP website.[Note 67: ”Norway’s third action plan Open Government Partnership (OGP),” Ministry of Local Government and Modernisation, accessed September 4, 2016, http://www.opengovpartnership.org/wp-content/uploads/2001/01/Norway_2016-17_NAP.pdf.]
Commitments
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Archiving Documents
NO0054, 2019, Anti-Corruption
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Making Energy Statistics Available
NO0055, 2019, Anti-Corruption
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e-Access and Expansion
NO0056, 2019, Access to Information
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Open Cultural Data
NO0057, 2019, Access to Information
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Digital Spatial Planning
NO0058, 2019, E-Government
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Streamline Public Procurement
NO0059, 2019, Anti-Corruption
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Preventing Corruption
NO0060, 2019, Anti-Corruption
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Beneficial Ownership Registry
NO0061, 2019, Anti-Corruption
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User Orientation
NO0045, 2016, Capacity Building
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Electronic Public Records (OEP)
NO0046, 2016, E-Government
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Transparency Regarding Environmental Information
NO0047, 2016, E-Government
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Disclosure of Financial Data
NO0048, 2016, Access to Information
-
Transparency Regarding Rainforest Funds
NO0049, 2016, E-Government
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State Employees’ Ownership of Shares
NO0050, 2016, Anti-Corruption
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Promote Freedom of Expression and Independent Media
NO0051, 2016, Civic Space
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Country-By-Country Reporting
NO0052, 2016, Anti-Corruption
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Register for Ultimate Beneficial Ownership
NO0053, 2016, Anti-Corruption
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Public Review and Public Consultation
NO0020, 2013, Capacity Building
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Registering and Preserving Digital Documentation Produced by Public Bodies
NO0021, 2013, Access to Information
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The Norwegian Citizen Survey (Innbyggerundersøkelsen)
NO0022, 2013, Public Participation
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Whistleblowing
NO0023, 2013, Anti-Corruption
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Strengthened Information Exchange for More Efficient Crime Prevention and Combating
NO0024, 2013, Justice
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Strengthening the Transparency of Public Authorities and Administration
NO0025, 2013, Access to Information
-
Egovernment with an End-User Focus
NO0026, 2013, E-Government
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Plain Legal Language
NO0027, 2013, Capacity Building
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Norwegian Grants Portal (MFA)
NO0028, 2013, Aid
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An International Convention or Agreement on Financial Transparency
NO0029, 2013, Private Sector
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Reducing Conflicts of Interests – Post-Employment Regulations
NO0030, 2013, Anti-Corruption
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Centre for Integrity in the Defence Sector
NO0031, 2013, Security & Public Safety
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A Better Overview of Committees, Boards and Councils – More Public Access to Information and Better Opportunities for Further Use
NO0032, 2013, E-Government
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Modernizing Public Governance
NO0033, 2013, Capacity Building
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Transparency in the Management of Oil and Gas Revenues
NO0034, 2013, Anti-Corruption
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Transparency in the Management of the Government Pension Fund (GPF)
NO0035, 2013, E-Government
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Transparency and Anti-Corruption Efforts
NO0036, 2013, Anti-Corruption
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The Municipal Sector
NO0037, 2013, Education
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“Simplify” (“Enkelt Og Greit”)
NO0038, 2013, E-Government
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Electronic Public Records (OEP) – (Offentlig Elektronisk Postjournal)
NO0039, 2013, Access to Information
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Re-Use of Public Sector Information (PSI)
NO0040, 2013, Access to Information
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Access to Health Data
NO0041, 2013, E-Government
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Renewal of the Government’S Website (Regjeringen.No – Government.No)
NO0042, 2013, E-Government
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Declaration of Principles for Interaction and Dialogue with NGOs
NO0043, 2013, Capacity Building
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Simplification and Digital Administration of Arrangements for NGOs
NO0044, 2013, Capacity Building
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An Open Public Sector and Inclusive Government
NO0001, 2011, Anti-Corruption
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Measures to Promote Gender Equality and Women’S Full Participation in Civic Life, the Private Sector, the Public Administration and Political Processes.
NO0002, 2011, Gender
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Gender Equality – Participation in the Private Sector
NO0003, 2011, Gender
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Increase Women's Representation in Local Government
NO0004, 2011, Gender
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Gender Equality Program
NO0005, 2011, Gender
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Gender Equality – Inclusion of Immigrant Women
NO0006, 2011, Gender
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Gender Equality – Combat Gender Stereotypes
NO0007, 2011, Gender
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Gender Equality – Youth Initiatives
NO0008, 2011, Gender
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Gender Equality – Combat Domestic Violence
NO0009, 2011, Gender
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Transparency in the Management of Oil and Gas Revenues / Financial Transparency
NO0010, 2011, Aid
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Transparency in the Management of Oil and Gas Revenues / Financial Transparency – Government Global Pension Fund
NO0011, 2011, Fiscal Openness
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Transparency in the Management of Oil and Gas Revenues / Financial Transparency – Combat Tax Evasion
NO0012, 2011, Fiscal Openness
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Transparency in the Management of Oil and Gas Revenues / Financial Transparency – Multi-National Companies
NO0013, 2011, Fiscal Openness
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An Open Public Sector and Inclusive Government – Create Central Communication Policy
NO0014, 2011, Fiscal Openness
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An Open Public Sector and Inclusive Government
NO0015, 2011, E-Government
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An Open Public Sector and Inclusive Government – Public Data Use
NO0016, 2011, Public Participation
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An Open Public Sector and Inclusive Government – National Statistic Publication
NO0017, 2011, Access to Information
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An Open Public Sector and Inclusive Government – National Public Opinion Survey
NO0018, 2011,
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An Open Public Sector and Inclusive Government
NO0019, 2011, Public Participation