c# pdf to image: Fill in pdf form reader software control project winforms web page windows UWP filingArchiving

F.B

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– Filing and archiving e-mail /11

Illustration 2: Creating electronic files by exporting e-mails and attachments, and grouping

them with related documents. E-mails and attachments can be preserved temporarily within

the e-mail system or can be moved immediately to the appropriate electronic folder in the

classification system.

2.4.3 M

IGRATION

MAILS

AND

ATTACHMENTS

PRESERVATION

FORMATS

Before e-mails and attachments with archival value are ingested in the digital

repository, it is best for them to be migrated to a suitable preservation format. Since

e-mails are well-structured and are textual documents, XML is the obvious choice

for the long-term preservation of e-mails.

XML

■

is an open standard of the World Wide Web Consortium. The XML

specification is stable, open and public. The specification can only be changed

after going through a whole procedure and after consultation with various

parties including the public.

■

is free of patent and licensing rights

■

is platform independent. An XML document is in essence nothing more than a

flat text file (Unicode) that can be consulted with various software applications.

For long-term archiving, textual encoding is also safer than binary encoding

■

separates layout from content and structure. An XML file contains the content

and the structure of a document. The layout of a document is defined with a

stylesheet (CSS, XSL)

For a more complete overview of the advantages of XML for archiving purposes, see: F.

OUDREZ

, <XML/> and electronic record-keeping, Antwerp, 2002

(http://www.expertisecentrumdavid.be/davidproject/teksten/XML_erecordkeeping.pdf).

One error in a binary file can lead to the permanent loss of a complete record, whereas with

textual encoding the rest of the record can still be reconstructed.

The stylesheet can be stored within the XML-document (e.g. for dissemination) or in a

seperate file.

Archiving e-mails

as XML

documents

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– Filing and archiving e-mail /12

■

is extremely suitable for transferring a document model through time in an

explicit way because of the combination of nesting and semantic tags. Since

XML is extensible, the user can employ his own document models.

■

can preserve the structure of an e-mail in an explicit way within the document

itself. This makes it possible to do structured searches on the header fields,

for example. The structure is also documented externally in a DTD or an XML

Schema.

■

offers several validation possibilities so the quality of the XML documents can

be checked automatically

■

has great market penetration

■

is an exchange format that is suitable for becoming the basic format for e-mail

transmission

Since, at present, e-mails are still communicated as regular flat text files, a

migration must be provided for the XML preservation of e-mails. This migration

consists mainly of the addition of XML tags to the various data fields and the

structuring of the intrinsic e-mail elements. Since commonly-used e-mail systems

are not yet equipped with such a functionality, an ad hoc solution is needed for this.

One can use a separate computer programme for the migration, or incorporate

such a functionality into the e-mail programme (see further).

An alternative for XML as the archiving format is the PDF/A format that has been

established as an international standard (ISO 19005-1:2005). PDF/A is intended as

a limited but stable subset of the PDF format of manufacturer Adobe. PDF/A

provides several advantages compared to PDF. PDF/A is a standard for textual

documents, of which the management is no longer in the hands of one company,

but of a standardisation agency in which the government, the manufacturers and

the academic world are represented. This guarantees greater stability and certainty.

Adobe controls PDF completely on their own and are not at all obligated to publish

the PDF specifications. PDF/A has been specifically constructed for archiving

purposes. PDF/A documents must be self-reliant and must avoid external

dependencies (such as the retrieval of external fonts, or encryption) and proprietary

applications as much as possible

To determine which file formats is a suitable preservation format for e-mail

attachments and other electronic documents, consideration is given to such things

as the type of document, its characteristics and the wat it’s used within the creating

agency. Each type can have specific archiving requirements both in the area of

suitable preservation formats and of metadata. This is one of the reasons that e-

mails and attachments are separated when they are moved outside the e-mail

system. Digital ArchiVing: guIdeline & aDvice no. 4

provides an overview of

suitable preservation formats for various types of electronic documents.

See among others G. K

LYNE

, An XML format for mail and other messages, 2003. This is a

proposal for e-mails to be encoded in XML in conformity with RFC822.

