Submission of municipal/ regional it systems

Data from IT systems for which a conservation decision has been made must be delivered in copy (submission information package) to a public archive at the latest before deletion or when data are no longer required for administrative purposes.

Data from IT systems for which a conservation decision has been made must be delivered in copy (submission information package) to a public archive at the latest before deletion or when data are no longer required for administrative purposes.

Municipalities and regions must deliver to a public archive records that are covered by the law on the processing of personal data and which must be retained. A public archive can be either the Danish National Archives or a public archive created by one or more municipalities for the purpose of storing and making municipal records available.

Delivery pursuant to Executive Order No. 1007 on Submission Information packages

The submission information package must be in a specific technical format, as specified in Executive Order No. 1007 of 20 August 2010. Regardless of the archive chosen by the municipality/regions, the Order must be complied with.

 

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  • Legislation and guidelines

    Executive Order no. 1007 of 20. August 2010 on Submission Information Packages (PDF)

    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. The guidelines are in Danish. Please contact The Danish National Archives for further information in english: mailbox@sa.dk

    Guidelines

    Guidelines for Executive Order on submission information packages (PDF in Danish)
    The guidelines are updated on a regular basis, most recently on August 11, 2016.

    The guidelines describe how to handle the delivery of documents from IT systems. The guidelines constitute a supplement to Executive Order 1007, and also provide good advice on handling the document archive as well as describing the files that must always be discarded. Please note that the guidelines apply only when submitting to the Danish National Archives. The guidelines were drawn up in December 2015 and are a beta version.

    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

    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.The guidelines will later be sent in consultation with §7 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.

    Guidelines for municipali ties and regions delivering a submission information packages of IT systems to the Danish National Archives (PDF in Danish)
    Introduction to the formulation of a submission information package and how a delivery proceeds.

    In brief on delivery to the Danish National Archives

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

    Guidelines briefly explaining what a a submission information package is, how a delivery proceeds and what the task of the municipal authority is (PDF in Danish)

    Guidelines briefly explaining what a a submission information package is, how a delivery proceeds and what the task of the regional authority is (PDF in Danish)

    Paradigms (standard models)

    A summary of pardigms (standard models) for munchipal it systems (PDF in Danish)

  • Delivery of a submission information packages id for public archives

    All submission information packages are identified with a submission information package ID, which is distributed by the Danish National Archives. Public archives may obtain one or more numbers by contacting the Danish National Archives.

  • Index files to be entered in the archive version

    The submission information package must include index files for description and documentation of the submission information package: archiveindex and contextDocumentationIndex. 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.

    Software for archive description file:
    Download software 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 working with 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

    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.

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

    Geodata

    In a submission information package of geodata (gml), schemas must be included that define the gml standard specified in ‘Guidance on delivery of geodata to the Danish National Archives’. These schemas are packaged in a single zip file:

    Download schemas that define gml-standard (ZIP)

  • Examples of submission information packages
  • Test of submission information packages

    Ada, the Danish National Archives’ Test Software, can be used for testing the submission information package before it is submitted to the archive, so that errors and omissions are captured before delivery.

    Read more about Ada and download the program

  • Delivery to the Danish National Archives

    Municipal and regional authorities can deliver a submission information package of conservation-worthy IT systems to the Danish National Archives against payment of a fee to cover the costs to the Archives. See details of the fee to the right of the page. Upon delivery, the Danish National Archives assumes responsibility for the future retention of the submission information packages and for making them available to citizens, authorities and researchers. Municipalities and regions should therefore not reckon with additional costs to fulfil their obligations in the area.

    How delivery to the Danish National Archives proceeds

    • The municipality completes the form Delivery of a submission information package of the IT System (see bottom of page) to the Danish National Archives, which states that the municipality/region agrees to the Danish National Archives’ collection of a fee for the task.
      The Danish National Archives send a receipt for the municipality’s request for delivery to the municipality/region’s main mailbox.
    • The Danish National Archives contact the municipality/region to agree on the contents of the archive version. This can be either by telephone or during a delivery meeting. It is often advisable that the municipality’s supplier participates when an agreement is to be reached regarding data collection, documentation, etc.
    • Based on the agreements entered, the Danish National Archives prepare a delivery clause specifying the contents of the archive version and setting the delivery date.
    • The municipality/region or its supplier extracts data from the system and produces a submission information package according to the delivery clause and Executive Order No. 1007 of 20 August 2010 on submission information packages.
    • The municipality/region or its supplier tests the submission information package using the Danish National Archives’ Testing Tool, Ada. The purpose is to test whether the provisions of Executive Order No. 1007 and the delivery clause are complied with.
    • The municipality/region submits the submission information package to the Danish National Archives. The Danish National Archives recommend that the submission information package be sent by registered mail or delivered in person with the following recipient and address: The Danish National Archives, DBO, Testværkstedet (Test Workshop), Rigsdaggården 9, 1218 Copenhagen K. Do NOT state the name of the case manager as attention. This delivery note, which should be completed, must be enclosed: Delivery note (Word in Danish)
    • When sending 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 decryption code must be sent separately.
    • The Danish National Archives test the submission information package and approve it when all provisions have been met.

    See the guidelines under the section ‘Legislation and guidelines’.

    Delivery of archive version of data from an it system to the danish national archives

    Upon submission of the form concerning delivery of the archive version to the Danish National Archives, the municipality agrees to the collection of a fee for the delivery pursuant to Executive Order No. 1036 of 22 October 2004 on fees for the storage of municipal records in the Danish National Archives. Fields marked * must always be filled in.

    Delivery of archive version of data from an it system to the Danish National Archives

    • Information about the municipality

    • Information about the municipality’s contact person

    • Information about the system to be delivered to the Danish National Archives

    • A form must be completed for each system that you wish to submit
    • Specify the years of the submission information package
  • The extraction tool – the Database Preservation Toolkit

    The Database Preservation Toolkit Extension Tool (DBPTK) is a software 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 a submission information packagesa submission information packages, cf. the provisions of Executive Order 1007 of 20 August 2010.

    The tool is freely available at http://www.database-preservation.com where you can read more about the software. 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 use of 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. Please contact The Danish National Archives for further information in English: mailbox@sa.dk