National Archives of Iceland
Electronic data delivery - public data
The National Archives receive electronic data for preservation according to the rules on public archives and the relevant regulations. According to the law, the delivery of electronic data is usually not later than when the data has reached the age of five years. To deliver electronic data, it is necessary to notify it to the National Archives and obtain an electronic return order. Parties liable to deliver electronic data are obliged to notify the National Archives.
Electronic data is notified to the National Archives as an electronic data set according to the rules on notification, acceptance and return of electronic data sets of the parties liable to deliver no. 877/2020. The notification is the basis for receiving electronic data for preservation. See further information.
Electronic data sets are delivered to the public archive in so-called custodial versions on the basis of an electronic return order. Only data from electronic data sets are stored, not the software itself. Therefore, data from electronic data sets must be transferred to a specific form, according to the provision of custodial versions. This will result in a data escrow.
In order to be able to deliver a depositary version, the obliged party must complete the terms of delivery for the delivery in consultation with the National Archive.
Rules on the supply of custody releases provide for the creation of custody releases. Instructions and instructions for such releases are contained in Annexes 2-8 to the rules.
The delivery party is responsible for the creation of a custody version in a defined form. In most cases, it delegates the creation of a custody version to a technical body, the operator of the relevant system or the software house that produces the software.
(Rigsarkivet) has developed a special tool, ADA, to test a custody version and confirm that it meets the requirements required by the rules on the delivery of data from electronic databases. The National Archives uses this tool to test delivered custody versions.
Download ADA 4.1.21
The tool is for everyone who works with custody versions. Those who have started creating custody versions are allowed to use the version of ADA they have started using, otherwise it is strongly recommended that the latest version of ADA is used.
In addition, the Danish National Archives has developed several tools that have specific functions, for example, replacing symbols in files, and these tools are also available for download here below.
ADA 4.1.21 (software for testing the detention version)
Read more about ADA (4.1.21) at Rigsarkivet
(skemu)
(software to create a keystroke)
(software to create a keystroke)
(package for use in the creation of a depository version for geographic information systems)
(t.d. mála- og skjalavörslukerfi)
(t.d. gagnagrunnar, rafræn dagbókarkerfi)
According to the rules on the notification, acceptance and return of electronic data sets, the data set must be limited by the depositary to the deposit of a depositary. This is done by one of the following means specified in Article 11 of the rules:
The delivery of cases and documents from the end of the archiving period.
Status copies of cases and documents that have not been previously submitted, as well as metadata from the period of operation of the data set.
Submission of completed cases and related documents, as well as metadata from the operational period of the data set.
When switching between archiving periods, ensure that the recording portion of the electronic database from the expired archiving period is closed. Issues that are not completed are created during the new archiving period.
When a person liable to deliver notices an electronic data set, the National Archives processes the notice by deciding when a custodial release should be delivered to the collection. The person liable to deliver is responsible for delivering a custodial release on time according to the National Archives processing.
Delivery schedule on depositary versions to the National Archives of Iceland
For the preservation of electronic data by municipalities, the National Archives of Iceland charges a fee according to the museum’s tariff, but according to Article 14, paragraph 5 of the Act on Public Archives, municipalities are to pay the National Archives a fee for the preservation of documents.
The National Archives of Iceland’s fee list can be found here.
Experts from the National Archives of Iceland can always be consulted for advice and guidance when the collection of electronic data is being delivered to the National Archives. Inquiries should be sent to the e-mail address skjalavarsla@skjalasafn.is.