For more information about the PDF and the PDF/A formats: F. B

OUDREZ

, Standaarden voor

digitale archiefdocumenten, Antwerp, 2005.

(http://www.expertisecentrumdavid.be/docs/eDAVID_standaarden.pdf)

http://www.expertisecentrumdavid.be/davidproject/teksten/guideline4.pdf

PDF/A as an

alternative

Preservation

formats for the

attachments

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F.B

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– Filing and archiving e-mail /13

2.5 Market investigation and evaluation

Existing solutions were evaluated before our own archiving procedure was

developed and the associated tools were programmed. Several archiving solutions

from the private sector were tested on the basis of the judicial and archival

requirements, but didn’t comply. The lack of contextual information and of a vision

for long-term archiving are the main reasons for this (see also 2.2: Business cases:

the opposite approach).

In addition to business cases, the commercial market was also investigated. The

main players on the e-mail archiving market were invited to present their products.

Digipolis, the information-technology partner of the city of Antwerp, and the city

archives tested the proposed commercial archiving solutions against the

designated technical, judicial and archival quality requirements. The products KVS

and Enterprise Vault, Email Archive Manager and Exchange Archive Solution were

evaluated. These products all provide the same basic functionality: during archiving,

the e-mails and attachments are moved from the e-mailserver to a separate server.

In the mailboxes, the archived e-mails are replaced by shortcuts so the load on the

mail server is reduced. From a database, the archived e-mails and attachments

can still be retrieved.

Not a single one of the proposed commercial products met the preconceived

requirements. General shortcomings of these commercial packages are

■

direct archiving on the e-mail server during the transmission phase and

without the intervention of the end user, which is difficult to accomplish within

the Belgian legal context.

■

limited filing functionalities: only electronic documents sent by the e-mail

system can be filed in the electronic classification system. Electronic

documents that are not sent by e-mail, cannot be added to the filing system.

■

loss of archival context and related retrieval / browse functionalities. The folder

structure cannot always be taken over. The retrieval added-value of certain

storage systems in the form of full-text searches does not compensate for the

loss of archival context and browse possibilities based on the folder structure

and on contextual header data.

■

no central or co-ordinated records management: the logical organisation of the

e-mail archive is left to the user who manages his mailbox himself with

shortcuts to mails and attachments in the database.

■

the archived e-mails and attachments are only accessible to the employees

who sent or received them.

■

a focus on storage and reducing the load on the e-mail server: the accent lies

on the preservation of the bits of e-mails and attachments, not on the

preservation of the conceptual record.

■

insufficient long-term readability guarantees: large dependency on a closed or

non-transparent database systems, storage in proprietary, non-standardised

or closed container computer files, use of compression, no general archiving

solution for all types of attachments, etc.

See Advies & Analyse, Report no. 4, for a thorough discussion of the functionalities, and the

advantages and disadvantages of each archiving solution: A

NTWERP

ITY

RCHIVE

, E-

mailarchivering, Advies & Analyse 4, April 2002 (http://stadsarchief.antwerpen.be

ﬁ

Toezicht op archivering

ﬁ

Standpunten en rapporten

ﬁ

4 Emailarchivering). The evaluation

of commercial packages started in 2002. Since then the Antwerp city archives has

continued to follow the evolution of the market, but has found that the shortcomings of the

commercial archiving solutions remain the same.

Business cases

Commercial

applications

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Regarding to long-term readability, accessibility and records management (f.i.

filing), the commercial packages provide no real added-value compared with the e-

mail systems themselves. They are designed mainly to reduce the load on the e-

mail servers by managing old e-mails and attachments. For this reason, large

(virtual) mailboxes and information isles continue to exist within the organisation. In

addition, the various commercial archiving solutions have in common that they

require the installation of new hardware and software (e.g. servers, server software,

database system, client software), for which large investments in resources and

personnel are needed.

In consultation with Digipolis, the city archives of Antwerp decided not to use a

commercial archiving solution and to give priority to developing our own archiving

strategy and procedure within the existing MS Exchange and Outlook e-mail

configuration. Several other options for adding contextual and transmission data

were also investigated, but they offered no added value compared to the proposed

DAVID solution.

