TOOLS FOR ELECTRONIC RECORDS MANAGEMENT

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• TOOLS FOR ELECTRONIC RECORDS MANAGEMENT
• Whats out there?
• What are they good for?

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Background

• two areas for this presentation
• tools for good erm (especially non-Australian)
• digital preservation (XML, digital
  repositories)

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US DOD 5015.2

• Design Criteria Standard for Records Management
  Applications
• sets forth mandatory baseline functional
  requirements, and identifies non-mandatory
  features deemed desirable for Records Management
  Application (RMA) software.
• originally issued 1997, endorsed by NARA 1998
• revised version issued June 2002

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US DOD 5015.2

• revision incorporates requirements for
  classified marking, access control,
  declassification, and other issues.
• http//jitc.fhu.disa.mil/recmgt/standards.htm
• key strength
• describes requirements for software applications
• suitable for certification of products
• limitation
• focused on US environment and practice
• some certified products not distributed in NZ

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UK PRO

• Guidelines on the Management, Appraisal and
  Preservation of Electronic Records
• http//www.pro.gov.uk/recordsmanagement/eros/gui
  delines/default.htm
• Functional Requirements for Electronic Records
  Management Systems
• first published in 1999

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UK PRO

• Intended to
• provide a benchmark for the generic needs of
  central government departments and agencies for
  electronic records management and
• encourage software suppliers to produce
  appropriate solutions.
• list of compliant products (1999 version)
• revised in 2002 to take account of developments
  in cross-government and international standards

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UK PRO

• Electronic Records Toolkits
• http//www.pro.gov.uk/recordsmanagement/standard
  s/default.htm
• e.g. developing corporate policy websites and
  intranets appraisal
• some of these products are tailored to the UK
  environment

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MoReq

• came out of DLM Forum discussions 1996
• commissioned by European Commission
• originally published March 2001
• describes Model Requirements for the Management
  of Electronic Record (MoReq)
• focuses mainly on the functional requirements
  for the management of electronic records by an
  Electronic Records Management System (ERMS)
• http//www.cornwell.co.uk/moreq

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MoReq 2

• intended to be useful for
• potential ERMS users as a basis for preparing
  an invitation to tender
• ERMS users as a basis for auditing or checking
  an existing ERMS
• training organisations as a reference document
  for preparing records management training, and as
  course material
• academic institutions as a teaching resource

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MoReq 3

• ERMS suppliers and developers to guide product
  development by highlighting functionality
  required
• records management service providers to guide
  the nature of the service to be provided
• potential users of outsourced record management
  services as an aid in specifying the services to
  be procured.

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MoReq 4

• key strengths
• flexibility
• includes metadata requirements (and mappings to
  DC and Pittsburgh)
• limitations
• needs tailoring to specific jurisdiction
• does not cover philosophy, theory, decision
  making etc

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XML

• eXtensible Markup Language
• important standard especially for
  interoperability
• part of the e-GIF
• non-proprietary
• allows for structure, context, content
• support automatic processing
• XSL for presentation

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XML 2

• widely investigated by national archives (NAA,
  NARA, Netherlands, Switzerland )
• XML and digital preservation (Netherlands
  Digital Preservation Testbed Whitepaper)
• http//www.digitaleduurzaamheid.nl/bibliotheek/d
  ocs/white-paper_xml-en.pdf
• typically used for
• import (ingest)
• metadata layer
• normalisation

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Digital Repository

• SOI 2002/03 noted the need for
• a capability for ANZ to store, preserve and
  provide access to electronic records
• initial work to scope and develop business case