TEHNICNI IN VSEBINSKI... PROBLEMI KLASICNEGA IN ELEKTRONSKEGA ARHIVIRANJA... Mednarodna konferenca april 2019 Radenci, Slovenija Intern

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1 TEHNICNI IN VSEBINSKI... PROBLEMI KLASICNEGA IN ELEKTRONSKEGA ARHIVIRANJA... Mednarodna konferenca april 2019 Radenci, Slovenija International Conference April 3-5, 2019 Radenci, Slovenia Osebni in drugi občutljivi podatki pri ustvarjalcih in v arhivih Personal and other Sensitive Data at Record s Creators and in the Archives Knjiga povzetkov Book of abstracts Maribor, 2019

2 Tehnični in vsebinski problemi klasičnega in elektronskega arhiviranja / Technical and Field Related Problems of Traditional and Electronic Archiving Mednarodna konferenca april 2019, Radenci, Slovenija / International Conference, April 3-5, 2019, Radenci, Slovenia Osebni in drugi občutljivi podatki pri ustvarjalcih in v arhivih / Personal and other Sensitive Data at Record s Creators and in the Archives Knjiga Povzetkov / Book of Abstracts Glavni in odgovorni urednik / Chief and Responsible editor: Ivan Fras, prof. Urednica / Editor: mag. Nina Gostenčnik Lektoriranje / Language editing: mag. Boštjan Zajšek (slovenščina / Slovenian) mag. Nina Gostenčnik (angleščina / English) Prevajanje / Translations: mag. Nina Gostenčnik (slovenščina / Slovenian, angleščina / English) Oblikovanje in prelom / Design and Typesetting: mag. Nina Gostenčnik Naklada / Circulation: 350 izvodov / copies Tisk / Print: Dravski tisk d. o. o. Maribor Izdal in založil / Published by: Pokrajinski arhiv Maribor / Regional Archives Maribor CIP - Kataložni zapis o publikaciji Univerzitetna knjižnica Maribor (082)( ) MEDNARODNA konferenca Tehnični in vsebinski problemi klasičnega in elektronskega arhiviranja (2019 ; Radenci) Osebni in drugi občutljivi podatki pri ustvarjalcih in v arhivih [Elektronski vir] : knjiga povzetkov = Personal and other sensitive data at record s creators and in the archives : book of abstracts / Mednarodna konferenca Tehnični in vsebinski problemi klasičnega in elektronskega arhiviranja, april 2019, Radenci, Slovenija = International Conference Technical and Field Related Problems of Traditional and Electronic Archiving, April april, 2019, Radenci, Slovenia ; [urednica Nina Gostenčnik ; prevajanje Boštjan Zajšek (slovenščina, nemščina), Nina Gostenčnik (slovenščina, angleščina). - Maribor : Pokrajinski arhiv, 2019 Način dostopa (URL): ISBN Gostenčnik, Nina, COBISS.SI-ID Mednarodno konferenco in izdajo publikacij so omogočili / The conference and publications were made in cooperation with: Ministrstvo za kulturo RS, Mikrografija d. o. o., scope solutions ag Basel, e-arh.si: ESS , Trevis d. o. o., Radenska d. o. o., Arhides d. o. o,, Mariborski vodovod j. p., d. d Pokrajinski arhiv Maribor / Regional Archives Maribor Vse pravice pridržane. Noben del te izdaje ne sme biti reproduciran, shranjen ali prepisan v kateri koli obliki oz. na kateri koli način, bodisi elektronsko, mehansko, s fotokopiranjem, snemanjem ali kako drugače, brez pisnega dovoljenja lastnikov avtorskih pravic (copyright). All Rights Reserved. No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without prior written permission of the copyright owner.

