32 nd Session of SIO Thessaloniki

1. 32nd Session of SIO Thessaloniki Standards for digital archives and electronic records management Milovan Misic Tuesday, September 26, 2006

2. Standards and requirements • Applicable standards • Why and Who • When and How • Not all need standards? • Recommendation • Q & A • So WHY do we need standards?

3. ISO 15489 • ISO 15489 was developed in response to a consensus among participating member countries to standardise international best practice in records management, using the Australian Standard AS 4390 as its starting point. ISO 15489 comes in two sections, Part 1 covers the general principles, Part 2 is an implementation guide, containing a methodology and overview of processes as well as a bibliography. • The main sections of the Standard are: • Part 1: General • 1. Scope of the Standard • 2. Normative references • 3. Terms and definitions • 4. Benefits of records management • 5. Regulatory environment • 6. Policy and responsibilities • 7. Records management requirements (including principles of records management programme and characteristics of a record) • 8. Design and implementation of a records system • 9. Records management processes and controls (including classification, vocabulary control access etc.) • 10. Monitoring and auditing • 11. Training • Part 2: Guidelines • 1. Scope of the Standard • 2. Policies and responsibilities • 3. Strategies, design and implementation • 4. Records processes and controls • 5. Monitoring and auditing • 6. Training

4. Setting up an ERMS • 1. Set policies at top level • 2. Identify requirements thoroughly • 3. Include non-RM requirements • 4. Remember non-functional requirements • 5. Identify metadata fields and rules early • 6. Analyse access rules • 7. Customise specification for your environment

6. List of standards • Standards • BS 4783 Storage, transportation and maintenance of media for use in data processing and information storage (in several parts) • BS 7978 Bundles for the Perpetual Preservation of electronic documents and associated objects • ISO 639 Codes for the representation of names of languages • ISO 3166 Codes for the representation of names of countries • ISO 8601 Data elements and interchange formats – Information interchange – Representation of dates and times • ISO 8859 Information technology – 8-bit single-byte coded graphic character sets • ISO 9075 Information technology – database languages – SQL • ISO 10646 Information technology – Universal Multiple-Octet Coded Character Set • ISO 23950 Information retrieval – application service definition and protocol specification • 2 Other Guidelines • 90/270/EEC European Commission “Display Screen Equipment Directive” • BSI DISC PD 0008 Code of Practice for the Legal Admissibility and Evidential Weight of Information Stored Electronically • BSI DISC PD2000-1:1998 A Definition of Year 2000 Conformity Requirements (available from http://www.bsi.global.com)

7. List of guidelines • Accessibility Guidelines SPRITE-S2 initiative ACCENT – Accessibility in ICT Procurement (http://www.statskontoret.se/accenteng.htm) W3C Web Content • Accessibility Guidelines (http://www.w3.org/TR/WAI-WEBCONTENT) Microsoft Official Guidelines for User Interface Developers and Designers Chapter 15, Special Design Considerations, Accessibility (http://msdn.microsoft.com/library/books/winguide/ch15c.htm) 4 Long Term Preservation Guidelines InterPARES project (http://www.interpares.org) • Preserving Access to Digital Information (PADI) project National Library of Australia (http://www.nla.gov.au/padi/) UK Public Record Office Management, Appraisal and Preservation of Electronic Records Guidelines, see particularly volume 2 chapter 5 (http://www.pro.gov.uk/recordsmanagement/eros/guidelines/default.htm) • Reference Model for an Open Archival Information System (OAIS) draft intended to become an ISO standard, (available at time of writing at http://www.ccsds.org/documents/pdf/CCSDS-650.0-R-1.pdf)

8. Which standard to follow • Dublin Core Metadata Set • Pittsburgh Metadata • ICA Guide for Managing • DLM Forum Guide • ISAD(G) • UBC-MAS Project • ISO 15489 • R/DIM • BSI PD 0008 • US DoD 5015.2

9. Which standard to follow • Dublin Core Metadata Set • Pittsburgh Metadata • ICA Guide for Managing • DLM Forum Guide • ISAD(G) • UBC-MAS Project • ISO 15489 • R/DIM • BSI PD 0008 • US DoD 5015.2

13. PDF / A • Towards ISO certification • Open standard (such as TIFF) • ISO certification phases • De facto standard • ISO 9001 • ISO 15489

14. PDF/A ISO 19005-2

15. PDF / A status • How are ISO standards developed? • ISO standards are developed according to the following principles: • ConsensusThe views of all interests are taken into account: manufacturers, vendors and users, consumer groups, testing laboratories, governments, engineering professions and research organizations. • Industry-wideGlobal solutions to satisfy industries and customers worldwide. • VoluntaryInternational standardization is market-driven and therefore based on voluntary involvement of all interests in the market-place.

16. ISO phases • International Standards are developed by ISO technical committees (TC) and subcommittees (SC) by a six step process: • Stage 1: Proposal stage • Stage 2: Preparatory stage • Stage 3: Committee stage • Stage 4: Enquiry stage • Stage 5: Approval stage • Stage 6: Publication stage

17. Thank you Q & A milovan.misic@wipo.int