Electronic records management

1
(No Transcript)
2
Electronic records management

• end of 2004.

Malcolm Todd, The National Archives LUCAS 24/11/04

3
Overview

• Records management
• Unprecedented spend on EDRM technologies, 2004,
  2005 targets
• General characteristics
• Positioning, meaning
• Development of a UK software market
• Sustainability, cumulation of confidence

4
Targets

• Modernising government white paper, 1999
• All? service online by 2005
• All public records to be stored and retrieved
  electronically by 2004?
• Some re-interpretation over time
• Target IM / KM / ESD FOI / Information
  Governance
• Priorities

5
EDRM technologies

• Unprecedented capital spend
• programs or evidence of programs
• Functional requirements 1999, 2002
• Evaluation scheme http//www.nationalarchives.gov
  .uk/electronicrecords/function.htm
• Very successful

6
What is a document?

• Emerging problem
• ISO15489
• Application environments
• Literature
• Term of art?

• Documentary form
• Cant be assumed
• Is an application the answer?
• ERM synonymous with RM

7
ERMactivity, not software

• Intellectual control BCS, naming conventions
• Change management user buy-in, other changes.
• Some need to take UK practice to a higher
  conceptual level to deal with these issues
• Conceptualisation imp. to consistency, talking to
  software designers

8
Characteristics of requirements

• Lifecycle simulation
• Support intellectual organisation
• Support execution of policies
• Capture integration, finalise, manage,
  dispose
• Access, audit, fix, etc..

9
Pragmatic approach in UK tradition

• DoD based on theoretical approach of UBC project
  preceding InterPARES 1
• DoD 5015 more document-based

• 2002 revision has required us to be on our mettle

10
Capture

• Map from O/S, application fields, business
  systems
• Circumstances of capture, finalisation
• DM integration can vary., analogy.
• e.g. workflow

11
Disposal

• Scheduling
• Inheritance
• Auditability
• Structured export of objects and metadata
• Openness

12
Metadata

• Its all about metadata!
• ERMS advanced metadata tool
• Metadata accrual though process
• Linkage between metadata and object
• Openness

13
Positioning the requirements

• Not just about the testing scheme, but
• 10 approved against 2002 requirements
• Formal testing programme
• Standard scripts
• Transparent process, not a procurement scheme
• Reputation for rigour
• Interest in Canada, EU, SA, developing world

14
Positioning the products

• Many are offerings of DM sector
• Some required substantial architectural changes
• Metadata esp.

• Export
• Openness
• Varying degree of supplier understanding
• More mainstream now

15
Limitations

• Not a panacea, not the system
• User buy in, integration, intellectual control
• Maintenance
• Office systems policy records
• Not suitable for, e.g. databases
• Legacy of unmanaged electronic records

16
Developments

• Sustainability agenda later
• Standard metadata, within wider e-Govt standard
• Interoperability between platforms
• Preserving recordness
• Schema representation in XML
• Feedback into archival preservation arena
• Finalise 2005?

17
What TNA has to accession

• Best available record
• Records of public inquiries
• Exotic objects
• Non-standard metadata
• Different environment, incl. Hybrid
• Still records!

18
Thats it .for now!

• http//www.nationalarchives.gov.uk/electronicrecor
  ds/
• malcolm.todd_at_national archives.gov.uk

19
Lifecycle vs. continuum

• Traditional view under scrutiny
• Early 1990s -
• Upward et al., Monash University
• Influential in Australian theory and practice
• Particularly powerful in digital environment
• Relationships not always traditional,
  hierarchical

20
Why?

• Repurposing
• IM / KM agendas
• Early identification and care for archival
  material
• Functional appraisal?
• Assoc. with DIRKs meth.gy

• Basics of digital preservation
• Storage cheap, management is not
• Influential metadata work SPIRT project, late
  1990s
• CRMP project, now

21
More.. metadata

• Metadata requirements post-Bearman and UBC
• Post DCMI
• Same school of thought as AS4390
• ISO15489, 23081.
• http//www.sims.monash.edu.au/research/rcrg/resear
  ch/spirt/spirtmethod.html

22
SPIRT entity model 1
.
23
SPIRT entity model 2

24
SPIRT entity model 3
.
25
Observations

• Like DIRKS, not just about records
• Rigid?
• Complex, bureaucratic?
• Strong theoretical basis
• Against several traditions

• Commonality with much other thinking on esp.
  digital records
• Powerful even if you dont buy the theory
• Research methodology

26
Metadata

• SPIRT lies behind most Antipodean metadata
  initiatives in our field
• RKMS, NSW, SARKMS,
• New draft pan-Australasian standard
• Highly developed structured complex
• Includes archival description record is a
  record, state of becoming

27
Metadata

• Metadata as evidence
• ERM paradigm lots available, more is good!!
• Mapped to RD standards
• Not part of them, difft. information model
• Acruall is continuous

• Contrast IP1 typology
• Inconclusive?
• Diplomatic approach
• Different tradition
• Very different research methodologies

28
UK approach

• Pragmatic embedding of ERM m/d in e-GMS
• Some perception, maintenance difficulties
• Wider standards link helpful
• Aiming at more demanding interoperability than
  searching
• Incorporate basic preservation metadata into
  schema role of PRONOM technology watch

29
The wrong way to do it
30
Better!
31
ERM vs. RD metadata

• Evidence
• Auto-capture
• Context
• Structure
• Export objects linked to metadata

• Information content
• Web pages
• Searching
• Flat
• Errr..Searching!

32
Draft XML schemas

• Smoking out all sorts of significant issues
• Conceptualisation very difficult
• Terminology not settled ISO23081 part 2
• 2 versions published so far, press articles
  placed
• 2005 finalisation?
• http//www.govtalk.gov.uk

33
Thank you for listening

• Any questions?