Completion of Archive Versions
In accordance with paragraph 5 (2), Paragraph 13, paragraph 13. 1, and Section 14 of the notice No 591 of 26. June 2003 on public archives and public archives and after discussion with the local authorities and regional partners shall be :
§ 1. The provisions of this notice shall apply to archivalists created by the public administration and the courts, and which, by the State Archives, are intended for conservation.
§ 2. The processing of data from IT systems and audio and video shall be made in the form of archiving versions.
Paragraph 2. The State Archives may, for conservation reasons, fix the fact that the preservation of other archivalists is to be made in the form of archiving versions.
§ 3. An archiving version of the dignible data must be prepared according to the instructions issued by the impeachment product, cf. Annex 2-8.
Paragraph 2. The rigging archives may show other conservation form other than an archiving version, obtained from the instructions in Annex 2-8, provided that the conservation of the conservation of the conservation is concerned.
Production and delivery
§ 4. The production and delivery of archiving versions of data from the state administration and the IT systems of the courts must be held at times to be determined by the State Archives.
§ 5. The production and delivery of archiving versions of data from the IT systems of the local authorities and regions, which contain personal data, must be carried out before the data is deleted. The municipality or region concerned may reach agreement on past times with the receiving archive.
Paragraph 2. The production of archiving versions of data from other IT systems must be carried out before the data is deleted or when the IT system is taken out of use.
Paragraph 3. The State Archives may, in addition, provide for the production of an archiving version of data from an IT system when it is necessary to maintain the conservation of the conservation requirements.
§ 6. Archiving versions of state authorities data must be approved by the State Archives. Archiving versions of the local authority and regional authorities must be approved by the receiving archive ; archiving versions of the dignible local authority and regional data not covered by the obligation to deliver shall be approved by the same public ; archive, which shall be provided by the competent authority of the authority to deliver archiving versions.
Paragraph 2. Data that was passed to an archiving version must not be deleted from the authority until the archiving version has been approved.
Entry into force, etc.
§ 7. The announcement shall enter into force on 1. September, 2010.
Paragraph 2. Publication no. 342 of 11. March 2004 on the filing versions of the conservation worthy data from electronic archiving systems are hereby repealed.
Paragraph 3. Publication no. 302 of 16. April 2009 on the delivery of audio and video is lifted.
Paragraph 4. For and with 1. July 2011, an agreement may be concluded with a public record that the archiving version of data is drawn up in accordance with the rules laid down in paragraph 1. 2 mentioned proclations.
Paragraph 5. Archive versions of data in accordance with the rules laid down in paragraph 1. 2 that notice shall be delivered to the public archive before 31. December 2011.
Paragraph 6. The rigging archivist may, on application, grant a derogation to the rules referred to in paragraph 1. 4 and 5.
Rigsarchived, the 20th. August 2010
/ Kirsten Villadsen Kristmar
Graphical view of items and structure in an archiving version
Archiving version of the IT system data and any documents
3.A. General rules for archiving versions
3.A. 1 Archive version consists of :
-WHAT? data structure, cf. 3.B
-WHAT? data content, cf. 3.C
-WHAT? information about the archiving version, cf. 3.D
3.A. 2 An archiving version cannot contain encrypted information.
3.A. 3 A filing version must contain all of the dignible data and any documents from a limited period of time that is no longer being corrected or added as a snapshot and containing all the conservation worthy data and any documents at a specific time.
3.A. 4 If the archiving version of an IT system with documents is drawn up without any change of the journal period, or if the journal period shift occurs during the transfer of documents to a new period, the documents that are part of it must be included in the archiving version is marked in a way in the IT system that they can be exempted from subsequent archiving versions.
3.B. Data structure
3.B. 1 The data structure of the archiving version consists of :
-WHAT? a folder structure, cf. 4.B, illustrated in figure 2.1.
-WHAT? a relational database structure of 1. normal form or higher, specified in the index file tableIndex.xml, cf. 4.C.5.a.
-WHAT? other index files in XML, cf.. 4.C, which structure data on the parent content of the archiving version, all the files in the archiving version, its context documentation and its possible digital documents.