3. FILING E-MAILS AND ELECTRONIC DOCUMENTS

3.1 Building a classification system and creating

electronic files

When starting e-mail archiving, much attention should be given to the design of a

good classification system in which all electronic records regardless their

provenance or the application with which they are created can be managed. The e-

mail archiving procedure provides a good opportunity for the creator to organise his

electronic records management in a coherent, structured and organised way. By

means of the electronic filing system, structure can be given to the way electronic

documents are managed and kept. Doing so, the electronic filing system becomes

the information asset of the organisation. The success of the e-mail archiving

procedure will be depending on the user friendliness of the classification or filing

system. The e-mail user will only add e-mails and attachments to electronic files if

he easily knows where to file the documents and if he can also find them quickly

afterwards. Measures such as limiting the maximum mailbox size will only

encourage the user to archive if he can easily find his way in the folder structure.

Otherwise this will lead to storage in personal mailboxes or off-line folders, and to

not approved disposals.

In consultation with the archival service, the agency creates the shared folder

structure within which electronic records are filed. The folder structure is the

product of a consultation group that is specially constituted for this purpose. In

addition to the superintendent archivist, this consultation group includes the contact

person of the archival service in the agency, the LAN manager and the

administrative employees who have a mandate or responsibility in this area. The

objective of this consultation group is to create a logical and well-organised

electronic filing system. One can develop a good filing system for all electronic

office documents by following various paths. The paper or existing electronic filing

system might serve as a basis. If there is a well-functioning paper filing system in

the organisation, the folder structure can be adapted to it. Another possibility is a

thorough investigation and revision of an existing electronic filing system. If the

No structural

solution

Conclusion

Importance

Setting up an

electronic filing

system

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– Filing and archiving e-mail /15

creator does not have a paper or electronic filing system, one must start from

scratch.

In a guideline for electronic records management, the DAVID project has

established general rules and recommendations for the development of

classification systems (Digital ArchiVing: guIdeline & aDvice, no. 3)

so the central

folder structure can accomplish the intended objectives, namely: electronic file

creation, indication of the context, and sharing of information. The most important

basic principles and rules are:

■

construct a logical and well-organised classification structure. Be sure that

users clearly know in which folders they have to save documents in and how

they can find them again afterwards.

■

base the classification structure on the workprocesses (tasks and activities) of

the creator

■

build the structure up from the general to the particular, first internal tasks and

then external tasks

■

correlate the classification structure with the paper filing system

■

include a structured filing code as the first part of the folder name. Possibly

adopt the filing code of the paper files. Think carefully about a structured

rubrication, and about the composition and structure of the filing code. Also

assign filing codes to the subfolders.

■

keep the number of levels under control: limit it to about five levels

■

give the folders a semantic and process-related folder name. Do not reuse

any folder names for subfolders.

■

take the limitations of the ISO-9660 standard into consideration. Complying

with this standard is not only important when using CD’s as a transfer or

archiving medium, it also ensures that hyperlinks to internal documents can be

forwarded rather than having to forward documents as attachments each time.

The main points for consideration are:

– assign folder names of maximum 31 characters

– do not use spaces but underlines, or write words together as one word

– only use the characters: A-Z, 0-9, _

■

make fixed agreements for the use of abbreviations. Document the

abbreviations that are used.

The classification system can be hosted by various IT infrastructures. A

classification structure can be constructed in the file system of regular operating

systems or can be stored in a records management application. File systems of

operating systems have the advantage that they are present everywhere and that

the every user is familiar with their operation and the associated management

software. Their disadvantage is that they are designed for the management of

computer files in general, and not for electronic documents in particular. Specific

records management functionalities are lacking in the common tools with which

computer files are managed (Windows Explorer, Linux Nautilus File Manager,

Apple Finder, etc.). Version management, registering metadata at series or file

level, access control, advanced search possibilities, etc. are the specific

functionalities of records management applications.

