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Recordkeeping at the Business End

This project aims to develop globally harmonised software specifications for records in business systems, ensuring efficiency, economy, and interoperability across participating communities.

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Recordkeeping at the Business End

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  1. Recordkeeping at the Business End Developing and Implementing Globally Harmonised Software Specifications for Records in Business Systems Adrian Cunningham, National Archives of Australia

  2. The Current Situation • Global market for software products that make and manage records • Good software is a prerequisite for good recordkeeping • ISO 15489 – Records Management • ISO 23081 – Metadata for Records • Various national/jurisdictional software requirements/specifications • Need for global harmonisation

  3. Existing National Specifications • US DoD 5015.2 Design Criteria Standard • European Union’s MoReq (Model Requirements) • Germany’s DOMEA Concept • Norway’s NOARK • UK National Archives’ Requirements • National Archives of Australia’s ERMS Specs • Archives New Zealand’s Systems Standard • Victoria’s VERS Standard

  4. Project Sponsor 1 - ICA • Electronic Records and Automation Priority Area • http://www.ica.org/

  5. Project Sponsor 2 - ADRI • National Archives of Australia • Archives New Zealand • Public Record Office Victoria • State Records New South Wales • ACT Territory Records • Archives Office of Tasmania • Northern Territory Archives Service • Queensland State Archives • State Records South Australia • State Records Office Western Australia

  6. ADRI Vision All governments in Australia and New Zealand implement a uniform approach to making, keeping and using digital records to ensure accountability and the long-term protection of vital cultural heritage. • This uniformity leads to efficiency, economy and interoperability across participating communities. • http://www.adri.gov.au/

  7. Project Team Members (1) • National Archives of Australia • Archives New Zealand • US National Archives and Records Administration • Bundesarchiv, Germany • The National Archives (UK) • National Archives of South Africa

  8. Project Team Members (2) • National Archives of Malaysia • National Archives of the Netherlands • Cayman Islands National Archives • Queensland State Archives • National Archives of Sweden • Archives Directorate of France

  9. Project Modules • Overview document – principles, concepts • High level requirements for ERMS software • Guidelines and requirements for managing records in business systems

  10. Project Timeline • 1st meeting, Edinburgh, Sept 2006 • 2nd meeting, Canberra, Sept 2007 • Exposure drafts for comment and peer review – early 2008 • 3rd meeting, Koblenz, April 2008 • Launched at ICA Kuala Lumpur Congress, July 2008

  11. Project Stakeholders • ICA/ADRI members and branches • Software vendors/industry groups • Governments • Private sector • International Standards Organization • International Records Management Trust

  12. Guiding Principles (records) • Electronic business information has to be actively managed and maintained as evidence of business activity • Business information has to be linked to its business context by metadata • Business information has to be kept and remain accessible for as long as required • Business information has to be able to be disposed of in a managed, systematic and auditable way

  13. Guiding Principles (systems) 5. Systems for capturing and managing business information have to rely on standardised metadata as an active, dynamic and integral part of the recordkeeping process 6. Systems have to ensure interoperability across platforms and domains and over time 7. Systems should rely as far as possible on open standards and technological neutrality 8. Systems should have the capacity for bulk import and export using open formats

  14. Guiding Principles (systems) 9. Systems must maintain information securely 10. Most metadata should be system generated 11. Systems should support business information management as an organic part of the business process 12. It should be as easy as possible for users to create/capture records of business activity

  15. Implementation Issues Good software is only one component of successful electronic business information management in organisations: • Other components include:Policy frameworks; Business process analysis; Project management; Change management; Risk management; Sustainability; Capability development; Quality management; Configuration management; & Corporate culture

  16. Module 3 – Business Systems • New territory – existing national specs only focus on eDRMS systems • Main audience: business systems developers • So, we tried to avoid records management jargon • Business systems are applications that automate structured business processes and/or facilitate transactions between an organisational unit and its customers. eg.: • an e-commerce system, • client relationship management system, • purpose-built or customised database, • human resources systems

  17. Characteristics of Business Systems • Hold dynamic data that is: • Frequently updated (timely) • Able to be transformed(manipulable) • Holds current data (non-redundant) • In comparison, records are: • Fixed at a point in time • Inviolate

  18. The Challenge • Traditional processes for paper records translate well to eDRMS, ie. management of correspondence-type records, such as emails, reports, policies, minutes, drafts, etc • Business systems do not as readily accommodate traditional recordkeeping processes • While the core function of an eDRMS is to manage documents and records, this function is at best ancillary in a business system

  19. What is the Record in a Business System? • Key component of the guideline: explaining how to determine what should constitute the record in a business system • Requires partnership of business owners, records staff and system administrators

  20. Step 1: Analyse the work process Identification of requirements for evidence of business being conducted in the business system Identification of the information that forms the evidence Step 2: Identify linkages and dependencies Step 3: Devise strategies, based on options assessment Step 4: Implement

  21. Where Should Records be Kept? • Records generated in business systems can either be kept and managed within the native business system, if the system has adequate recordkeeping functionality; or • They can be captured out of the native business system into a separate eDRMS • Providing they are managed properly, an organisation’s records can be kept in multiple systems

  22. Key Recordkeeping Functionality

  23. Future Directions • Engaging software vendors • French, Chinese and Spanish translations • Fast-tracking modules as ISO standards – ISO 16175 (ballot, 2010) and possible modifications • ICA/ADRI project to produce detailed scenario-based implementation guidance + training packages, 2010-2012 • Links to the work of the Object Management Group • International software testing regime + testing scripts? • Interactive web-based self-assessment tool? • Process mapping and data modelling? • Mappings to MoReq2 and US DoD 5015.2

  24. Questions ????

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