3.C. Data content
3.C.1 The data content consists of :
-WHAT? table contents in standardized data types, cf. 5.B.
-WHAT? any digital documents, audio, video and geodata in standardized data formats, cf. 5.E-5.G.
3D. Information about the archiving version
3.D.1 Information on the archiving version consists of descriptions of administrative usage, data content and the IT system, cf. Annex 6.
4.A. General rules for data structure
4.A. 1 In an archiving version, all keys must have a unique identifier. There should not be a situation where it is necessary to extract parts of key fields to understand the content of the IT system or function.
4.A. 2 When a value in a field is a code as representation for a fixed and unique value, the encoding must be explained. If the value does not exist in a code or lookup table in the IT system, in the archiving version, one or more tables will have to be generated, specifying the values in coded fields. Alternatively, the table data code value in extracting to the archive version is replaced by the actual content.
4.A. 3 If the documents in an IT system with documents are stored in a meaningful structure, this structure in the archiving version must be transformed into one or more tables.
4.B. Location of folders and files
4.B. 1 I root of the file system on the delivery media, cf. In Annex 7, a folder must be placed named with the media name. The name of the media consists of the unique archiving version ID with the addition of a suffix ". n" indicating the order of the media, where n is a consecutive median-number beginning with 1.
4.B. 2 Archiving version content is distributed to folders as specified in figure 4.1.
4.B. 3 Mappings shall be named as specified in figure 4.1.
4.B. 4.a An archiving version ID consists of the prefix AVID, a 2-4 letter code indicating the receiving archive, as well as an archiving version serial number. The items are separated by periods.
4.B. 4.b Archiving version ID is provided by the State Archives.
4.B. 5.a An archiving version, which cannot be on one media, cf. Annex 7 may be spread over multiple media.
4.B. 5.b Mappers ContextDocumentation , Indices and Schemas must always be placed on the first medium of the delivery.
4.B. 5.c Folder in the media root on the subsequent media shall contain only the folders whose content requires distribution across multiple media. These folders are always named as specified in figure 4.1 without the use of suffix.
4.B. 6 Only one of each of the specified in Figure 4.1 is specified on each media.
4.C. Folder Indices
4.C.1.a Mappen Indices index files containing the following index files with information about the archiving version and its contents :
4.C.1.b If the archiving version contains digital documents, audio, video or geodata, the folder Indices also contain the following index file :
4.C.1.c All index files must comply with their corresponding schema, cf. Annex 8.
4.C.2.a fileIndex.xml must include a complete list of all the files that exist in the archiving version. However fileIndex.xml was excluded from this policy.
4.C.2.b For each file in the archiving version, the information that is specified in Figure 4.2 indicates the information specified in Figure 4.2.
4.C.3 archiveIndex.xml must contain the information contained in 6.A.
4.C.4.a contextDocumentationIndex.xml must include an index of documents found in the context documentation of the archiving version.
4.C.4.b For each document in the context documentation, indicate the information that appears in Figure 4.3.
4.C.5.a tableIndex.xml must contain an indication of a relational database structure on 1. normal or higher. All tables in the archiving version must be specified.
4.C.5.b "TableIndex.xml" must conform to the overall XML schema "tableIndex.xsd", cf. 4.F.
4.C.5.c If a field must have a null value, then the "true" of the column's associated element "nullable" must be set in "TableIndex.xml".
4.C. 6.a docIndex.xml must form the connection between each document and its location. Also "docIndex.xml" must contain information about the document's original file names, file type in the archiving version, as well as any parent documents. "docIndex.xml" should not contain any information about the documents in the context documentation.
4.C.6.b For each document in the docIndex.xml document, specify the information that appears in Figure 4.4.
4.D. Folder Tables
4.D.1 Folder Tables must contain one folder for each table in the archiving version.
4.D.2.a Folder for a table named "table [ consecutive number ]".
4.D.2.b The sequential numbering starts with 1. The rezeroes must not be used.
