Life cycle and workflow for records management

Records life cycle comprises the stages that a record goes through and the time that it should spend at every stage. Enki moves the record through the stages depending on the life cycle defined for it.

Enki supports a system based on task templates to create workflows related to the records. Templates use the creation date as a trigger for tasks processing. Every record that enters the archive may have a template based on its record type and the inheritance principles defined for the Records Management Policy.

Enki unifies in a single database and system, the levels of archival description and the Archive. Templates are defined using the Taskpaper format to comply as much as possible with the requirement to use natural language to enter the information in the system (General purpose human language).

Tasks related to the life cycle are recorded in a metadata field for Appraisal. Finished tasks are logged in a metadata field for the Archivist’s note.

For the ISAD(G) archival description we use the 3.3.2 Appraisal, destruction and scheduling rule to store the tasks template and the 3.6.1 Notes rule to log completed tasks and actions taken on a document.

By propagating the life cycle definitions among different levels, complies with the inheritance principle.

Taskpaper and natural language

We have chosen the Taskpaper format due to its versatility and legibility. It is plain text that can be manipulated in a text editor or a dedicated project management application. It covers the requirement to save information in natural language. Moreover, enables the development of simple or complex workflows as they are required. It is possible to develop software extensions to tackle any automation need, and by being text, it is immune to the pass of time and obsolescence of the information systems.

Example of a Taskpaper template

-  Check-in to the Active Records Archive @context(HAD) @due([[feccreado]])
Note: Check-in to the Active Records Archive HAD since the record enters the database

- Check-in to the Semi Active Records Archive @context(8) @due([[feccreado]] + 3m)
Note: After spending three months in the active records archive, the record moves to the semi active records archive with ID 8.  

- Change location in the semi active records archive to @context(Special Collections) @due([[feccreado]] + 4m)
Note: After one month in semi active records archive, change the location to "Special Collections" in the semi active records archive.

Synchronization

The system, exports every task and activity related to a record’s life cycle and workflow, into an external file in taskpaper format. This file can be handled by external apps for tasks and project management. The system keeps in sync the changes in the taskpaper file and the database.

A practical case could be to send record’s pending tasks to an Archivist, who can make annotations and complete them. These changes will reflect on Enki´s database.

There is no need to use a workstation to perform these changes to the tasks. A mobile device can be used to manage the tasks on site in a more convenient way.

Control tags

The sync function has a validation process to avoid handling external tasks. Every entry created by a template has a digital signature for authenticity control.

The reserved tags have the following format:

@JNM(45--268--eec36cb0647bd35f9caa0a0d0d6f70c9)
@ID(56--e85afd1c5e30414d7a5251faa4eba24d)

Taskpaper programs

Even though the taskpaper text files can be opened with a plain editor, there are many specialized programs for Windows, macOS, Linux, iOS, and Android.

The apps that we have tested, support extension programs or plugins, for data manipulation. Complementary applications can be developed at the external program level. These apps can make reports, filter tasks, send email, etc.

• Taskpaper3.
  Official Taskpaper program for macOS.
  https://www.taskpaper.com
• EditorialAPP
  Editor with a Python development environment for iOS (iPhone and iPad)
  http://omz-software.com/editorial/
• OmniFocus
  Tasks and project management system for macOS and iOS (Mac, iPhone, and iPad).
  https://www.omnigroup.com/omnifocus/

In the Taskpaper developer’s web page We can find a list of programs compatible with the format.

iOS EditorialAPP

Summary of key features

• Selection by format type: Tasks and workflows are defined at the format type level.
• Content tags customization: Tags for task description, templates, and archivist notes are defined through configuration parameters.
• Selective processing by format type: Process tasks templates of selected formats.
• Synchronization: Allows processing of tasks that are created or updated via external Taskpaper apps.
• Synchronization periods: The time frame for reporting and export of life cycle tasks can be defined vía configuration parameters.
• Selective exports Export of all or only pending tasks.
• Tasks log: Logs tasks related to a record and optionally tasks created by an external Taskpaper program.