Designated Community

DEFINITION: The organization that has responsibility for preservation and access to permanent legal, operational, fiscal or historical government records is well served through proactive outreach and engagement with its Designated Community. The Archives/Records Management unit has written procedures and formal agreements with records producing units that document the content, rights, and conditions under which the digital archival repository will ingest, preserve, and provide access to electronic records. The Archives/Records Management unit maintains written procedures regarding ingest of electronic records and access to its digital collections. Records Producers will submit fully conforming ISO 14721 Submission Information Packages (SIPs) while Dissemination Information Packages (DIPs) are developed and updated in conjunction with its user communities.

 

 Level 0   There is no written documentation that defines the rights, obligations, and responsibilities of record producing units or designated communities for electronic records held by the archival repository.
 Level 1 Level 1a: The Archives/RM unit has informal, ad hoc agreements with selected records producing units that support the transfer of electronic records to the archival repository.

Level 1b: The Archives/RM unit periodically analyzes access and use statistics for its archival repositories to identify and address user needs and requirements
 Level 2 Level 2a: The Archives/RM unit has established formal, written agreements that support the transfer of electronic records from selected records producing units.

Level 2b: The Archives/RM unit proactively reaches out to selected designated communities to identify their needs and requirements for access to electronic records in the archival repository.
 Level 3 Level 3a: The Archives/RM unit works with most records producing units in the state/territory to establish formal written agreements about their rights, obligations, and responsibilities for transferring electronic records to the archival repository.

Level 3b: The Archives/RM unit works closely with most designated communities to establish appropriate access priorities that meet their needs and requirements
 Level 4 Level 4a: The Archives/RM unit actively engages with all state/territory records producing units to establish formal written agreements about their rights, obligations and responsibilities for transferring electronic records to the archival repository.

Level 4b: The Archives/RM unit works closely with all designated communities to establish appropriate access priorities that meet their needs and requirements.

 

Resources

Resources associated with the Designated Community Framework element assist with providing background information and useful examples that can be consulted when trying to develop formal written agreements with record producers and understanding and working with designated communities of your organization. 

Definition

The organization that has responsibility for preservation and access to permanent legal, operational, fiscal or historical government records is well served through proactive outreach and engagement with its Designated Community. The Archives/Records Management unit has written procedures and formal agreements with records producing units that document the content, rights, and conditions under which the digital archival repository will ingest, preserve, and provide access to electronic records. The Archives/Records Management unit maintains written procedures regarding ingest of electronic records and access to its digital collections. Records Producers will submit fully conforming ISO 14721 Submission Information Packages (SIPs) while Dissemination Information Packages (DIPs) are developed and updated in conjunction with its user communities.

Note: With the four levels below, two concepts are being discussed (a) talks about agreements with record producers, and (b) talks about working with and understanding the designated community - who may or may not be record producers.

Level 0

There is no written documentation that defines the rights, obligations, and responsibilities of record producing units or designated communities for electronic records held by the archival repository.

Move to Level 1: Start by forming/creating informal or ad hoc agreements with selected records producing units that support the transfer of electronic records to the archival repository. Using access and use statistics identify and address user needs and requirements which puts you in a better position to work with designated communities.

Jump to Level 2: Develop formal, written agreements with selected records producing units that support the transfer of electronic records to the archives and/or proactively reach out to selected designated communities to identify their needs for access to electronic records in the archival repository.

Level 1a

The Archives/RM unit has informal, ad hoc agreements with selected records producing units that support the transfer of electronic records to the archival repository.

Level 1b

The Archives/RM unit periodically analyzes access and use statistics for its archival repositories to identify and address user needs and requirements.

Move to Level 2: Develop formal, written agreements with selected records producing units that support the transfer of electronic records to the archives and/or proactively reaches out to selected designated communities to identify their needs for access to electronic records in the archival repository.

Jump to Level 3: Continue to create relationships and develop formal written agreements with most records producing units that discuss their rights, obligations, and responsibilities for transferring electronic records to the archives. Establish access priorities with most designated communities that meet their needs and requirements.

Level 2a

The Archives/RM unit has established formal, written agreements that support the transfer of electronic records from selected records producing units.

Level 2b

The Archives/RM unit proactively reaches out to selected designated communities to identify their needs and requirements for access to electronic records in the archival repository.

Move to Level 3: Continue to create relationships and develop formal written agreements with most records producing units that discuss their rights, obligations, and responsibilities for transferring electronic records to the archives. Establishing access priorities with most designated communities that meet their needs and requirements.

Jump to Level 4:  Continue to create relationships and develop formal written agreements with all records producing units that discuss their rights, obligations, and responsibilities for transferring electronic records to the archives. Establish access priorities with all designated communities that meet their needs and requirements.

Level 3a

The Archives/RM unit works with most records producing units in the state/territory to establish formal written agreements about their rights, obligations, and responsibilities for transferring electronic records to the archival repository.

Level 3b

The Archives/RM unit works closely with most designated communities to establish appropriate access priorities that meet their needs and requirements.

Move to Level 4: Continue to create relationships and develop formal written agreements with all record producing units that discuss their rights, obligations, and responsibilities for transferring electronic records to the archives. Establish access priorities with all designated communities that meet their needs and requirements.

Level 4a

The Archives/RM unit actively engages with all state/territory records producing units to establish formal written agreements about their rights, obligations and responsibilities for transferring electronic records to the archival repository.

Level 4b

The Archives/RM unit works closely with all designated communities to establish appropriate access priorities that meet their needs and requirements.

Helpful Hints

Something to Consider

  • The types of records in your holdings may help shape or determine your designated community.  For example the users of textual records about a geographical area and the users of GIS data may have different needs and/or different expectations. The goal is to be conscience about this and understand what the expectations of the users are.  This blog post provides some questions to consider about user needs.
  • When thinking about how to measure statistics for access and use, you might need to:
    • First define what 'access' and 'use' means to you. Is it a login? The number of page views? Requests you receive? Number of tweets or retweets? A web mention? A download?
    • After you know what you need to track, find the right type of tracking devices (possibly Google Analytics? Another web analytics program? A custom report?) and put it in place.
    • Keep track of the metrics that matter - don't track everything.  Focus on what is tied to showing value to funding agencies, users and other stakeholders.
    • Begin to make comparisons. (month to month, year to year, event to event)
    • It might also be useful to set goals and see if you meet them.

Sample Record Agreement / Transfer Forms

*Not all examples are focused on electronic records, but provide general information on what should be included on a record transfer agreement.

Space Data Industry Standard

Producer-Archive Interface Methodology Abstract Standard (CCSDS) / Producer-Archive Interface Specification (PAIS) (CCSDS)

 

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