Archival information system ARHi NET Croatian national archival

Archival information system ARHi. NET Croatian national archival information system Vlatka Lemić Croatian State Archives, Croatia

OBJECTIVES Archival information system • Establishment of the unique system based on international standards • Providing efficient and user oriented system of collecting, processing and presenting archival material • Inclusion of all important elements of archival records management and management of business processes in the archival institutions into one comprehensive system • Facilitating work of archival professionals • Standardizing and assuring quality of services and products provided by archives • Ensuring preservation and presentation of data by using information -communication technologies • Introducing new technologies and technological solutions in the archival institutions

IDEA Archival information system • ARHi. NET is a network information system for describing, processing and managing archival records • It is installed on a central network server, accessible via the Internet from any point in the world • ARHi. NET enables users not only to search and browse data using the Internet, but also to access all program functions for processing, describing and managing archives • ARHi. NET is a complete solution for the work of the archives, since it supports not only processing of archival materials, but also keeping registers and managing use and digitization of archives and performing other tasks related to managing archival records • It enables the integration of data and services of the archives and offers the users access to all data about registered archival material, their holders and creators in one place

CONCEPT Archival information system • ARHi. NET is created on modular basis which enables the design and implementation of particular modules as separate projects in a relatively short period of time and their continuous integration into the unique information system. Advantages of such solution are the creation of an integrated base and a unique system of data protection with minimal costs. • ARHi. NET system structure comprises of two parts: the open one is intended for the external users who want to search database and catalogues and use other offered services, and the protected part, intended for the employees in the archives and other institutions, in which all professional-business processes that define processing and management of archival material are taking place. The program solution consists of several databases organized according to the logic of records type and user type/roles that define access to particular records.

ARHi. NET STRUCTURE Archival information system

MODULES AND FUNCTIONALITIES Archival information system • • • Security and authorization General functionalities Description and processing of archives Archival documentation Creators and holders of archival material Preservation of archives Digital contents Training Standardization Searching and browsing data

Archival information system INTEGRATION OF DATA AND SERVICES IN ARCHIVES

REALISATION Archival information system • about 700 registered users from more than 150 institutions • National Register of archival fonds and collections • more than half a million units of data have been described in ARHi. NET so far: information on 14. 000 fonds and collections, 70. 000 other archival units (series, files and items), 15. 000 creators and 6. 500 records creators and owners, more than 4. 000 finding aids and 3. 000 bibliographical units on archival holdings • ARHi. NET contains digital images of the most significant and most often used documents • management of digitized archives • files and documentation on creators and holders of archival material

ARHi. NET SYSTEM SUPORT Archival information system

Procedure of making digital master copies Archival information system

Procedure of creation of the watermark Archival information system

Procedure of creation of the unique identifier mark Archival information system

Connection of archival unit’s descriptions with digital copies Archival information system

Archival information system XML scheme for connection of archival unit’s descriptions with digital copies

REGISTRATION ON THE ARHi. NET Archival information system

USER’S ADMINISTRATION Archival information system

DESCRIPTION OF ARCHIVAL UNITS Archival information system

LIST OF RECORD HOLDERS Archival information system

LIST OF ARCHIVAL MATERIAL Archival information system

ACCESSION LISTS Archival information system

FILE OF RECORD HOLDER Archival information system

REGISTER BOOKS Archival information system

ARHi. NET PUBLIC Archival information system

ARHi. NET DIGITAL MATERIAL Archival information system

ADVANTAGES OF ARHi. NET Archival information system • • • Standardization and raising quality of archival services Facilitated access, integration and exchange of data Using accessible and tested technologies Modularity, scalability and simple upgrading Simple and quick customization of structure and content Possibility of integration with other program solutions Assured expert assistance and user education Continuous maintaining and upgrading of the program solution Simple use