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This paper aims to describe an interdisciplinary and innovative research conducted in Switzerland, at the Geneva School of Business Administration HES-SO and supported by the State Archives of Neuchâtel (Office des archives de l'État de Neuchâtel, OAEN). The problem to be addressed is one of the most classical ones: how to extract and discriminate relevant data in a huge amount of diversified and complex data record formats and contents. The goal of this study is to provide a framework and a proof of concept for a software that helps taking defensible decisions on the retention and disposal of records and data proposed to the OAEN. For this purpose, the authors designed two axes: the archival axis, to propose archival metrics for the appraisal of structured and unstructured data, and the data mining axis to propose algorithmic methods as complementary or/and additional metrics for the appraisal process.

Based on two axes, this exploratory study designs and tests the feasibility of archival metrics that are paired to data mining metrics, to advance, as much as possible, the digital appraisal process in a systematic or even automatic way. Under Axis 1, the authors have initiated three steps: first, the design of a conceptual framework to records data appraisal with a detailed three-dimensional approach (trustworthiness, exploitability, representativeness). In addition, the authors defined the main principles and postulates to guide the operationalization of the conceptual dimensions. Second, the operationalization proposed metrics expressed in terms of variables supported by a quantitative method for their measurement and scoring. Third, the authors shared this conceptual framework proposing the dimensions and operationalized variables (metrics) with experienced professionals to validate them. The expert’s feedback finally gave the authors an idea on: the relevance and the feasibility of these metrics. Those two aspects may demonstrate the acceptability of such method in a real-life archival practice. In parallel, Axis 2 proposes functionalities to cover not only macro analysis for data but also the algorithmic methods to enable the computation of digital archival and data mining metrics. Based on that, three use cases were proposed to imagine plausible and illustrative scenarios for the application of such a solution.

The main results demonstrate the feasibility of measuring the value of data and records with a reproducible method. More specifically, for Axis 1, the authors applied the metrics in a flexible and modular way. The authors defined also the main principles needed to enable computational scoring method. The results obtained through the expert’s consultation on the relevance of 42 metrics indicate an acceptance rate above 80%. In addition, the results show that 60% of all metrics can be automated. Regarding Axis 2, 33 functionalities were developed and proposed under six main types: macro analysis, microanalysis, statistics, retrieval, administration and, finally, the decision modeling and machine learning. The relevance of metrics and functionalities is based on the theoretical validity and computational character of their method. These results are largely satisfactory and promising.

This study offers a valuable aid to improve the validity and performance of archival appraisal processes and decision-making. Transferability and applicability of these archival and data mining metrics could be considered for other types of data. An adaptation of this method and its metrics could be tested on research data, medical data or banking data.

This paper aims to present a recent study on the definition and measurement of quality dimensions of public electronic records and archives (QADEPs: Qualités des archives et documents électroniques publics). It develops an original model and a complete method with tools to define and measure electronic public data qualities within public institutions. It highlights also the relationship between diplomatics principles and the measurement of trustworthiness of electronic data in particular. This paper presents a general overview of the main results of this study, with also illustrative examples to demonstrate the feasibility of measuring the qualities of electronic archives in the context of public institutions.

This research was conducted in two phases. The first one was the conceptual phase in which the quality dimensions were identified and defined with specific sets of indicators and variables. The second phase was the empirical phase which involved the testing of the model on real electronic documents belonging to several public institutions to validate its relevance and applicability. These tests were performed at the Archives of the State of Wallis and the Archives of the State of Geneva, thanks to different measurement tools designed especially for this stage of the research.

The QADEPs model analyzes the qualities of electronic records in public institutions through three dimensions: trustworthiness, exploitability and representativeness. These dimensions were divided into eight sub-dimensions comprising 17 indicators for a total of 46 variables. These dimensions and their variables tried to cover the main aspects of quality standards for electronic data and public documents. The study demonstrates that nearly 60 per cent of the measured variables could be automated.

The QADEPs model was defined and tested in a Swiss context on a limited sample of electronic public data to validate, essentially, its feasibility. It would be useful to extend this approach and test it on a broader sample in different contexts abroad.

The decisionmaking of records retention in organizations and public institutions in particular is difficult to establish and justify because it is based generally on subjective and non-defendable practices. The QADEPs model offers specific metrics with their related measuring tools to evaluate and identify what is valuable and what is eliminable within the whole set of institutional electronic information. The model should reinforce the information governance of those institutions and help them control the risks related to information management.

The current practice of archival appraisal does not yet invest in a meticulous examination of the nature of documents that should be preserved permanently. The lack of studies on the definition and measurement of the qualities of electronic and public electronic records prevents verification as to whether archival materials are significant. This paper fills in some of the gaps.