Submission of it systems

IT systems for which the Danish National Archives has taken a conservation decision must be delivered in copy (submission information package) approximately once every five years.

When an IT system is submitted to the Danish National Archives, this is extraction of data and any documents from the system. The extraction is called a submission information package.
The submission information package must be delivered in a specific technical format as specified in Executive Order No. 1007 of 20 August 2010 on submission information packages.

When should data be submitted

An agreement has been reached with the department of each ministry on a plan for when the individual authority is to deliver submission information packages of data in their IT systems. The plan is shown in a Circular Letter with annex for each ministerial area of responsibility.

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  • How an application proceeds
    1. The Danish National Archives starts the delivery process by sending a letter of delivery to the authority.
    2. A meeting is held between the National Archives and the Authority where data content and documentation of the submission information package are agreed and a schedule for the further course of action is discussed.
    3. On the basis of the discussions, the National Archives issues a delivery decision specifying the contents of the submission information package and setting the delivery date.
    4. The authority submits documentation for the approval of the National Archives.
    5. The authority or its supplier extracts data from the system and produces a submission information package pursuant to the provisions in the delivery decision and Executive Order No. 1007 of 20 August 2010 on submission information packages.
    6. The authority or its supplier tests the submission information package with Ada, the National Archives Test Software.
    7. The authority delivers the submission information package to the National Archives on physical media. The Danish National Archives recommends that the submission information package be sent by registered post or transferred personally with the following recipient and address: The Danish National Archives, DBO, Testværkstedet, Rigsdagsgarden 9, 1218 Copenhagen K. The name of the case manager should NOT be specified as attention. This accompanying note must be enclosed in completed form: Delivery note for submission information package(Word in Danish).
      For shipment by mail, the submission information package must be encrypted if it contains personal data or other types of sensitive information. Data are encrypted with BitLocker or VeraCrypt. The encryption code must be sent separately.
    8. The National Archives acknowledges the submission information package and then assumes responsibility for processing the data.
    9. The National Archives tests the submission information package and approves it when all provisions are met.
  • Legislation and guidelines

    Executive Order no. 1007 of 20 August 2010 on Submission Information Packages (PDF)
    Executive Order on submission information packages that determine which formats, structure etc. data and documentation must be delivered.

    Instruction concerning delivery of geodata to the Danish National Archives (PDF in Danish)
    Guidelines for data delivery from geographic information systems and other geodata. The guidelines replace the rules for the delivery of geodata as described in Executive Order 1007 on submission information packages.

    Guidelines

    Guidelines for Executive Order on submission information packages (PDF in Danish)
    The guidelines for the Executive Order elaborate and exemplify the Order, which is reviewed point by point. The guidelines are updated on a regular basis, most recently on August 11, 2016.

    Document guidelines (PDF in Danish)
    Guidelines for delivering documents from IT systems to the National Archives. The guidelines describe how to handle delivery of documents from IT systems. The guidelines are a supplement to Executive Order 1007, and provide advice on handling the document archive as well as describing the files that must always be discarded. The guidelines are from December 2015 and are a beta version.

    Guidelines– in brief

    Listen to Area Manager Jan Dalsten Sørensen speaking (in Danish) about what a submission information package is. The video is an introduction for those of you who may not have delivered to the Danish National Archives before or merely wish to brush up on it.

    In brief on submission of IT systems (PDF in Danish)
    Guidelines briefly explaining what a submission information package is, how a delivery proceeds and the task of the authority.

    In brief on discarding documents (PDF in Danish)
    Guidelines on when and how the Danish National Archives gives permission to discard documents in an IT system.

    In brief on Views and SQL (PDF in Danish)
    Guidelines on Views and SQL queries that are part of submission information packages. Get answers to questions concerning the difference between Views and SQL queries and why and how they should be part of submission information packages.

