Frequently asked questions

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Can the assets be made publicly available?

Within our platform, there is a complete security model that allows you to decide which assets can be seen, edited, deleted or stored by whom.

What types of files can be uploaded?

All kinds of files such as multimedia (image, video, audio ...), digital scans, digitised pdf files, office documents ... can be stored with the corresponding metadata.

Can we set fixed retention periods for a document/media file?

This can be set when metadataing a media file. The rules for this depend on the client. Classifications can be used.

When uploading a PDF document, can a cover photo also be uploaded? Or does the DAM solution automatically create a cover photo of a PDF?

Our solution creates cover photos itself.

Can I set roles and permissions myself?

Our solution has a comprehensive security model based on roles and groups, where access to assets such as images and/or documents can be regularised.

What does OAIS stand for?

OAIS stands for Open Archival Information System. This is one of the models used to enable sustainable accessibility in information systems.

The 'OAIS model' has the following characteristics:

- Both analogue and digital information can be stored in a central system in a convenient and clear way.

- The information is enriched with metadata and management information. The system knows the subject and how to manage it.

- Information that has expired or new versions will be clearly marked or automatically deleted.

- Through metadata and management information, the system ensures that the information can be easily found by users who have access.

- Files can be automatically unlocked to linked tools and software systems.

What do you think are good practices (management, procedures) for data with disclosure risks?

Initially, it seems important to us to properly map all processes in advance and assess the risks. Based on this analysis, correct series and corresponding management rules can then be defined. For each information object or category of information objects, it should then also be determined who has the right to view them.

Does your software have preservation functionality?

The Zeticon platform is set up in such a way to ensure sustainable preservation and retrieval of different types of object formats. During ingest, the original objects are written to different locations. Multiple derivatives are also created during the ingest process, typically a preview derivative and a preservation derivative. The preview derivative has the purpose that this can be used for display in the application and/or integrating retrieval applications. The preservation derivative also aims to ensure long-term readability of the object. There are preservation actions: The system automatically performs preservation actions on a bulk of information objects based on predefined rules.

What destruction options does the system have? Should this actually be possible in an e-Depot?

Various rules can be drawn up regarding the modification or destruction of information. Each information object uploaded into the system is linked to a file classification with a certain retention period. Based on the file closure date and the retention period, the system will calculate an anticipated destruction date on which the information object will be removed from the system.

Can Zeticon's platform create a SIP in accordance with the OAIS model? A SIP can contain one or more information objects plus metadata.

In semi-automatic file and document ingest, the user can enter files and documents (or information objects) in bulk and add metadata using an XML or CSV file.

Does the system establish and record the technical properties of the information objects in accordance with the PREMIS metadata standard? And EAD for descriptive metadata?

These standards are considered exchange formats within the system. That is, the system can both take these data and translate them into the internal model and deliver them. Today, PREMIS and METS are already supported by default. If desired, EAD can also be included as an exchange format, for both input and output.

What are basic functionalities of an e-depot?

The e-Depot itself has 3 main functionalities:

1. Uploading (ingest): from manual, over semi-automatic for bulk input, including metadata, or fully automatic through integration with other applications.

2. Managing: technical control, secure writing away of originals, starting one or more processing and/or approval processes.

3. Unlocking: Disclosing to websites or (citizen) portals.

Can analogue archives also be managed structurally in an eDepot?

Zeticon has a module called "analogue archive". This module, which is seamlessly integrated with the e-Depot, allows analogue files and documents to be received, checked for quality and then stored in an archive room. This way, whether a file has already been digitised or not, it can always be retrieved and/or consulted quickly and efficiently.

Is it possible to add multi-language tagging?

Our solution has built-in thesaurus functionality. A thesaurus is a hierarchical structure where translations and synonyms can be indicated for each label or concept included in the structure. The thesaurus can be used for / when describing different objects.

Does your software comply with the OAIS model?

Zeticon uses the OAIS framework as a guideline when setting up the platform. This means that all core functions, being ingest (upload), manage, store and unlock are present. Our platform includes clear procedures and processes to manage information in a reliable and sustainable way. Moreover, our system is modular.

How is data classification managed?

Each document that is part of a file is always linked to a series. The series contains all kinds of management rules such as destination, retention period, disclosure and, among others, information classification. Depending on the chosen data or information classification on the series, the underlying files and documents may or may not be visible to certain user groups in the e-depot.

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