For electronic records management, the city of Antwerp decided to develop their

electronic filing systems on shared fileservers. Not only is the number of city

agencies with a records management application limited, the introduction of an

This guideline is an application of Digital ArchiVing: guIdeline & aDvice, no. 3

(http://www.expertisecentrumdavid.be/davidproject/teksten/guideline3.pdf)

Digital ArchiVing:

guIdeline &

aDvice, nr. 3

Platforms for the

classification

system

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– Filing and archiving e-mail /16

electronic classification system is an important change in records management.

The workprocess-based filing of electronic documents in a hierarchical structure of

series, dossiers and folders, is for many users a new way of managing of their

electronic documents. Many use their own classification system (per year, per

document type, etc.) or a personal method for the assignment of computer file

names. For this reason, the implementation of records management applications

sometimes fails. Since the basic principles of an electronic filing structure are the

same for a computer file system as for a records management application, it was

decided to first familiarise the user with the new operating procedure for electronic

records management within the existing IT environment

This step-by-step approach also has the advantage that the desired functionalities

for a records management application gradually become clear. This gives the

users, the records manager and the archivist a better insight into the added-value

that a records management application can provide, so a more targeted search can

be made for a suitable product on the market.

It is recommended to provide some form of quality control, so the classification

structure remains well-organised. To this end, one or more people can be made

responsible for each classification system or agency. It is also best if these people

supervise the rubrication of the filing codes.

3.2 Registering metadata

3.2.1. A

BOUT

SERIES

AND

DOSSIERS

In addition to several items of descriptive metadata, it is also advisable to include

some administrative metadata about the series and the dossiers. The name of the

process owner or the records manager, the administrative retention period and the

final destination are examples of this. The registration of such metadata is usually

one of the standard functionalities of a records management application. If an

electronic classification system is built into a file system of a regular operating

system, these metadata can be kept in a separate document.

A compromise was chosen in the implementation for the administration of the city

of Antwerp. Records management applications are not present in every agency,

whereas regular operating systems are. Therefore the decision was made to build

an extra customisations within a regular operating system. In spite of the limitations

of a regular computer file system as a storage place, it is still possible to register

metadata about the series and the files. With the help of an ad hoc tool that was

developed, metadata are added to a selected folder. These metadata are stored in

a XML metadata document and are kept in the folder to which they relate. This XML

Recent developments in various document management systems and records management

applications make it possible for documents to be found quickly even though they are not

organised in a folder structure. Finding documents then occurs mainly on the basis of

indexes and by searching on designated metadata (the content description, for example).

Several organisations experimented with this operating procedure, but have in the

meantime returned to the system of a folder structure: the assignment of descriptive

metadata at ‘check-in’ requires a certain amount of time, employees are accustomed to

arranging documents in folders so contexts are clear, it is not always easy to find

documents quickly on the basis of metadata or a full-text search, etc.

Maintaining

quality

Descriptive and

administrative

metadata

F.B

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– Filing and archiving e-mail /17

metadata document is given the attributes of a hidden system file so the metadata

are only editable by a custom interface (shell extension of the Windows explorer).

It is not intended that every user is supposed to assign metadata for series and

files. This task should be performed by the civil servant responsible for records

management within his agency.

Illustration 3: With the help of this tool, metadata are assigned to series and files

automatically and manually.

The export of e-mails and attachments to a central electronic filing system leads to

the creation of electronic files that contain the electronic records. This centralizes all

electronic records of the organisation. In addition to the electronic documents, the

organisation will, in many cases, also have paper records for the same series or

files. The paper and electronic documents should be placed in a relationship with

each other by harmonising the electronic classification structure with the paper filing

system, and if possible by using the same filing or registration codes for the paper

and for the electronic series and files. On the basis of this shared filing or

registration code, the paper and electronic items can be retrieved relatively fast. In

both folders a reference can also be made to the related paper or electronic file.

One simply places a reference note in the paper dossier. In the metadata of the

electronic file, the number and/or the location of the related paper dossier can be

indicated.

