Caoimhghín Ó Caoláin (Cavan-Monaghan, Sinn Fein)
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Question 1: To ask the Taoiseach if he has satisfied himself that there are adequate procedures and facilities in his Department for archiving documents held in electronic form; and if he will make a statement on the matter. [32343/10]

Enda Kenny (Mayo, Fine Gael)
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Question 2: To ask the Taoiseach the arrangements in place in his Department for the preservation of records held in electronic form; if he has satisfied himself that these arrangements are adequate for compliance; and if he will make a statement on the matter. [41191/10]

Brian Cowen (Laois-Offaly, Fianna Fail)
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I propose to take Questions Nos. 1 and 2 together.

I am satisfied that there are satisfactory procedures and facilities in place in my Department for the preservation and archiving of all records, whether in electronic or paper form or otherwise. My Department complies with the requirements of the National Archives Act 1986 which stipulates that all official records, regardless of their format, received or created by the Department of the Taoiseach must be preserved.

Specifically with regard to the preservation of records held in electronic form, all members of staff in my Department are provided with the appropriate ICT facilities to create and manage these records as part of the Department's work support system. All electronic records are stored on the Department's storage area network on which every individual staff member and every section is allocated space. The storage area network is backed up nightly with incremental backups, weekly with full backups that are stored for one month, monthly with full backups that are stored for at least 12 months and annually with full backups that are stored indefinitely.

Each staff member also has an individual e-mail file. These are backed up and stored as above. In addition, all e-mail messages in my Department are electronically stored using an e-mail archiving product that captures all e-mail messages into a secure e-mail archive.

Caoimhghín Ó Caoláin (Cavan-Monaghan, Sinn Fein)
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When I last raised this matter, along with other voices here in the Chamber on 23 February this year, the Taoiseach indicated he was not aware of the position on the safe retention of electronic documentation. He told us that he expected the comments in the Seanad of the Minister of State at the Department of Finance, Deputy Martin Mansergh, to be correct. I brought to the attention of the Taoiseach at that time the fact that Minister of State had stated in the Seanad that documents held electronically will not be preserved. I take it from what the Taoiseach is indicating today that what the Minister of State outlined is not the case.

Is it now the case that electronic records will be preserved? Does the Taoiseach agree they are just as important as written material that is traditionally preserved? Will he indicate what has changed since his response and the comments by the Minister of State, Deputy Mansergh in February this year, and whether the position prior to that in February is now the case with regard to electronic material recorded prior to that date? Is it a new development that preservation will be the order of the day or does it pertain to the beginning of the holding of electronic material?

Brian Cowen (Laois-Offaly, Fianna Fail)
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Until the National Archives takes custody of my Department's records or alternative measures to ensure the preservation and accessibility of the records prior to eventual transfer to the National Archives, my Department will continue to retain electronic documents and records indefinitely. The electronic records are held in my Department and there is sufficient storage to hold those records; until the National Archives Act comes into play for them and they are transferred, they will be held in my Department.

The Department uses standard well-documented formats such as Microsoft Word and Excel, portable document formats and Lotus Notes for electronic documents and records. Whenever system or database upgrades are performed, checks are carried out to ensure existing electronic documents and records remain accessible from the upgraded system or database. It is also standard practice in my Department to convert data in older formats to more modern formats on an ongoing basis to preserve accessibility into the future.

Caoimhghín Ó Caoláin (Cavan-Monaghan, Sinn Fein)
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When I advised the Taoiseach of the comments by the Minister of State, Deputy Mansergh in the Seanad, stating that electronic documents would not be preserved, he indicated in reply that he was confident, knowing the Minister of State, that what he stated in the Seanad was correct. Clearly, the Taoiseach's confidence was ill-placed if we are to take it that the reply is indicating that documents are being held as an interim measure until the National Archives is in a position to take the electronic material in trust for the State. Will the Taoiseach indicate what point the preparation for holding electronic material by the National Archive is at and when he expects the transfer of records from his and other Departments?

Brian Cowen (Laois-Offaly, Fianna Fail)
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I am not suggesting the Minister of State, Deputy Mansergh is incorrect. No data has been archived to date as there is sufficient capacity on the storage area network to accommodate all electronic records in my Department. Under the National Archives Act 1986, there is an obligation on Departments to preserve records created and received in the course of performing official functions, to seek authorisation from the director of the National Archives prior to destruction of any such records, and from among record holdings to transfer to the National Archives those records worthy of permanent preservation because of their ongoing value for administrative and historical research purposes when the records are 30 years old. This is so they can be made available for public inspection and research use.

That is the statutory obligation of the Department. Based on the information I have given the Deputy, it is clear that we are recording the material in question in compliance with the National Archives Act. It is not the case that one is obliged to transfer records to the national archives on an annual basis. Records are transferred after 30 years and one transfers to the national archives those records worthy of permanent preservation. That is the position. Owing to the amount of storage on the storage area network, we are in a position to preserve all the records in question in the meantime.

Enda Kenny (Mayo, Fine Gael)
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I was about to suggest that the Government may be in the National Archives before too long.

Brian Cowen (Laois-Offaly, Fianna Fail)
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It is not yet 30 years old.

Michael Ring (Mayo, Fine Gael)
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It looks 30 years old.

Enda Kenny (Mayo, Fine Gael)
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The software used for archiving material in the National Archives is Microsoft Word 2007. The problem appears to be that current electronic databases may become inaccessible in 30 years as a result of future changes in electronic data. Is the Taoiseach satisfied that the electronic data currently being stored using this software will be accessible in the years ahead?

The National Archives Act 1986 requires that a National Archives Advisory Council be appointed by the Taoiseach. This matter needs to be attended to, particularly as the National Archives is struggling to cope with inadequate facilities and resources and, in some cases, very poor storage. When does the Taoiseach expect to be in a position to appoint a National Archives Advisory Council, as intended in the legislation?

Brian Cowen (Laois-Offaly, Fianna Fail)
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On the Deputy's second point, the National Archives Advisory Council was established to advise the Minister for Tourism, Culture and Sport on matters of archives under the 1986 Act. My information is that it is the Minister's intention to reappoint the council shortly to advise on draft legislation.

On the Deputy's first question, as I indicated in reply to an earlier question, whenever a system or database upgrade is performed checks are carried out to ensure existing electronic documents and records remain accessible from the upgraded system or database. It is also standard practice in the Department to convert data in older formats to more up-to-date formats on an ongoing basis to preserve accessibility in future. It is part of the upgrading process to ensure archives are transferred into the upgraded system.

Enda Kenny (Mayo, Fine Gael)
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Is it standard practice in all Departments to make arrangements for whatever archival material they have to be stored and made available as time goes on?

I understand the Government proposes to merge the National Archives, National Library and Irish Manuscripts Commission into a single body. When is the merger expected to take place?

Brian Cowen (Laois-Offaly, Fianna Fail)
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I do not have before me information in respect of the questions asked, which relate to the archiving of documents in my office.