Delivery parties are obliged to report all electronic data sets they use to the public archive, see.
The provisions on the notification of electronic data sets are set in order to allow the National Archives of Iceland to evaluate and subsequently decide whether and which information, stored in electronic data sets of the parties liable to deliver, should be delivered for long-term preservation. If the National Archives of Iceland considers information in an electronic data set to be long-term preservation, it shall be delivered according to the rules on the delivery of custodial versions of data from electronic data systems of the parties liable to deliver.
Electronic data sets shall be notified at least three months before they are put into use. If an electronic data set has already been put into use, it shall be notified as soon as possible.
Submitters shall notify all electronic data sets to the National Archives. When notifying an electronic data set, submitters shall submit the following documents:
Technical documentation, i.e. description of tables and columns, unit-vendor charts, as well as documents showing that a depositary version can be formed in the form of a vendor.
User manual for the electronic database in the case of a database of documents.
The accompanying data of the notification shall be received within one month after the notification is submitted. If the accompanying data is submitted after that time, the data set must be notified again.
If the data set is not used as a database of legal practices, the notification shall also be accompanied by a statement on how a depositary version can be prepared as a database of legal practices according to the applicable rules of the National Archives of Iceland on the delivery of depositary versions of data from electronic data systems of the parties liable to deliver.
The purpose of the notification of electronic data sets is to enable the National Archives of Iceland to evaluate and subsequently decide whether and which information stored in electronic data sets should be submitted for long-term preservation.
If the National Archives of Iceland considers information in an electronic data set to be of long-term preservation value, it shall be delivered on the basis of an electronic return order issued by the Archives. The return of electronic data shall then be made according to rules no. 100/2014 on the delivery of custodial versions of data from electronic data systems of the parties liable to deliver.
Disclaimer
Please note that the information provided on this website has been translated using machine translation tools. While we strive for accuracy, the translated content may not fully reflect the original intent or meaning. The original content in Icelandic is considered the authoritative source and should be referenced for complete accuracy. Additionally, please be aware that this website is currently under construction and not all content has been translated yet. We appreciate your patience as we work to improve the website and its content. If you have any questions or concerns, please reach out to us at upplysingar@skjalasafn.is.
A notification of an electronic database can be submitted without necessary supporting documents at the beginning. The National Archives will however request supporting documents if appropriate at a later stage in processing the notification.
The following documents are requested in particular:
Technical documentation, i.e. description of tables and columns, unit-vendor charts, as well as documents showing that a depositary version can be formed in the form of a vendor.
User manual for the electronic database in the case of a database of documents.
If the data set is not used as a database of legal practices, the National Archives will request an explanation on how a depositary version can be prepared as a database of legal practices according to the existing rules of the National Archives of Iceland on the delivery of depositary versions of data from electronic data systems of the parties liable to deliver.
Disclaimer
Please note that the information provided on this website has been translated using machine translation tools. While we strive for accuracy, the translated content may not fully reflect the original intent or meaning. The original content in Icelandic is considered the authoritative source and should be referenced for complete accuracy. Additionally, please be aware that this website is currently under construction and not all content has been translated yet. We appreciate your patience as we work to improve the website and its content. If you have any questions or concerns, please reach out to us at upplysingar@skjalasafn.is.
User's guide for the electronic records management system used in the National Archives (2022). A user manual for the electronic records management system, which the National Archives uses in its operations as a reference for the submission-obligated parties, is published here, as such publication must be included in notifications for electronic legal and records management systems. It should be noted that the records management procedure cannot be transferred from one party to another; each submission-obligated party must develop its own procedure. The National Archives User Manual can therefore only be taken into account in that work.
Non-paperless archiving. Notification and approval of electronic data systems (2017).
Disclaimer
Please note that the information provided on this website has been translated using machine translation tools. While we strive for accuracy, the translated content may not fully reflect the original intent or meaning. The original content in Icelandic is considered the authoritative source and should be referenced for complete accuracy. Additionally, please be aware that this website is currently under construction and not all content has been translated yet. We appreciate your patience as we work to improve the website and its content. If you have any questions or concerns, please reach out to us at upplysingar@skjalasafn.is.