Relationship

among related

documents

F.B

OUDREZ

– Filing and archiving e-mail /18

3.2.2. A

BOUT

MAILS

The essential transmission data about the sent and received e-mail messages are

present in the e-mail system. But these data are not always saved or presented to

the user in a static or structured manner. This is the case, for example, with the

date and time of receipt of a received e-mail. When adding e-mails to electronic

files, these data are not always brought outside the e-mail system and linked to the

e-mail message in an persistent way. Because of this, the risk exists that they will

be changed or lost. The registration of the essential transmission data, and linking

them in an persisent way to the e-mail messages, are therefore important points for

consideration when filing e-mails.

For e-mails with record status, the following metadata are explicitly registered:

■

the e-mail address of the sender

■

the name and the e-mail address of the authorised delegate

■

the date and the time of sending

■

the date and the time of receipt

■

a reference to the filed attachment(s)

■

a reference of the archival context within which the e-mail message is situated

The other essential transmission metadata can be retrieved without difficulty for

filed e-mails without one having to pay any attention to this when filing, and without

needing the e-mail server to retrieve them.

Ideally, transmission metadata should be registered as soon as possible after the

time of sending or receipt. Otherwise the possibility increases that these data will no

longer be accurate. In any case, at the very latest, these metadata must be

registered at the time of filing. From a technical point of view it is absolutely

essential to register the e-mail address of the sender and possibly of the authorised

delegate.

With the standard security-settings, both e-mail addresses are protected against

viruses or other malafide computer programmes that want to use these data to

propagate themselves

. The Outlook object model provides a ‘SenderName’

attribute of the object ‘Mail item’, but it does not necessarily return the e-mail

address of the sender

. As long as an e-mail is preserved within the MS Exchange

and Outlook environment, one can gain access to the e-mail address of the sender

and the authorised delegate in one way or another. With filed or exported e-mails,

however, this is not necessarily possible. Since the link between these e-mails and

MS Exchange is broken when they are exported, the e-mail address of the sender

or his authorised representative is no longer retrievable via the server (for example,

via CDO

For this reason, in the object model of Outlook 2000 and 2002 the e-mail address of the

sender is not provided as an attribute of a mail item. In the object model of Outlook 2003,

the “Mailitem.SenderEmailaddress” attribute is present but this code is only implemented if

the plug-in is set as a trusted code.

The attribute ‘SenderName’ returns the first text value of the display name of the sender.

For an Exchange user this is usually the surname and first name of the sender. For other

users this can be the name and first name, the SMTP e-mail address or a combination of

both.

CDO (Collaboration Data Objects) is an alternative method of dealing with Exchange server

and Outlook data. For use on the client side, CDO 1.21 must be installed as a part of MS

Outlook.

The need for

‘capture’

Capture moment

E-mail addresses

of the sender

and the

authorised

delegate

Metadata to be

registered

explicitly?

F.B

OUDREZ

– Filing and archiving e-mail /19

Since all transmission metadata are known by the e-mail system, they can in

principle be captured completely automatically. For the contextual metadata, the

intervention of the sender or the addressee is required. An obvious and safe

storage place for these data is in the filed e-mail itself. By embedding the essential

metadata, they remain permanently linked to the e-mail message to which they are

related. This does not have to occur for each e-mail document, but only for the

messages with record status.

3.3 Filing e-mails and attachments

In the DAVID strategy for the archiving of e-mails, both e-mails and attachments

are filed in the series or files to which they are related. This action involves moving

e-mails and attachments from the e-mail system to the place where the electronic

classification system is hosted. If storage is done in a common computer file

system, the e-mails and attachments must simply be exported to the series or the

file to which they belong. When a records management application is used, the e-

mails and attachments not only must be exported, but they must also be checked in

immediately. In the latter case, ideally the e-mail software and the records

management application should be integrated, so e-mails and attachments are

placed in the electronic classification system in an efficient and automated manner

(Moreq: 6.4.1; 11.1.13)

Ideally, e-mails and attachments with record status should be filed as soon as

possible after receipt or sending. Important arguments for this are:

