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Ica Adri Module 2 Presentation Kl Stephen Clarke
- 1. Guidelines and Functional Requirements for Electronic Records Management Systems Stephen Clarke, Acting Manager Government Recordkeeping Programme Archives New Zealand
- 2. ICA/ADRI Principles and Functional Requirements for Records in Electronic Office Environments project We identified the need for a single set of ‘standards’ for electronic records in the international archives and records community The main driver is to communicate consistent messages to the global software market and the broader records management community This project would be a resource for jurisdictions who have not yet developed their own national / state standards, or lack the resources do so We need international agreement to achieve this
- 3. International consultation The modules were made available on both the ADRI and ICA websites We asked our working group members (representing 11 nations) to raise the profile in their own jurisdictions and further afield Exposure period from February to March 2008 The NAA took the lead in collating the comments
- 4. Feedback on Exposure Drafts We received 15 sets of comments from 7 countries: Australia (Public Record Office Victoria, Docbanq, Barbara Reed, Tasmania Department of Treasury and Finance, Tower Software, Productiv Corporation, Royal Hobart Hospital, Queensland Government Chief Information Office) Canada (Delegation to ISO TC46/SC11) Denmark (National Archives) Japan (Japanese Standards Association) New Zealand (Archives New Zealand and CIO) South Africa (Marcelle Blasl, National Archives SA) United States (ARMA International) France (UNCFACT Working Group/EIC)
- 5. Relationship with other standards It is not our intention to create a competing set of requirements at the granular level with other standards, e.g. MoReq2, DoD 5015.2, etc. and this is why the functional requirements for the modules are pitched at a high level outcomes approach The working group has proposed the development of the Modules as an ISO Standard/Technical Report, through ISO TC 46/SC 11 A modular approach to development was proposed with Modules 1 & 2 fast tracked and Module 3 to go through the usual development process.
- 6. Module 2: Guidelines and Functional Specifications for ERMS
- 7. Structure of module 2 The modules are into four main parts: • Part 1 : Introduction – explains the scope, purpose, audience and structure of the document • Part 2 : Guidelines – provides an overview of the module’s conceptual basis and presents a high-level model. Describes key terms and concepts, and outlines the framework of Part 3: Functional requirements • Part 3 : Functional requirements – provides a tabulation of the records management functional requirements and forms the records management functional requirements for system assessment or procurement • Part 4 : Appendices – provides a glossary of key terms, additional readings and a sample checklist of requirements for reviewing an existing electronic records management system
- 8. Purpose of Module 2 Module 2 articulates a set of functional requirements for electronic records management systems, it: Explains processes and requirements for identifying and managing records in electronic records management systems Sets requirements for records management functionality to be included in a design specification when building, upgrading or purchasing electronic records management systems software Informs records management functional requirements in the selection of commercially available electronic records management systems Gives a basis for reviewing records management functionality or assessing compliance of existing electronic records management systems
- 9. The requirements are grouped according to the clusters identified in the high-level model: Create Maintain Disseminate Administer Part 3: Functional Requirements
- 10. Aggregation levels: 3 basic levels of records aggregation
- 11. Three Obligation levels The keywords ‘must’, ‘should’ and ‘may’ that appear in the requirements in Part 3 indicate the relative importance of each requirement. These keywords are to be interpreted as follows: • Must – requirements that use ‘must’ are necessary an absolute requirement for compliance with the requirement. • Should – requirements that use ‘should’ may be ignored if a valid reason exists, but the full implications of this must be understood and carefully considered before choosing a different course. • May – requirements that use ‘may’ are truly optional and may be incorporated or omitted as appropriate.
- 13. Appendix C: Self assessment tool
- 14. Online access to the modules 1. Overview and Statement of Principles http://www.ica.org/en/node/38972 2. Guidelines and Functional Requirements for Electronic Records Management Systems http://www.ica.org/en/node/38970 3. Guidelines and Functional Requirements for Records in Business Systems http://www.ica.org/fr/node/38968