Digital Archive Flanders
Digitisation of the government
Digital Archive Flanders is the solution for (long-term) management, preservation and accessibility of closed government information.
The ever further digitalisation of the government creates new challenges with regard to the management, the (long-term) preservation and the accessibility of the digitally created or received information. In order to tackle this challenge, on 06/07/2018 the Flemish Government gave the approval to Het Facilitair Bedrijf to start up a common service for this, namely Digitaal Archief Vlaanderen (DAV).
Use Caes
On 5 April 2019, Cronos Public Services, in collaboration with Zeticon, was awarded the contract to build a new SaaS platform - the Digital Archive Flanders - for Het Facilitair Bedrijf of the Flemish Government. With this initiative, the Flemish government wants to facilitate archiving for all agencies across Flanders
As a result of increasing digitalisation, more and more government bodies are coming face to face with challenges in the area of information management. Zeticon supports the Facilitair Bedrijf in taking care of all the public bodies in Flanders. The Digitaal Archief Vlaanderen makes it a lot easier to store digital files, to save them and to retrieve them later intact. This is done on two platforms: the serial register and the E-depot.
On 5 April 2019, Cronos Public Services, in collaboration with Zeticon, was awarded the contract to build a new SaaS platform - the Digital Archive Flanders - for Het Facilitair Bedrijf of the Flemish Government. With this initiative, the Flemish government wants to facilitate archiving for all agencies across Flanders
As a result of increasing digitalisation, more and more government bodies are coming face to face with challenges in the area of information management. Zeticon supports the Facilitair Bedrijf in taking care of all the public bodies in Flanders. The Digitaal Archief Vlaanderen makes it a lot easier to store digital files, to save them and to retrieve them later intact. This is done on two platforms: the serial register and the E-depot.
THE "SERIEREGISTER": EFFICIENT MANAGEMENT OF INFORMATION
The Serieregister is the central register in which Flemish public authorities have to publish the categories of governing documents (series) for which they have the administrative responsibility and the selection rules in accordance with the Decree of 7 December 2018. The Serieregister makes it possible to create series in an efficient way and to submit them for approval to the competent selection committee in accordance with the Executive Decree.
A series is an aggregation level of information created, maintained or received by an organisation as part of the same process. (e.g. the series of subsidy files for solar panels, the series of minutes of the management committee of the Facility Management Company). Put briefly, a series is a collection of similar files/information resulting from the same process. Each series is described in terms of content with a view to contextualisation (e.g. link with process/service provision, clear description ...). For each series, a set of management rules is defined (e.g. retention period, degree of openness, information classification level ...).
When a series is approved by the competent selection committees, it appears in the series register. From then on, this series is visible to all users and can be used for other applications, such as the E-repository.
WHAT IS THE E-DEPOT?
The E-Depot is what everyone knows as a 'classic' digital archive. Namely, a solution that aims to manage, preserve and access digital information in both the short and long term.
The E-depot ensures that the integrity, authenticity and usability of the information remains guaranteed in the long term. In this way, all information remains evidential. With Zeticon's E-depot, the Facility Management Department is making maximum use of automation. Thanks to the link with the series defined in the Series Register, a file is automatically assigned a storage period, a disclosure date, etc.
The E-depot is not only a back-end application, but also has a public portal. This public portal ensures that all public information can be shown to the general public. Non-public information, on the other hand, can only be consulted by authorised users.
MORE THAN A CLASSIC DIGITAL ARCHIVE
Because Flanders Digital Archive not only stores information that has to be permanently preserved, but also all information that has been dealt with administratively, it is more than a 'classic' digital archive. The Digitaal Archief Vlaanderen combines the functionalities of a records management system (e.g. monitoring retention periods, carrying out destruction, etc.) with the functionalities of a classic digital archive. This way, Flanders Digital Archives succeeds in positioning itself close to the administration.
Because Digital Archive Flanders is closely linked to the dynamic working of the administration, it can also fulfil the role of a central repository.
BE PART IN 1, 2, 3
Every connection to the services of the Digital Archive Flanders starts with one or more exploratory talks with the Facility Management after which a formal intake interview takes place. After completion of this intake interview, clients of the Facility Management will be granted access to the client portal, which provides access to both general information (e.g. the user documentation) and specific documents tailored to each client (e.g. the signed accession agreement). During the intake interview, you as a client also indicate which service (Serial Register and/or E-depot) you wish to activate.
If you want to join, you can contact Digital Archive Flanders via digitaalarchief@vlaanderen.be.
GOLDEN BYTE
On 12 December 2019, the Digitaal Archief Vlaanderen project won a Golden Byte Award, one of the top prizes at Manage IT - an annual event of the Flemish ICT organisation V-ICT-OR. According to the jury, it was a project that, thanks to joining forces, led to a joint solution, both inter-municipal and inter-governmental.
We are ready to build a more efficient future with you!
Curious about what we can do for your business?
Contact us without obligation!
These companies are already using our services
Follow in their footsteps and save time, money and energy.