3 Radenci, april 2019 Dr. Edvin Buršić Finančna Agencija, Zagreb, Hrvaška Dr. Hrvoje Stančić redni professor, Filozofska fakulteta Zagreb, Unvierza v Zagrebu, Hrvaška hstancic@ffzg.hr Ustvarjanje avtentičnih digitalnih kopij v obliki originala v procesu digitalizacije Zagotavljanje uporabnosti zapisov po preteku njihovega roka hrambe v arhivu lahko zahteva tudi postopke, kot so konverzija, migracija, emulacija, virtualizacija itd. Avtorja si tako postavljata osnovna vprašanja ali lahko digitalizirane kopije nadomestijo original? Če lahko, pod katerimi pogoji? Ali naj pretvorba temelji na kvaliteti skena ali procesa? Ali je to pravno veljavno? Standard ISO :2016 sicer definira avtentičnost, toda ali jo lahko uporabimo v kontekstu digitaliziranih dokumentov? Glede na standard je potrebno ustvariti razširjen nabor zahtev za digitalizirane dokumente. Te zahteve morajo vključevati celovitost, zanesljivost procesa, integriteto dokumenta in dostopnost. Avtorja predlagata izdelavo kontrolnega seznama za ustvarjanje digitalnih kopij, ki bi bile enakovredne izvirniku, s 53 vprašanji o procesu digitalizacije. Najpomembnejši element v procesu digitalizacije je pretvorba fizičnega zapisa v digitalnega, ki naj bi bil enak izvirniku. Na proces digitalizacije lahko gledamo tudi kot na niz različnih delov, ki so nujni za konverzijo. Te dele sestavljajo: izbira dokumentov za digitalizacijo, pri čemer je potrebno upoštevati tudi pravne omejitve, kot so avtorske in sorodne pravice, analiza izbranega gradiva, reprezentativen testni vzorec, poimenovanje datotek, izračun zgoščene vrednosti (t. i. hash) digitaliziranega posnetka, tipi metapodatkov, ki so dodani posnetku, ter podatki nadzornega dnevnika. Proces mora vsebovati določene vloge in odgovornosti. Te vloge in odgovornosti morajo biti razdeljene tako, da podpirajo kontinuiteto procesa, ki zagotavlja avtentičnost digitalnih kopij med digitalizacijo. Vloge so lahko razdeljene v vsaj pet kategorij: (1) postopkovne, (2) organizacijske, (3) nadzorne, (4) kontrolne in (5) vzdrževalne. Drugi pomemben podporni del procesa je tehnični vidik sistema digitalizacije, ki vključuje lastnostni optičnega bralnika, gonilnik in programsko opremo za zajem slike in sistem kraja in časa. Lastnosti optičnega bralnika vključujejo primerno uporabo senzorjev, razmerje med optično in interpolarno resolucijo, občutljivost na mehanske tresljaje, primeren vir svetlobe in optični del procesa optičnega branja, električne motnje, kot so magnetna in električna polja. Če naj digitaliziran dokument velja kot original, mora ustrezati postavljenim zahtevam, vključno s primerno kompresijo, tonaliteto, procesi barvne konverzije itd. Avtorja se dotikata tudi vprašanj, povezanih z enostranskimi ali obojestranskimi načini optičnega branja (t. i. simplex/duplex) ter uporabo predhodno definiranih ključnih besed za shranjevanje metapodatkov o digitalizatu. Avtorja bosta izpostavila pomembne elemente, ki jih morajo arhivi upoštevati pri digitalizaciji dokumentov, katerih digitalna kopija bi veljala kot original. Pri tem poudarjata zaupanja vreden proces, ki vključuje strokovnjake, opremo, programsko opremo in procese. To so kritične točke v procesi konverzije fizičnih originalov v pravno veljavne digitalizate. 47

4 Radenci, april 2019 Edvin Buršić, Ph. D. Financial Agency, Zagreb, Croatia Hrvoje Stančić, Ph. D. Full Professor, Faculty of Humanities and Social Sciences, University of Zagreb, Croatia Creation of Authentic Digital Copies in the Form of Original by the Process of Digitization Securing usability of records over the retention period for the archives may require digital preservation procedures like conversion, migration, emulation, virtualization etc. Having this in mind, the authors pose a fundamental question: Can a digitized copy substitute the original? If it can, what are the requirements? Should the transformation rely on the quality of the scan or of the process? Is that legal? The ISO :2016 defines authenticity, but can it be used in the context of digitized documents? Following this standard a broadened set of requirements has to be made clear regarding digitized documents. The requirements should include completeness, process reliability, document integrity, and availability. The authors propose a checklist consisting of 53 questions regarding the digitization process aiming to create digitized copies in the form of originals. The most important elements in the digitization process are being converted from physical record to the digitized one and can be organized as documentary unit and digitized copy or digitized copy in the form of an original. Also, the digitization process can be seen as consisting of many different parts, essential and vital to the conversion. This parts include: the selection of documents to be digitized taking into account normative and legal limitations, for example the Copyright and Related Rights Act or the General Data Protection Regulation, analysis of the chosen material, representative test sample, user acceptance test, naming the images, calculation of hash of the digitized image, types of metadata added to the digitized images and audit log data. The process has to be driven by certain roles and responsibilities. These roles and responsibilities should be separated to support the process continuity that ensures the authenticity of digital copies in the form of an original during digitization. The roles can be divided in at least five categories: (1) process roles, (2) organizational roles, (3) supervisory roles, (4) control roles, and (5) maintenance roles. Another supporting part of the process is the technical aspect of the digitization system which includes scanner features, driver and image capturing software and system time and date. The scanner features include appropriate use of sensors, optical resolution vs. interpolated resolution, scanner sensitivity to mechanical vibrations, appropriate light source and optical part of the scanning process, electrical interferences like of the magnetic and electric fields. If the digitized document is to become the digitized copy in the form of original it should follow the defined requirements including appropriate compression, tonality, color conversion procedures etc. In addition, the authors address the questions dealing with simplex/duplex mode scanning, and the usage of predefined tags for storing of image metadata. In the digitization system, several applications and system-level software are required for the digitization process to be fully functional. These applications need to work together in coordination. The authors investigate what are these applications that should be considered and monitored. The final product, authentic digitized copy in the form of original needs to be stored in a digital archive, and the whole process needs to be accompanied with the audit trail functionality. The authors examine the requirements and provide guidelines. Authors emphasize important parts and elements that the archives should consider when using digitization for creation of copies in the form of original, taking into account the trustworthiness of the process including professionals, equipment, software, and procedures. The authors conclude on the requirements set before the digitization process having goal of producing authentic digital copies in the form of original. 48

