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Spain

ARCHIVE System (ES0035)

Overview

At-a-Glance

Action Plan: Spain Action Plan 2017-2019

Action Plan Cycle: 2017

Status: Active

Institutions

Lead Institution: Ministry of Finance and Civil Service

Support Institution(s): General State Administration. Autonomous Communities and local entities that adhere.

Policy Areas

Capacity Building, E-Government, Open Data, Records Management

IRM Review

IRM Report: Pending IRM Review

Starred: Pending IRM Review

Early Results: Pending IRM Review

Design i

Verifiable: Pending IRM Review

Relevant to OGP Values: Not Relevant

Potential Impact: Pending IRM Review

Implementation i

Completion: Pending IRM Review

Description

Ministry Responsible: Ministry of Finance and Civil Service; Other actors: Government: General State Administration. Autonomous Communities and local entities that adhere.; Status quo or problem
to be addressed: Archive is a permanent archive web application for the long-term preservation of files and electronic documents, which complies with the provisions in RD 4/2010, dated January 8, which regulates the National Interoperability Framework within the e-government. Archive provides the necessary tools for the creation, through a super-administrator, of an administration and management system of Multi-departmental Archive Centers, as well as the integration of the corresponding consumer applications and the management of the documents and electronic files sent by the same. It is also the fundamental basis for the extraction of information that may be of interest to the administration in general, for the fulfillment of its obligations of transparency, and for the exploitation of information that may be of interest to the very operation of the organization. Main objective: Archive is a long-term web archiving application whose main objective is to ensure that the electronic information stored is authentic, accessible only by users or relevant stakeholders, is complete, available sine die, and provides the necessary traceability information. Archive comes with operations for working with electronic documents and records. The operations available can be roughly divided into: •Administration of an File • File Center Management • Management of the Metadata of the Technical Standards • Records management • Transfer of records between files • Generation of change of custody minutes • Preservation of technical guarantees (resale and other guarantees) The records and documents will be imported and classified within Archives and a collection of documents, and will pass through various states (both automatically and manually), depending on the assigned conservation policy. Archive also provides mechanisms for the notification of changes in the status of records, as well as different management modules (users and roles, documentary archives, SIA and/or functional classification). On the other hand, it has a series of operations accessible through web services, such as sending SIP, searching records or getting entry records. Following the OAIS file management model, Archive covers the entire document life cycle and its successive long-term archive stages. It enables generating, for each File and collection of documents, the metadata of the Metadata Framework of the Technical Standards for Interoperability of Electronic Document, necessary for the management of Records (as an atomic unit). These selections automatically translate into Validation rules of the SIP (Submission Information Package) so that they can be implemented by each Archive center. It includes tools for the generation of these SIPs, as well as a visualization of the AIP (Archival Information Package) that are generated internally in the Archive software.
Similarly, in the exchange process between Archives, it allows the generation of DIPs (Dissemination Information Package) in a semiautomatic way, for the transfer between file centers compatible with these protocols.
Regarding Conservation Policies, it enables the Permanent Elimination, Partial, Permanent Conservation and Pending Judgment. Among the functionalities being developed it now includes, among others: • Large-scale format conversions • Advanced metadata handling for the definition of SIPs and AIPs. • Final file of complete databases
• Paper-electronic hybrid record management • Right of access to information The application is already released with EUPL license and available for reuse.; Brief description of the commitment: Facilitate the capacity of individual administrations to preserve digital assets in the long term, provide reusable data to promote RISP policy, open electronic files to stakeholders or researchers, promote transparency, and foster private sector collaboration in the technological development of these tasks.; Addressed challenge of the OGP by the commitment: ARCHIVE addresses several of the challenges of the Alliance. Improvement of public services, enhancement of public integrity, more efficient management of public resources resources, creation of safer communities and increasing corporate responsibility On the one hand, ARCHIVE represents an improvement in public services by providing administrations with a secure mechanism for the preservation of digital assets, which at present may be lost or kept in unsuitable formats. It undoubtedly improves the transparency of administrations in their administrative actions by making it easier for citizens to access data from files, as well as to advance open data, and the exploitation of information through big data techniques, extraction of useful information (documentary intelligence) and exploitation of information without prejudice to personal data (anonymization) In addition, as it is intended as a mechanism to assist in the implementation of administrations of the national Interoperability Framework, it increases the need for different service providers to carry out work in relation to records, electronic documents and, in general, digital assets, in accordance with these standards. Finally, it also implies a more efficient management of public resources, with it being offered to all local entities, reusing the technological solutions.; Relevance: This commitment enables advancement in the values promoted by the OGP. It promotes access to information and transparency, since it will facilitate access and data held by the administration in its files in the long term, and on the other hand, they can oversee and exercise greater control, empowering civil society.
In this line, furthermore, it promotes the disclosure of collections of free access documents, as well as the general access to researchers of the electronic files that each administration maintains. It is a technological and innovative development of great importance, since it is a cloud based service that is reused in a simple way by all the administrations, that is also available in Open Source, with the multiplier effect of the savings that these types of systems imply. In addition, these technologies are assuming the use and testing of innovative technologies that allow us to deal with digital preservation in the long term.; Aim: Preserve all the relevant information of all the Public Service Administrations in the long term, without risk in the loss of the same in the long term, which constitutes, after all, the history of the administration and its administrators. It implies a change in the philosophy of preservation and awareness of all public administrations, which is also a great driving force in the general management of document management of all the organizations.


