Dáil Éireann debate -
Tuesday, 14 Oct 2003

Vol. 572 No. 3

Written Answers. - Departmental Records.

Ruairí Quinn

Question:

229 Mr. Quinn asked the Minister for Finance if his Department has a corporate policy, a departmental strategy and an electronic document and record management system in place in connection with electronic records; the system in place to preserve electronic records for the future; and if this system allows for the easy searching of records in order to comply with the requirements of and the implementation of the freedom of information legislation and the relevant National Archives legislation. [22831/03]

Minister for Finance (Mr. McCreevy)

My Department provides centralised shared directories for all sections for the storage and retrieval of all electronic records. This approach effectively mirrors the structuring of the official paper-based filing system. These directories and their organisation provide full profiling, indexing, searching and real time backup facilities for all electronic file formats. Access to these directories and backups is governed by a comprehensive access control system.

At this time electronic records do not provide a basis for long-term archival storage of information because of the plethora of software applications and corresponding file formats that are required and because of the frequency of upgrades and changes imposed by the software industry. These frequent changes can result in software becoming obsolete and associated electronic records becoming inaccessible. Consequently, records are transferred to paper or film and stored on official paper files for archival purposes. This situation is not unique to the Department of Finance or the Irish public service.

I understand the National Archives is in the process of establishing an electronic records unit to develop strategies for the long-term preservation of electronic records covered by the National Archives Act. It will also draft guidelines for the management of electronic records. Among other things, these guidelines will provide advice on the refreshment of storage media and record formats. They will also provide advice on compliance with international standards as they emerge. In this context, the National Archives is working with counterpart organisations in the USA, Canada and the EU to investigate how the long-term preservation of electronic records may best be effected.