RMAA Adelaide Bringing it all back home Slide Notes

Good morning,

Adrian has given an overview of the project process but in order to give some context to the rationale for the development of module 2 is it necessary to look at the international environment and the consultation process.

There is nothing ground breaking or new in module 2 it is an attempt to rationalise at a non granular level what functional requirements are needed to implement an EDRMS successfully

Slide 18

We identified a plethora of standards for electronic recordkeeping

This example is the situation with metadata from university of Montreal

Slide 19

Although there a bewildering multiplicity of standards there does seem to be an emerging suite of de facto standards regionally and convergence is the current theme.

We need a united front when trying to influence the global software market and a consistent message to enable practitioners in all jurisdictions to build a case for inmplementing software with records management functionality

Slide 20

In the European theatre MoReq2 is becoming the recognised regional primary standard in e-recordkeeping.Thw individual players if not giving up their jurisdiction specific standard such as the UK are making their standards align with MoReq with Denmark being a recent example

Slide 21

The Asia Pacific region is no different in that it has taken a country or state specific approach.

However it is interesting that Malaysia has adopted the ICA wholesale.

This standard is ADRI approved so can we as RMers challenge our jurisdictions to move toward convergence and adopt a single Australasian standard?

Slide 22

• Not all jurisdictions feel that they need a specifically tailored testing regime as we can see from the European model

• We felt a outcomes based standard was required without a high level of complexity

• Having jurisdiction specific testing regimes would not prevent the adoption of this standard

Slide 23

• 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

Slide 24

• 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.

Slide 25

We felt however that this work to set a global standard for EDRMS should be freely available especially to jurisdictions who are not well resourced both in terms of technical capability but also in time and economic resources. Not all standards are free and also some of them are so dense and complex that a high level of technical expertise is required. If this level of granularity is desired then the more complex products such as MoReq and DoD can be employed. The key point is we are all building on the same underlying principles.

Slide 26

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

Slide 27

• 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

Slide 28

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

Slide 29

• 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

Slide 30

Part 3: Functional RequirementsThe requirements are grouped according to the clusters identified in the high-level model:

• Create• Maintain• Disseminate• Administer

Slide 31 1. Hierarchical relationships of the processes that occur

in business are reflected through a business being undertaken (a Business Classification Scheme)

2. Hierarchical relationships through descriptive standards and metadata relationships using metadata inheritance but also that the records may not be stored or arranged in this order with the EDRMS storage system.

3. These relationships are maintained through metadata not necessarily maintained in a tree structure. In the modern recordkeeping world individual records may have multiple relationships but is not necessary to make multiple copies within a highly structured one to one connection records may have many simultaneous interrelationships through its embedded metadata profiles.

Slide 32

Not thee as the ISO model of Shall etc. be felt this model worked well for this approach as not all decisions in implementing RM are yes/no often they are conditional

Slide 33

It is a requirement that all records must have a unique identifier, however this excerpt from the section dealing with classification structure illustrates this concept

Slide 34

Respondents wanted a self assessment tool so we added one along with other appendices to support the requirements element.