Solutions for Creators of Archival Records

Archival records are priceless and are as such treated as cultural monument. Over the course of the years their appearance changed, diligently mirroring the time and the environment that created them. Today, due to widespread use of information and communication technology, we are constantly faced with a challenge of having to deal with various forms of electronic archival records (eAR) produced by public archival records creators. Electronic archival records are selected out of the entire body of current records produced by an individual records creator during the course of its work. This selection is carried out in close cooperation between public archives and creators of such archival records. As part of e-ARH.si project we are currently developing a number of key solutions intended for records creators and aimed at controlling the risks in a document's life cycle, taking into account the entire life span of a document from its creation to its transfer to archival institution.

Key Solutions for Creators of Archival Records :

  • Catalogue of knowledge and training programme
  • Risk assessment methodology and software support
  • Advice in preparation of internal rules
  • Professional and technical instructions
  • SIP Editor
  • Regulation on Uniform Technological Requirements
  • Software for conversion of e-records into formats suitable for long-term preservation and validation
  • Software intended to assist Slovenians around the world describe their eAR

Catalogue of Knowledge and Training Programme

In accordance with the Regulation on Gaining Professional Qualification in the Field of Current Records Management, acquiring of professional qualification for employees who work with current records starts with a training, followed by a professional proficiency test. Such training courses are organized for records creators by archival institutions joined in the Slovenian public archives network. Candidates learn about various subjects, such as legal regulations, paper and digital records management, and information and archival science in the broadest sense of the word.  

In order to standardize the subjects covered by different archives during their training courses, and to offer the candidates a comprehensive review of topics they need to be proficient in to pass proficiency test, e-ARH.si project prepared the catalogue of subjects covered and the training programme.    

Catalogue of Knowledge and Training Programme

Submission Information Package (SIP) Editor

Entry page of Submission Information Package tool.

Entry page of SIP tool. | Author Arhiv Republike Slovenije

By officially taking over the application SIP Editor at the end of 2019, we managed to successfully complete one of the priorities of the e-ARH.si project, which was to acquire a tool needed to create Submission Information Package (SIP). Ingest of electronic archival records is a complex task and one that requires many adjustments and checking; to standardize this procedure both for the records creators as well as for archival institutions, we developed a special tool called SIP Editor, which uses advanced and user mode to enable the creation of SIP. The advanced mode is used by archivists to create a profile scheme by means of which SIP structure is determined. The user mode enables the description of records, the filling of profile scheme with the actual records, and finally the packaging of SIP for the records to be ingested into digital archives. SIP Editor also has a built-in validation of SIP. Apart from parameters determined in the scheme by archivists, SIP validation also checks the suitability of formats and uses special algorithms to calculate bit sums, which throughout the storage of the records prove their integrity and authenticity.   

How to Obtain the SIP Editor?

If you are a creator of archival records according to PDAAIA and you need a tool for the preparation of SIP to be transferred to archival institution, please contact your archivist or send your request to the Archives' head office. We will instruct you on how to get the tool needed, what you yourself have to do in order to get it and what your competent archive can prior to the use of the tool do for you.

Slovenian electronic archives. The past is just a click away.

Archives of the Republic of Slovenia

Ministry of Culture

Poljanska cesta 40
1000 Ljubljana

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