Spain's Commitments

  1. Creation of an Open Government Forum

    ES0024, 2017, OGP

  2. Sectoral Commision on Open Government

    ES0025, 2017, Capacity Building

  3. Local Authorities for Transparency and Citizen Participation

    ES0026, 2017, Capacity Building

  4. Open Government Initiatives Abroad

    ES0027, 2017, Audits and Controls

  5. Participatory Web Space on Open Government

    ES0028, 2017, Capacity Building

  6. Observatory on Participation

    ES0029, 2017, Capacity Building

  7. Participatory Budgeting

    ES0030, 2017, E-Government

  8. Young People in Public Policies

    ES0031, 2017, Capacity Building

  9. Transparency Portal and the Right of Access

    ES0032, 2017, Capacity Building

  10. Information Disclosure Program and its Reuse

    ES0033, 2017, Capacity Building

  11. Citizen’s Folder

    ES0034, 2017, E-Government

  12. ARCHIVE System

    ES0035, 2017, Capacity Building

  13. Regulations for the Transparency Law

    ES0036, 2017, E-Government

  14. Expand Economic-Financial Center

    ES0037, 2017, E-Government

  15. Coordination of the Cadastre and the Land Registry

    ES0038, 2017, E-Government

  16. Information on Gender-based Violence

    ES0039, 2017, Capacity Building

  17. Training of Public Employees

    ES0040, 2017, Gender

  18. Awareness-raising and Training of Civil Society

    ES0041, 2017, Capacity Building

  19. Education in Open Government

    ES0042, 2017, Capacity Building

  20. Open Justice in Spain

    ES0043, 2017, Capacity Building

  21. Transparency Portal

    ES0014, 2014, E-Government

  22. Spanish Archives Portal, PARES

    ES0015, 2014, E-Government

  23. Open education resources

    ES0016, 2014, Education

  24. Accessibility of National Health System microdata

    ES0017, 2014, Health

  25. Access to and re-use of geographic information

    ES0018, 2014,

  26. Programmes on opening up information and its re-use in the public sector

    ES0019, 2014, E-Government

  27. Portal of the Administration of Justice

    ES0020, 2014, Judiciary

  28. Starred commitment Greater control and transparency in public grants

    ES0021, 2014, Civic Space

  29. Creation of the Spanish Council on Drug Dependence

    ES0022, 2014, Health

  30. Increased participation of sector stakeholders in defining the goals of the National Maritime Rescue Plans.

    ES0023, 2014, Environment and Climate

  31. Starred commitment Ley de Transparencia, Acceso a la Información Pública y Buen Gobierno

    ES0001, 2012, E-Government

  32. Starred commitment Transparencia y rendición de cuentas en la Ayuda Oficial al Desarrollo

    ES0002, 2012, Aid

  33. Ley de Estabilidad Presupuestaria y Sostenibilidad Financiera

    ES0003, 2012, Legislation & Regulation

  34. Reforma a la Ley de Subvenciones

    ES0004, 2012, Civic Space

  35. e-justicia

    ES0005, 2012, E-Government

  36. Impulso de las redes sociales para facilitar la participación ciudadana

    ES0006, 2012, E-Government

  37. Publicación de datos estadísticos sobre criminalidad

    ES0007, 2012, E-Government

  38. Revisión y simplificación normativa

    ES0008, 2012, Legislation & Regulation

  39. Starred commitment e-salud

    ES0009, 2012, Health

  40. Sistema RED

    ES0010, 2012, E-Government

  41. Simplificación de los procedimientos de evaluación ambiental

    ES0011, 2012, E-Government

  42. Agilización de los procedimientos para la creación de empresas

    ES0012, 2012, E-Government

  43. Reducción de cargas administrativas para ganaderos y agricultores

    ES0013, 2012, Subnational