Arctic Council Archiving project. Submitted to the SAO meeting in Yellowknife, 26-27 March 2014. Arctic Council Secretariat – Library and Archives Canada.
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"The objective of the Arctic Council Archiving project is to enhance the institutional memory of, and thereby strengthen the Arctic Council. It is a three-part initiative: 1) The first part of this project is being conducted by the Arctic Council Secretariat in collaboration with the University of Tromsø. This aims to make previous and future Arctic Council official reports available as Open Access documents. 2) The second part of this initiative aims at making available to the public relevant Arctic Council records that might be of interest to the public such as decisions, meeting reports and other material from all meetings of Ministers, Senior Arctic Officials and Working Groups, statements from meetings at the political level and Records of Decisions from meetings. This part is closely linked to part 3, more particularly to the adoption of a disclosure policy. 3) The third part of this project will complement the two others by putting in place a comprehensive and consistent system to manage Arctic Council information – including unpublished reports; official correspondence (including email) to and from the Arctic Council, meeting, operational and administrative records; and data – from the moment of creation until they are either destroyed or transferred to the archives according to mutually agreed policies and procedures. This is where Library and Archives Canada advice will be the most critical as this part is the cornerstone for the preservation of future archives. As a result of this project, Senior Arctic Officials and other stakeholders will have access to relevant, reliable, authoritative and timely information that supports, informs and documents their decision- making activities and facilitates collaboration between all members and participants. This is especially important for a multi-lateral forum where work is carried out collaboratively across the circumpolar region. An effective records management system must be based in clear policies and guidelines that reflect a common understanding and consensus among all interested parties (Members, Permanent Participants, Working Groups, Task Forces, etc.). Therefore, the policies, guidelines, roles and responsibilities that will frame the Arctic Council Secretariat’s records management system will need to be developed collaboratively." /.../
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