Signpost Certification
This guide helps institutions with digital archives achieve certification in trustworthiness and digital sustainability, with a focus on CoreTrustSeal.
- Step-by-step guidance for certification.
- Useful documents & tips.
- Certification Network: sharing knowledge & collaboration.
In addition to this Signpost, there is the NDE Certification Network, where you can connect with peers, share knowledge, and stay informed about relevant events.
The Signpost Certification (Wegwijzer Certificering) was developed within the Dutch Heritage Network (NDE) and is managed by DANS.
Why certification?
Archives, museums, and libraries increasingly manage digital products of our society, thereby fulfilling the role of a digital archive. Funders and financiers, data producers and depositors, consumers and users must be able to trust that these managers will safeguard and keep their digital collections accessible for the long term.
By obtaining certification for your digital repository, you make clear how the sustainability and trustworthiness of your archive are ensured.
In addition, certification helps evaluate and improve work processes, contributing to a more efficient and transparent organisation. In this way, you can also use a certification instrument as a checklist or self-assessment to evaluate and improve your organisation, even if you do not go through the formal certification process.
Why CoreTrustSeal?
CoreTrustSeal is an international, non-profit organisation that offers certification for trustworthy digital repositories. It is the most widely used standard for trusted digital repositories worldwide and provides certification at a basic level, based on the CoreTrustSeal Trustworthy Data Repository Requirements.
Other existing certification standards, such as ISO-16363 and Nestor (DIN 31644), also assess the trustworthiness of digital repositories but apply different criteria. The Signpost Certification focuses on CoreTrustSeal because this standard is the most widely applied in the Netherlands and is easily accessible. All information and support are also freely available, so you can get started right away.
Getting started
Can my organisation achieve CoreTrustSeal?
Not all digital repositories can be certified by CoreTrustSeal. The organisation must provide active long-term preservation, more than just bit preservation. This is strictly assessed during the certification process. In addition, CoreTrustSeal requires an administrative fee upon application, which must be paid before the first feedback is received. Make sure your organisation meets the requirements before incurring any fees.
What if CoreTrustSeal is not feasible?
You can still work towards a trustworthy and sustainable digital repository. Complete the CoreTrustSeal Requirements as a self-assessment to evaluate and improve work processes. Where possible, make information publicly accessible for greater transparency.
Also consider other certifications, such as ISO 16363 and Nestor for archive trustworthiness, or ISO 27001 for information security.
Prepare the process
Familiarise yourself with the certification process by reviewing this Signpost Certification and the CoreTrustSeal website. Important documents to understand fully are the Extended Guidance (with assessment criteria) and the Glossary. The Dutch translations provided by the Signpost Certification help with better understanding.
CoreTrustSeal Extended Guidance (NL)
CoreTrustSeal Begrippenlijst (NL)
Time and collaboration
Allow sufficient time for the certification process; estimate an average of 1-4 hours per week over the course of a year. The timeline may vary, especially when processing feedback. Inform colleagues (such as system administrators, policy officers, and vendors) about their possible involvement. Use the NDE Certification Network to exchange experiences and tips with other heritage institutions. Are you working in another domain? Many certified organisations share their experiences online.
Tip
The CoreTrustSeal application can serve as an internal manual for (new) colleagues. Therefore, write the application in Dutch for internal use and consistency. However, note that the official application must be submitted in English. Use the original English terminology from the glossary for the translation and consider hiring a professional translator.
Preparing the application
Drafting the CoreTrustSeal application is a collaborative process. Work in a shared document and copy all Requirements and the Extended Guidance. Fill these in step-by-step, first with bullet points to quickly gain insight into missing information and action points.
Think about:
– Which colleagues can provide missing information?
– Are there processes or documents that still need to be developed?
– Can relevant documentation be publicly placed on the website?
Important
The Designated Community should be clearly defined, as many Requirements are focused on their needs. Unsure if your organisation meets the requirements? Start with R09, R08, and R03. Avoid unnecessary repetition and ensure a clear, consistent application. Remember that reviewers have no prior knowledge of your organisation, so write everything explicitly.
Tip
Explore the CoreTrustSeal Application Management Tool early to understand its functionalities and file requirements. This helps with efficiently formatting your application. And check successful applications on the CoreTrustSeal website for inspiration. Look for organisations with a similar Designated Community or technical infrastructure.
Submitting the first application
Is the self-assessment complete? Then you can submit your application via the CoreTrustSeal Application Management Tool. Enter all information from your internal document, add the correct links, and upload non-public documents as attachments.
You can save your application as a draft until you are ready for final submission. After submission, you will receive a confirmation by email and will be contacted for payment of the administrative fee. Once this is fulfilled, the official review process begins.
Processing feedback
Your application will be reviewed by two reviewers from the CoreTrustSeal Assembly of Reviewers, an international group of experts from other certified organisations. Within two months, they provide feedback per Requirement and determine if adjustments are needed. The CoreTrustSeal Board then evaluates the application and adds any additional comments. You will then receive an overview of all comments and work on an improved version. This feedback process can take up to five rounds. On average, it takes four to five rounds before a certificate is awarded, with the number of comments decreasing with each round.
Important
– Do not be alarmed by feedback after the first round; almost all applications require adjustments.
– Reviewers may emphasise different points, so each issue must be addressed.
– Use the ‘Applicant Feedback’ section in the tool to request clarification or justify a suggestion.
If you are unable to meet the requirements after five rounds, a renewed application is necessary.
Do you achieve the seal? You will receive a notification, and your digital archive is officially certified!
After achieving the seal
Congratulations! Your CoreTrustSeal certification proves that your digital archive is trustworthy. Communicate this within your organisation, network, and Designated Community. You will receive a CoreTrustSeal logo that you can place on your website. The application and assessment are made public on the CoreTrustSeal website with a persistent identifier. As a certified organisation, you can delegate someone to join the Assembly of Reviewers to review new applications and contribute to certification capacity. Reviewers can also run for the Board.
Tip
As a reviewer, you expand your knowledge of certification and learn from other organisations—a valuable preparation for your own recertification.
A certificate is valid for 3 years. During this period, you continue to meet the CoreTrustSeal requirements to be well-prepared for recertification.
Recertification
Start preparing six months before your seal expires.
– Evaluate your previous application and the feedback from reviewers. Were there any points of attention for the next application?
– Map out changes within your organisation, such as new software, partners, or processes. Note these in ‘Significant changes since last application’ and update relevant Requirements.
– Check if the CoreTrustSeal Requirements have changed since your last certification. This happens every three years. Carefully read the latest Extended Guidance.
The recertification process proceeds similarly to the first application but may be reviewed by different reviewers. This means you might receive feedback on points that were not previously highlighted. So, plan sufficient time for this.