Janos Kovacs, Karolinska Intitutet
Introduction
The Karolinska Institutet, a renowned medical university in Sweden, has embarked on a transformative journey to enhance its digital archiving capabilities. The archival team shares insights into the project's success and the impact of adopting E-ARK specifications and RODA.
Background
The Karolinska Institutet had never implemented an eArchiving system until two years ago when they decided to implement RODA to preserve digital information. The decision was driven by the need for open-source solutions that offer freedom and control. Many other agencies in Sweden were already using RODA, which proved to be of great help. The institute noted that having a network of RODA experts across Sweden was a critical success factor, as it facilitated knowledge sharing and troubleshooting during the implementation phase.
Challenges and Solutions
The implementation of RODA came with its own set of challenges. The learning curve was steep, but the internal knowledge gained was significant. The senior management and IT department understood the benefits of open-source solutions, which facilitated the transition. Training documents provided by the Swedish network were very helpful in overcoming initial hurdles.
Karolinska Institutet previously lacked the capacity to manage Linux environments in-house, which prevented the installation of RODA. Another challenge is handling data from legacy systems, which needs to be archived before decommissioning. The ‘archiving by design’ initiative method can be a useful requirement for new systems.
Innovative Approaches
The Karolinska Institutet has not yet implemented multiple instances of RODA, but the software allows for this flexibility, which is a significant advantage. RODA's capabilities enable the efficient archiving of specific types of data, such as research data. RODA's flexibility also supports the creation of custom connectors using external libraries, addressing the unique needs of different data types. This iterative development approach proves to be cost-effective and helps prevent vendor lock-in.
Impact and Benefits
The adoption of RODA has significantly improved the future ability to manage digital information, including educational materials, research data, and other critical records. The archival team now finds it easier to play a crucial role in introducing requirements for future systems that will interact with RODA. The project provides the opportunity to achieve scalability, flexibility, cost savings, and interoperability.
Future Plans
The Karolinska Institutet plans to explore more tools and E-ARK specifications in the future, as needed. The archival team will continue to act as gatekeepers for the archive, ensuring that only authorised personnel have access.
Conclusion
The success of the Karolinska Institutet's digital archiving project highlights the importance of collaboration, innovation, and the strategic use of open-source solutions. The insights from the archival team provide valuable lessons for other organisations considering similar initiatives.