5 WEDNESDAY, APRIL 3, 2019 CONGRESS HALL Participant registration Indtroductory speeches Ivan FRAS, director, Regional Archives Maribor Introductory speech of the organizer Vesna Maučec, director, Zdravilišče Radenci Introductory speech of the host Boštjan GABERC, director, Mikrografija d. o. o. Introductory speech of the general sponsor Archives and Personal Data Protection Matjaž DREV, M. Sc., State Supervisor for Personal Data Protection, Information Commissioner of the Republic of Slovenia, Ljubljana, Slovenia Protection of Personal Data in Archives Boštjan ŠPEHONJA, Unistar LC, Ljubljana, Danilo BURNAČ, Sanja ANDROIĆ, dr. Milka PUNGARTNIK, Water Utility Company Maribor, Maribor, Slovenia Is personal and bussiness data safe on smartphones? Coffee break Archives and Personal Data Protection Petra ISKRA, RTV Slovenija, Ljubljana, Slovenia Challenges of GDPR Implementattion in RTV Slovenija TV Documentation Rok OMAHEN, RTV Slovenija, Ljubljana, Slovenia Accessing Archival Material of Televizija Slovenija According to the New European Rules Aleksander LAVRENČIČ, RTV Slovenija, Ljubljana, Slovenia Protection of Personal and other Sensitive Data in Audio-Visual Archives during Legal Blockades and Ethical Barriers or Obstacles Branka MOLNAR, Antonia KNEŽEVIĆ, CERP, Center for restructuring and sales, Zagreb, Croatia Implementation of GDPR in CERP - best practice case Vlatka LEMIĆ, Ph. D., Univesity of Zagreb, Croatia Access to archival material and ICARUS digital platforms - Data protection in theory and practice Lunch break (hotel restaurant) Tatjana HAJTNIK, Ph. D., Archives of the Republic of Slovenia, Ljubljana, Slovenia Reaching Success Indicators in the e-arh.si Project: ESS Dunja MUŠIČ, Historical archives Ljubljana, Slovenia Access and Use of Digitized Archival Material in the Case of the Historical Archives Ljubljana - Archival Material in the Digital World 63

6 WEDNESDAY, APRIL 3, 2019 CONGRESS HALL Jože ŠKOFLJANEC, Ph. D., Anja PAULIČ, Archives of the Republic of Slovenia, Ljubljana, Slovenia European Horizontal Building Block earchiving Aleš MEDVED, Mikrografija d. o. o., Novo mesto, Slovenia Special Types of Personal Data - comparing GDPR and National Legislation Mikrografija break Personal Data Protection Mirjana BOGOSAVLJEVIĆ, M. Sc., Archives of Serbia, Belgrade, Serbia Protection of personal data in documents - application of the Law on Personal Data Protection in Serbia and Abroad Elma DERVIŠBEGOVIĆ, Historical Archives Sarajevo, Bosnia and Herczegovina Collision between Legal Regulations on the Protection of Personal Data and Legal Regulations on Archival Work Izet ŠABOTIĆ, Ph. D., Faculty of Arts Tuzla, Bosnia and Herczegovina The influence of special legal regulations on the degree of protection and use of archival material of personal and secret provenience - the Bosnian-Herzegovinian experience Džemila ČEKIĆ, Historical Archives Sarajevo, Alen ŠARČEVIĆ, Cantonal Prosecutor's Office, Sarajevo, Bosnia and Herczegovina Availability and Use of Sensitive Personal Data - Fonds of the Cantonal Prosecutor's Office of the Canton of Sarajevo Case Study from the Historical Archives Sarajevo Almira ALIBAŠIĆ-FIDELER, Historical Archives Sarajevo, Bosnia and Herczegovina Personal Data in Archives and their Use - Population census in Sarajevo in 1910 Case Study from the Sarajevo Historical Archives Aliu BEKIM, State Agency of Kosovo Archives, Prishtina, Kosovo Digitization as an Opportunity to Preserve Endangered Fonds - Case in the State Agency of Kosovo Archives Marijana TODOROVIĆ BILIĆ, M. Sc., Saša ĐUKIĆ, Archives of the Republic of Srpska, Banja Luka, Bosnia and Herzegovina Accreditation/licencing of the Supply Service Providers Experiences of the Archives of the Republic of Srpska Jasna POŽGAN, Ph. D., State Archives for Međimurje, Štrigova, Ivana POSEDI, State Archives in Varaždin, Croatia Fonds of Agricultural Cooperatives in Međimurje and Koprivnička podravina after Social gathering in Mezzanin 64