    In brief on data cleansing (PDF in Danish)
    Guidance on data cleansing in submission information packages. Never change the information content of data regardless of the purpose, but there may be instances where errors should be corrected. The guidelines provide examples of this – and of cases where correcting data errors is not allowed. Note that it is a beta version that only includes delivery to the Danish National Archives.

    In brief on testing submission information packages (PDF in Danish)

    Overview of the most common errors in submission information packages (PDF in Danish)
    Guidelines that briefly review what happens to a submission information package after it has been delivered to the Danish National Archives. The guide is supplemented by an overview of the most common errors in submission information packages. Authorities and suppliers are urged to review the checklist before delivering a submission information package to the National Archives.

  • Examples of submission information packages
  • Input programs for index files

    The submission information package must include index files for description and documentation of this version. There are software for the production of these files. The files must contain a great deal of information about the contents of the submission information package and the documentation of the same. A number of schemas must be included to validate the index files. You can download programs for the production of the files and download forms for validation on this page.

    Program for archive description file

    Download program for production of archive description file (archiveIndex) (ZIP)
    Note that it is expedient that all three files are placed in the same folder when working with the program.

     

    Program for the context documentation file

    Download program for production of context documentation file (contextDocumentationIndex)(ZIP)
    Note that it is expedient that all three files are placed in the same folder when using the software. The archive description file includes an indication of codes from Den Fælles Offentlig Referance Mode (FORM) (the Common Official Reference Mode).

    Read more about FORM and find codes on the website of the model (Link to Danish website)

  • Schemas for validation of index files in a submission information package

    A number of index files must be included in a submission information package produced pursuant to Executive 1007 of 20 August 2010. To validate index files, some schemas must be included in the submission information package and schemas can be downloaded from here. The schemas have been prepared by the Danish National Archives and no changes may be made. The National Archives can update the schemas, and it is therefore recommended that you join the newsgroup about updates on utilities, test software and schemas.

    Download Schemas for Validation of:

    • fileIndex
    • archiveIndex
    • contextDocumentationIndex
    • tableIndex
    • docIndex

    The general rules for designing XML schemas are shown in XMLSchema.xsd. This form must also be included to ensure that the submission information package is self-documenting:

    • XML-schema

    The schemas are packaged in a single zip file:
    Download schemas for validation of index files (ZIP)

    Material to be used in submission information packages of geodata

    Schemas that define the gml standard specified in ‘Guidance on delivery of geodata to the Danish National Archives’ must be included in submission information packages of geodata (gml).

    These schemas are packaged in a single zip file:
    Download schemas that define gml-standard (ZIP)

  • Test of submission information packages

    Ada, the Danish National Archives’ test software, can be used for testing submission information packages before delivery to the Archives to capture errors and omissions before delivery.

    ADA test program for submission information packages

    A program for authorities that deliver data from IT systems.
    You can download the program here

  • The extraction tool – the Database Preservation Toolkit

    The Database Preservation Toolkit Extension Tool (DBPTK) is a program that can be used to extract data content, data structures and metadata from different database management systems to a variety of conservation formats, including extraction to submission information packages, cf. the provisions of Executive Order 1007 of 20 August 2010.

    The tool is freely available at www.database-preservation.com where you can read more about the program. Keep in mind that it is an open source tool in constant development.

    Guidelines on Database Preservation Toolkit (PDF in Danish)

    Introduction to the extractor tool and the conservation format SIARD DK. The guide also provides an example of extraction.
    The Database Preservation  Toolkit has been developed by the European Records and Knowledge Preservation (E-ARK) project.

    Please note that the Danish National Archives disclaim any liability for errors that may arise in connection with the software.

  • Supplier list

    The supplier list contains information about suppliers who have designed and had approved one or more submission information packages of IT systems in accordance with the rules in Executive Order No. 1007 on submission information packages on behalf of the authorities. The overview was last updated in March 2017.

    Suppliers wishing to be on the list or wishing to make changes to the text, please contact mailbox@sa.dk