■

accuracy of the metadata

■

good electronic file creation: as long as e-mails and attachments with record

status are not ingested in the electronic classification system, they are actually

not yet captured as records of the organisation

■

consultability by third parties / colleagues: filed e-mails and attachments can

be shared with colleagues

■

safety: storage in the electronic classification system is safer than in the e-mail

system

In practice, however, it is also possible to preserve e-mails and attachments with

record status in the e-mail system. An e-mail user can keep his e-mails in his ‘

BOX

’ or ‘

SENT

ITEMS

’ or can build a folder structure (for example, in his ‘

BOX

’ or in a

.pst file). Most e-mail client programmes provide several functionalities for

organising and searching through received and sent e-mails. Although, for the

above-mentioned reasons, this is not the most desirable situation, it cannot be

avoided in practice. From a records management and record-keeping point of view

it is, however, important to point out that preservation in the e-mail system may only

be temporary at the most.

Regardless of the time at which e-mails and attachments are filed (immediately

after receipt or sending, or after temporary preservation in the e-mail system), the

same requirements apply for the filing process.

In addition to the registration of the essential metadata, another important point for

consideration when exporting is the computer file format in which the e-mails are

For such a functionality, integration between the e-mail server and the DMS/RMA will be

needed in most cases.

Capture and

storage place

When to file?

Export from e-

mailsystem and

import in

classification

schema

F.B

OUDREZ

– Filing and archiving e-mail /20

saved. Most e-mail client programmes support several export formats (.eml, .txt,

.html, .msg, .oft, .rtf, etc.). Criteria for selecting an export format are:

■

the inclusion of all essential elements of the e-mail message

■

the embedding of the transmission and contextual metadata must be

configurable

■

the reading, answering and forwarding of the filed e-mail must remain possible

after exporting and filing

■

it must be a suitable source format for migration to the preservation format for

e-mail.

It is advisable to establish one export format for filed e-mails in the organisation.

Ideally, this export format should also be the archiving format for e-mails, but in

practice the suitable archiving formats for structured text documents (PDF/A, XML,

ODT, TIFF) cannot be reopened, answered or forwarded by the e-mail client

programme without difficulty. For these reasons, the Antwerp city archive chose the

message format (.msg) as the export format for filed e-mails. The message format

is not a suitable archiving format, but is the undocumented and native application

file format of MS Outlook. The filed e-mails can be reopened in MS Outlook, so

they can still be read, answered or forwarded

. This is an important condition for

getting e-mails with record status filed as soon as possible after receipt or sending.

If this is not possible, or if the e-mail client does not permit it for the export format,

then many users will tend to keep their e-mails in the e-mail system for a long time

and postpone filing them in the electronic classification system. The selection of

.msg as the filing format means that e-mails with archival value still must be

converted to a suitable archiving format before they are included in the digital

repository

. The attachments are exported in their original computer file format and

in most cases will also have to be migrated to a suitable preservation format.

Before moving e-mails out of the e-mail system, the attachments are exported and

separated from the e-mails. For long-term preservation, it is better for e-mails and

attachments to be separated. Since they are separate documents and are only

related to each other, it is not good for them to be preserved as one computer file.

By preserving them separately, the documents can be identified and reused more

easily. It’s also very likely that the various types of electronic documents (text,

illustrations, audio, video) will require different approaches for tackling the digital

durability problem. Separating the attachments from the e-mails makes it possible

to use the most suitable archiving solution for each type of electronic record.

However, within the default configuration of MS Outlook it’s possible to export e-

mails with embedded attachments to a file system.

For exporting e-mails and attachments from the e-mail system to an electronic

classification system build in a regular computer file system, it is possible to use the

standard functionalities of MS Outlook. A pilot project for e-mail archiving in the

agency for human resources of the city of Antwerp, however, indicated that this is

not easy within the standard configuration of MS Outlook:

■

a lot of users did not pay no attention to the file format in which e-mails are

saved. E-mails were saved as .msg, .txt, .rtf, .html and .oft files

c# pdf to image : Fill in pdf form reader software control project winforms web page windows UWP filingArchiving_email1-part319