The 4.D.3 folder for each table must contain two files :
-WHAT? table [ consecutive number ] .xsd
-WHAT? table [ consecutive number ] .xml
4.D.4 "table [ continuous number ] .xsd" is an XML schema that only specifies the structure of the individual table in question and must be in accordance with the XML instansen "tableIndex.xml", cf. 4.C.5.a, which specifies the structure of the entire relevant relational database, including all tables.
4.D.5 "table [ continuous number ] .xml" is an XML instance that contains data for that table and its structure must be in accordance with the corresponding XML schema, "table [ consecutive number ] .xsd".
4.D.6 If a field in a table can have a null value, then the corresponding column in the corresponding schema ("table [ continuous number ] .xsd") must be specified. contain the attribute naillable="true ". Similarly, the XML instansens ("table [ sequential number ] .xml") element contain the xsi:nil = "true " cf. The W3C standard for handling null values in XML.
4.E. Folder ContextDocumentation
4.E.1 Folder ContextDocumentation must contain one or more document collection folders with context documentation, cf. 6B.
4.E.2 A document collection folder with the context documentation must contain up to 10,000 document folders.
4.E.3 The document collection folders are named "docCollection [ consecutive number ]", starting with 1. The name must be unique within ContextDocumentation.
4.E.4 Each document in the context documentation must be assigned an ID of up to 12 digits. The document ID must be unique within ContextDocumentation.
4.E.5 A document folder must contain one document that consists of one or more files of the same format, and is named with the ID of the document. The rezeroes must not be used.
4.E.6 A document's file (or files) are continuously named with a number, starting with 1 as well as the extensionance of the format, cf. 4.G.8
4.F. Folder Schemas
4.F. 1 Folder Schemas must be divided into the subfolders, default and localShared .
4.F. 2 Folder default must contain schemas for the index files of the archiving version, cf.. Annex 8, as well as the W3C standard XML schema, cf. http://www.w3.org/2001/XMLSchema.xsd.
4.F. 3 For schemers fileIndex.xsd, archiveIndex.xsd, contextDocumentationIndex.xsd, tableIndex.xsd, docIndex.xsd as well as W3C standard XML schema, that the schemas must always be used to make available to the state archives. The schema names and their naming conventions must not be changed in the archiving version.
4.F. 4 Folder localShared must contain any GML schemas that are not in conjunction with the relevant GML document, cf. 4.G.7.a.
4.G. Folder Documents
4.G.1 Folder Documents must contain one or more document collector folders, however, a maximum of 10,000.
4.G.2 Document Collection folders are named "docCollection [ consecutive number ]", starting with 1. The name must be unique within Documents.
4.G.3 A document collection folder must contain up to 10,000 document folders.
4.GG.4 Each document must be assigned to 12 digits in the archiving version. The document ID must be unique within Documents.
4.G.5 A document folder must contain one document that consists of one or more files of the same format, and is named with the ID of the document. The rezeroes must not be used.
4.G.6 A document's file (or files) are consecuted consecutive with a number, starting with 1 as well as the extensionment of the format. The rezeroes must not be used.
4.GML files will store the appropriate schema in the same folder as the GML file and name with sequential number followed by .xsd, cf. However, 4.G.7.a. The rezeroes must not be used.
4.GL 7.a GML schedules can be stored in the schema folder that are named localShared, cf. 4.F. GML schemas in the folder localShared name is "localSchema [ consecutive number ]", starting with 1.
4.G.8 Extentions of extents
4.G.8.a Documents in the form TIFF format must have extensionment tif.
4.G.8.b Documents in MP3 format must have extensionation mp3.
4.G.8.c Documents in MPEG-2 and MPEG-4 format must have extensionment mpg.
4.G.8.d Documents in the format JPEG-2000 must have extension2 jp2.
4.G.8.Documents in the form of the GML format must have extensionary gml.
4.G.8.f Documents in the form WAVE must have extensionwav.
4.G.9 The ability to search objectively connected documents must be transferred to the archiving version after the receiving archive's detailed view.
The data content of the archiving version consists of table content in standardized data types and of any digital documents, audio, video, and geodata in standardized formats.
5.A. Table Content
5.A. 1.a In accordance with the table structure defined for each table in each corresponding XML schema, named "table [ sequential number ] .xsd", cf. 4.D, each table must be found in an XML instance named "table [ sequential number ] .xml".