7 THURSDAY, APRIL 4, 2019 CONGRESS HALL Session for archival professionals Professional Processing of Archives Bogdan Florin POPOVICI, Ph. D., Romanian National Archives, Brasov, Romania MoReq2: after 10 years. Some considerations on systems for managing records Karen Jamison TRIVETTE, Fashion Institute of Technology State University of New York, USA Evolution if not Revolution: A New Approach for Controlling Archival Records Agnieszka LASKOWSKA, M. A., Archival Services for the Private Sector Arpad, Tomasz HAJEWSKI, Ph. D., State Archives in Katowice, Poland The implementation of the Integrated System of Archival Description (ZoSIA) at the State Archives in Katowice and the data protection Danijela JURIČIĆ ČARGO, M. Sc., Andreja KLASINC ŠKOFLJANEC, Maja POVALEJ, Alenka STARMAN ALIČ, M. Sc., Arhiv Republike Slovenije, Ljubljana, Slovenija Recording and Arranging Archives at Slovene Emigrant Societies in Neighbouring Counties and Abroad Digitization of archives and access Martin FISCHER, dipl. ing., scope solutions ag, Basel, Switzerland Digital Reading Room to enhance archival access Edvin BURŠIĆ, Ph. D., Financial Agency, Hrvoje STANČIĆ, Filozifska fakulteta, Univerza v Zagrebu, Hrvaška Creation of Authentic Digital Copies in the Form of Original by the Process of Digitization Lidija ALEKSOSKA,National Agency for European programmes and mobility, Skopje, North Macedonia Macedonia s Challenges on the Road to Building a True Digital Society Siniša DOMAZET, Archives of Bosnia and Herzegovine, Sarajevo, Bosnia and Herzegovina Digitized Records in the Archives of Bosnia and Herzegovina - Protection and Accessibility Coffee break THURSDAY, APRIL 4, 2019 IZVIR HALL Session for Creators of Archives Internal Rules workshop Internal rules for capture and storage of archival records are one of the instruments for guaranteeing legally compliant storage of current and archival records in digital form. Two workshops, carried out by Jože Škofljanec, Ph. D., will focus on two key activities for the preparation of internal rules. Both workshops will be based on active participant involvement with their own cases. The speaker will also present some formed examples which will help participants in their further work. Each workshop will last 90 minutes. Participants will be able to present their questions and cases Preparation for capture and storage of documents in digital form The archival law states that any person capturing or storing the material in the digital form should make adequate preparation capture and storage Defining procedures in internal rules The task of defining procedures of activities of capture and storage has been known as one of the most problematic tasks Professional excursion (Murska Sobota) Dinner at Hotel Radin 65

8 FRIDAY, APRIL 5, 2019 CONGRESS HALL Robert OBRUL, Slovenska Bistrica Secondary School, Slovenia The Influence of GDPR on the use of e-documents in the Secondary School Mirjana KONTESTABILE ROVIS, Regional Archives Koper, Slovenia Protection of Personal Data and Archival Legislation in the Field of Education Vesna GOTOVINA, Archives of the Republic of Slovenia, Ljubljana, Slovenia New Retention Periods for Records of Public Administration Authorities Marko POTOKAR, M. Sc., Faculty of Information Studies, Danilo BURNAČ, Sanja ANDROIĆ, dr. Milka PUNGARTNIK, Water Utility Company Maribor, Maribor, Slovenia General Data Protection Regulation and Use of Video Surveillance to Protect Critical Infrastructure Coffee break Archives and creators Milena PEČOVNIK, M. Sc., Academy of Administration, Ljubljana, Slovenia Decree on Administrative Operations with an Emphasis on Archives Conference Closings 66