More than 700 shelf-kilometres of documents are stored at the National Archives, which if placed end to end would stretch roughly from Stockholm to Copenhagen. One shelf-metre provides space for just over 10,000 documents. Digitisation is a major project because digitising and scanning all the material is a lengthy process. In addition to the physical material, there are around two petabytes of data being stored digitally. The digital archive is expanding by around half a petabyte each year.
One model for all projects
Each project normally has one steering group and one project group and follows a model comprising a number of project stages. Anyone can upload shared documents, such as decisions, risk analyses, delivery times and schedules. Projectplace also provides scope for setting access rights in cases where you want a particular group only to be able to view certain information.
Across organisational boundaries
The National Archives, together with the Swedish Tax Agency (Skatteverket), is in the process of creating a digital e-service for estate inventories. An estate inventory is a written document that by law must detail the assets and liabilities of a deceased person or a company that has gone bankrupt. Dealing with these matters can be time-consuming because the information is processed manually and may be located anywhere in the country. The National Archives helps to retrieve the information.
“The National Archives receives between 30,000 and 40,000 requests each year from the Swedish Tax Agency, so the creation of an e-service will enable us to process data more quickly and efficiently than the existing manual system. Several million documents will be scanned in connection with the creation of the e-service. The project is being planned in Projectplace by a steering group comprising employees from both the Swedish Tax Agency and the National Archives. Project planning, action plans and financial follow-ups can be added to the tool and accessed by everyone involved in the project.”
“Saves time and money”
Börje Justrell, as the division’s director, is able to keep up to date with progress with the aid of Projectplace, despite not being in personal charge of all the projects. Börje receives weekly project reports containing information on the status of each project and a timetable. Projectplace has become the obvious choice for the National Archives.
“Projectplace is extremely popular with our employees. With this tool, we have much greater flexibility in our work and I think that is what has made it so popular. It has outclassed other tools. Ultimately, we are also saving time and money. Working effectively also saves time.
Börje Justrell, Director of the ICT Division at the Swedish National Archives.
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