5.A. 1.b The sequential numbering starts with 1. The rezeroes must not be used.
5.A. 2 The content of the individual fields must be pursed for any front and trailing blanks.
5.B. Data types
5.B. 1.a The standardized data types that are to be used for table content are specified in figure 5.1. They are a deduction of data types from the default SQL : 1999 represented as data types in W3C XML Schema Language 1.0.
5.B. 1.b This is the data type of W3C XML Schema Language 1.0, which is to be used.
The translation from data types in SQL : 1999 was specified to show how the translation for data types in W3C XML Schema Language 1.0 must be performed.
5.B. 2 Data type string contain only non-marked text which may be interpreted immediately.
5.B. 3 Data type boolean can see cf. W3C only assume values 1 ; 0 or true ; false .
5.B. 4 Data types date, time and dateTime can be used with or without Time Zone .
5.C. Conversion of table content to digital documents, audio, video, or geodata
5.C.1 Table content must conform to the specified data types, cf. 5.B. It follows that data content in a table form from an IT system that is to be transferred to an archiving version that cannot immediately comply with this requirement must have its data content converted in such a way :
5.C.1.a to digital documents, audio, video or geodata, converting content to the formats that are shown in 5.E-5.G.
5.C.1.b to table contents of data type string , cf. 5.B, since other content than the data type allowed.
5.C.2 The archive archive indicates whether a given content should be handled in respect of 5.C.1.a or 5.C.1.b.
5.D. Text format
5.D.1 Unicode encoding
5.D. 1.a Data in the index files and table contents of the archive version must be encoded as well-formed UTF-8, as specified in ISO/IEC 10646:2003 Annex D and as described in The Unicode Standard 5.1, Chapter 3.
5.D. 1.b. The in-coded characters must be valid Unicode scalar values. Surrogating / RC-elements and Unicode non-characters may not be used.
5.D.1.c No grades in Private Use Area must be encoded.
5.D.1.d The Steering code characters from #x00 to and with #x1F are not allowed with the exception of the Tabulator (TAB) #x09, newline (LF) #x0A , and carriage return (CR) #x0D.
5.D. 2 XML encoding
5.D. 2.A, according to the XML standard, the rules for the indication of the characters in question, as shown in Figure 5.2.
5.D. B The towers from #x7F to and with #x9F must be specified with their decimal or hexadecimal character reference.
5.D. 2.c CDATA sections may not be used.
5.E. Digital documents
5.E.1.a A digital document, cf. However, 5.F and 5.G must be stored in one of the following formats :
-WHAT? the graphical bitmap format TIFF, version 6.0 baseline.
-WHAT? JPEG-2000 after the standard ISO/IEC 15444-1:2004. Information technology-JPEG 2000 image coding system-Part 1 : Core coding system.
5.E.1.b It is allowed to use both forms within the same archiving version.
5.E.2 Documents in TIFF must be compressed in accordance with the following compression rules :
5.E.2.a Black / white document is to be compressed with CCITT/TSS grp. Three, gran. 4, PackBit or LZW.
5.E.2.b documents with gray tones or colors must be compressed with PackBit or LZW.
5.F. Audio and Video
5.F. 1 Sound files must be stored according to standard MP3 DS/EN ISO/IEC 11172-3.
5.F. 2 The receiving archive may allow audio files to be delivered in the form WAVE LPCM as specified in Multimedia Programming Interface and Data Specifications 1.0. IBM Corporation and Microsoft Corporation, August 1991. However limited to bits depth, which is the whole multipla of 8.
5.F. 3 Video files must be stored in accordance with one of the following standards :
-WHAT? MPEG-2 D / EN ISO / IEC 13818-2. Any sound is encoded as MP3, as specified in ISO/IEC 13818-3.
-WHAT? MPEG-4 AVC D / EN ISO / IEC 14496-10 (ITU-T H.264). Video is encoded as specified in ISO/IEC 14496-10. Any sound is encoded as AAC, as specified in ISO/IEC 14496-3. Video and sound are wrapped in the MPEG-4 format as defined in ISO/IEC 14496-14.
