Developing an Archiving System

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1 Developing an Archiving System Ms. Kate Bronstein RTI International In support of the U.S. Environmental Protection Agency Technical Workshop on GHG Inventory Agriculture and Waste Sectors, Malaysia 19 June 2014

2 Audience Participation Question: In the process of preparing your inventory, has it been difficult to: find documentation on how things were done for the previous inventory? track down sources of activity data and emission factors? find previous electronic files? 2

3 UNFCCC Manual for Guidelines on Non-Annex 1 National Communications National GHG Inventories Section B. Reporting 3

4 What Should Be Archived? Process Descriptions How to prepare the inventory, meeting materials, instructions for those to follow in your footsteps Activity Data Sources of information, contact persons, other contact information Methods and Emission Factors Sources/references, reasoning for methodological choice, spreadsheets, models, instructions Final inventory products National Communication, National Inventory Report, Common Reporting Format, other materials submitted to the UNFCCC Archive All Materials by Inventory Year for Easy Retrieval 4

5 When does Archiving fit into the National Inventory Cycle? National Inventory Schedule 5

6 The Six Templates of the Template Workbook Institutional Arrangements Source-by-Source Background Document Description of QA/QC Procedures Description of Archiving System Key Category Analysis National Inventory Improvement Plan 6

7 Chapter 4: Archiving System Steps within this template: How this Template Will Help! 4.2 Assess Existing Archiving Program and Procedures Step 1 The user will describe archiving procedures from the first inventory, as well as those currently in place. 4.3 Develop Archive System Plan Step 2 The user will follow these archiving best practices to build upon existing procedures and ensure a high-quality national inventory by designating an archiving coordinator (including roles and responsibilities), and archiving procedures. 4.4 Identify Potential Archive System Improvements Step 3 The user will document any suggested improvements to the Archiving section for each category. Improvements to the Archiving System include improvements associated with staff roles and responsibilities and archiving procedures, including file management, file storage, and document and data retention. 7

8 Review Guidelines for An Effective Archiving System Information should be stored in a single location Both electronic and paper storage Multiple copies just in case! For electronic storage, develop a folder archiving structure that is consistent across sectors and categories 8

9 What Should Be Archived What should be archived? Activity Data List and Copies of References Expert Jugement (Documentation, Contact Information) Key Category Analysis Uncertainty Analysis QA/QC Measures Changes & Recalculations Improvement Plan Archiving Plan Review Findings And Responses Templates for Future Work Results, Analyses, Plans, Measures For EACH Submission Year 9

10 An Example from the Archive Template 10

11 Sample File Management Procedures 1. Naming Conventions: Solid-Waste_ _05_2001.xls IPCC Category Name Inventory Year Date the File was Modified 2. Organization: Waste Sector Spreadsheets Waste Folder 11

12 U.S. GHG Inventory Archiving File Systems on CD Each New Inventory Has its Own Archive CD 12

13 Who participates in archiving? Everyone will participate in archiving in some form An Archive Coordinator needs to be designated Communicate the responsibilities to each Source Lead in the kickoff memo so each source has a point person Document Retention Comment/Response Data Retention References, Publications Comments From Public Review Calculations, Spreadsheets 13

14 Summary of the Benefits of Archiving Documents critical information and facilitates review Ensures roles and responsibilities are understood Creates transparency and improves credibility Provides a clear starting point for future inventories Builds a sustainable national system Improves inventory quality over time 14

15 Thanks For Your Attention! Kate Bronstein RTI International U.S. EPA Inventory Preparation Tools ps/capacity-building.html 15

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