Background

Since 2023, the State Shared Service Centre has been providing document and archive management services to government institutions and is developing a new document management system. The first phase of the system will be completed in 2026, with archiving functions to be added by 2027. To ensure the long-term and secure preservation of digital documents, the creation of a joint digital archive for all government institutions is under consideration. 

Objective

The aim of the analysis was to gather and interpret data on the need to preserve long-term information from government institutions using the services of the State Shared Service Centre, with a view to storing it in a unified digital archive for public sector institutions. 

Methodology

The analysis was carried out primarily using qualitative research methods. A total of 14 questionnaire-based interviews were conducted with representatives of the target group institutions, along with 6 expert interviews. In addition, a document analysis was performed to provide an overview of the situation in Estonia as well as relevant international practices. 

Benefits

The analysis helps determine whether and what kind of solution should be used for establishing a joint digital archive. In addition, it enables the assessment of cost components associated with implementing different solutions.