5.G1 Data from geographic information systems as well as other geodata is stored as the GML files in ht. GML 3v3.DK, the Danish profile of the GML standard ISO 19136.
5.G.2 GML files greater than 1 GB are broken down into units after the receiving archive view.
5.G.3 Each GML file, if any. after splitting, cf. 5.G.2 is treated as a separate document in ht. the rules in 4.G.
5.G 4 The necessary XML schemas to validate the GML files must be included in the archiving version.
5.H. 1 An archiving version cannot be compressed other than the compression that is listed for or following the document formats required for use for the archive version, cf. 5.E and 5.F.
5.I. 1 Archiving archive may in specific cases decide on the reduction of the consumption of the documents, for example, by applying the optimum bitdepth to the maximum.
5.J. No deterioration
5.J. 1 For the generation of the archiving version, no quality degradation of the documents, including audio and video, is required in addition to what may be a consequence of the required format for the archiving version or instructions given by the receiving archives.
Information about the archiving version
The information on the archiving version consists of the following elements :
-WHAT? Archive descriptive file, cf. 6.A.
-WHAT? Context documentation, cf. 6B.
-WHAT? The data on the tables of the archiving version (table index), cf. 6.C.
-WHAT? I'm not. SQL queries, cf. 6.D.
6.A. Archive Description File
6.A. 1 Any archiving version must include an archive description file, specifying information in ht. Figure 6.1.
6.A. 2 Archive descriptive file is named archiveIndex.xml and must comply with the corresponding schema, cf. Annex 8.
6.A. 3 The content of the archive description file is determined after discussion between the issuing authority and the receiving archive.
6B. Context Documentation
6.B. 1 Any archiving version must contain documents that document the administrative function of the IT system, as well as structure and functionality.
6.B. 2 The Receiving Archive after discussion with the issuing authority shall determine which documents are to be delivered, including which points in Figure 6.2, which are not relevant to document in the specific delivery.
6.B. 3.a The documents are placed in one or more of the categories shown in Figure 6.2.
6.B. 3.b Information about the categorization will be recorded in the contextDocumentationIndex index file, cf. 4.C.4.a.
6.B. 4 The documents must be stored in one of the document formats allowed in the archiving version, cf. 5.E-5.F.
6.C. Data about the archiving version's tables
6.C.1 An archiving version must contain documentation of the archiving version's tables and relationships (table index). The table index must contain the information that appears in Figure 6.3 below.
6.C.2 System views are not included.
6.C.3 The receiving archive can indicate that the key views must have a description, cf. Figure 6.3, 7.c.
6.C.4 To be specific information for IT systems, with the registration of information about documents.
6.C.5 For archiving versions of IT systems, as mentioned in 6.C. 4, columns containing specific information, cf. Figure 6.4-figure 6.6, is identified by the functionalDescription element, cf. Figure 6.3, 4.h.
6.C. 6 Special information specified in figure 6.6 must be marked to the extent that they are registered in the IT system. If the information in Figure 6.6 does not exist in the IT system, then, in connection with the delivery, any alternative marking shall be agreed to ensure the identification of the related documents in accordance with the Agreement. applicable provisions.
6.D. SQL queries
6.D.1 Archive can provide that a number of SQL queries for documentation of specific connections in the archiving version must be defined for a file version version.
6.D.2 SQL queries are designed in accordance with the standard SQL : 1999 (core).
6.D.3 Queries are placed in "Information about views and queries" in the table index, cf. figure 6.3, 7, and named after the authority's choice, however, so that the name of the queries in question begins with "AV".
7.A. 1 Archive versions can be delivered on CD-R, DVD-R, or USB media.
7.A. 2 The number of CD-R and DVD R in one pass must not exceed 10, unless otherwise agreed between the contracting authority and the receiving archive.
7.A. 3 The issuing authority and the receiving archive may reach an agreement on other media or other methods for the transport of data.
7.A. 4 The receiving archive can allow an archiving version to be encrypted in connection with transport.
Completed schemas to be used for the creation of an archiving version can be retrieved from the State Archive home page