Notification and approval of it systems

All state authorities must notify the Danish National Archives of IT systems no later than three months before using the system. This applies to all types of IT systems, such as ERMS systems, specialized information systems, system landscapes and document silos.

You must report your IT system so that the Danish National Archives can assess whether submission information package (copy of) data and any documents in the system should be submitted.

If the Danish National Archives decide that a submission information package should be submitted to it, the system must be approved to ensure that it can be archived. For systems with documents, the Danish National Archives must also approve the proper registration and storage of documents to enable them to be retrieved.

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  • How to notify a system
    1. Read the circular about notification and approval as well as the guidelines for the same.
    2. Find documentation for the system so that you have it ready when completing the notification form. The documentation may consist of documents describing the purpose and content of the system, how it should be used and its technical construction. There are no specific requirements for the documentation associated with the notification of the system at this time. (The Danish National Archives have not decided whether documentation should be submitted.)
    3. Complete the notification form and attach the documentation of the system that you have. Please note that attached material is not sent encrypted in the form. If this poses a problem, you can send the material encrypted to email: anmeldelse@sa.dk
    4. You will receive a receipt when we receive the notification.
    5. We will contact you if there is anything in the notification that is unclear or requires further explanation
    6. We will send an appraisal indicating whether a submission information package of the system is to be made or not.

     

    If you do not need to submit a submission information package of the system, you will hear no more from the Danish National Archives. If a submission information package of the system must be submitted, you will be asked to notify the system for approval. This means that you must provide additional information and submit various forms of documentation of the system.

  • Notification schedule

    Open the notification schedule (in Danish)

    The notification form will fold out with several questions depending on your response. For example, if you respond ‘yes’ as to whether the system contains documents, a number of questions about documents will be added to the form.

    You can see all questions in the notification schedule here: Notification schedule (PDF in Danish)

     

  • What to do if the system must be approved
    1. You must ensure that you have the documentation of the system that is required for approval: See a list of documentation for systems to be approved.
    2. Fill in the approval form, attach the documentation and click Send. Please note that attached material is not sent encrypted in the form. If there is a problem, you can send the material encrypted to email: anmeldelse@sa.dk
    3. We will contact you if there is anything in the notification that does not comply with the provisions of the circular or which is unclear and requires further explanation.
    4. When all requirements have been met, we approve the system.

     

    If you notify a system that replaces a system that is worthy of conservation, for example an ERMS system for a new period, you can fill in the approval form immediately to ensure faster case processing. Please note: If the system is taken into service before the approval has been granted, we may require changes to the registration practice etc. retrospectively to the system’s start.

  • List of documentation for systems to be approved

    Have the following documents ready before you start filling in the form:

    For systems without documents:

    • Technical documentation of the system in the form of an ER model and table and column description
    • Description of how a submission information package of the system can be produced (only relevant if it is not a relational database) or a system landscape

    For systems with documents, in addition:

    • Instructions for using the system
    • Description of registration systematics
    • Technical documentation of the system in the form of an ER model and table and column description
    • Description of how a submission information package of the system can be produced (only relevant if it is not a relational database) or a system landscape.

    Please note that attached material is not sent encrypted in the form. If this poses a problem, you can send the material encrypted to email: anmeldelse@sa.dk

    Previously approved systems may be exempted from certain documentation requirements

    If the system is implemented as a standard version of a system previously approved by the Danish National Archives, it is not necessary to provide technical documentation. However, if special system customization has been made or if it is a version not previously notified, the documentation must be sent.

  • Approval schedule
  • Legislation and guidelines