International Standards Reference

Transcription

1 Consult IT (Pty) Ltd International Standards Reference Pontsho C Pusoetsile

2 Presentation Agenda 1. Overview of Standards and Guidelines 2. Benefits of Each Standard or Guideline 3. Practical considerations

3 Standards Overview ISO International Standard ISO (Geneva, 2001) was developed by an international committee and is based on the 1996 Australian Standard on Records Management. Including all its derivatives Or from ISO store ( MoReq Model Requirements for the Management of Electronic Records is an European Union (EU) standard for guiding OEMs and end customers of Record Management Systems DoD STD Electronic Records Management Software Applications Design Criteria Standard Was initially a military standard Later adopted by Archives

4 Standards Overview (ACARM) Guidelines Association of Commonwealth Archivists and Records Managers International Records Management Trust (IRMT) lots of material on both physical and e-records

5 ISO Part 1 gives a high level framework for recordkeeping and specifically outlines: the benefits of good records management legal considerations the importance of assigning roles and responsibilities for records management the fundamental principles of a records management program design of recordkeeping systems records management processes auditing and training

6 ISO Part 2 is a guide towards implementation of Part 1 and covers: additional guidance on records management policies and the responsibilities to be defined and assigned Government Records Office further explanation for developing recordkeeping systems practical advice on the development of records processes and controls to manage records records management training in the organization

7 ISO The Standard is useful because: It is a worldwide standard It has a monitoring and auditing framework Most policies, standards, guidance and tools are either based on it or are consistent with it.

8 MoReq2 Very large largest of all main standards Has a testing and certification element to it Exhaustive Can be modified - contains model requirements because organisations are promised a model, or template Slightly prescriptive

9 MoReq2 In software development complexity = cost, so a more complex standard means a more expensive compliant system Cost is passed on to the consumer Longer development cycles mean only large vendors build compliant systems Fewer compliant products are available to choose from Less competition between suppliers Stifling of innovation Increased evasion / lack of compliance

10 DoD STD Similar to MoReq2 except it is was written by record management people as opposed to ICT people Also not as big and cumbersome as the MoReq2

11 International Records Management Trust (IRMT) Has 5 self study modules on e-records Understanding the context of e-records management Planning and managing an e-records management programme Managing the creation, use and disposal of e-records Preserving e-records Managing personal records in an e-environment Also provides you with good practice indicator toolkit

12 International Records Management Trust (IRMT) Designing a Record Improvement Programme

13 International Records Management Trust (IRMT) Implementing e-records

14 International Records Management Trust (IRMT) Integrating Records Management in the System Dev Life Cycle

15 Practical Considerations Implementing file plans classification schedule Scheduling records record disposition categorisation Declaring and filing records Filing electronic mail message ( ) Storing records

16 Practical Considerations Retention and vital records management Screening records Closing record folders Cutting off record folders Freezing / unfreezing records Transferring records Destroying records Cycling vital records Searching for and retrieving records

17 Practical Considerations Access control System audits System management requirements The preserve of DB and OS operations Included to make sure the RDBMS caters well for them

18 Practical Considerations Recurring Costs 1. Personnel Salaries & Benefits a. RM staff: manage and oversee administration and use of the system b. IT staff: maintain and operate the system c. End users: time spent interacting with the RM system 2. Hardware maintenance, upgrade & replacement a. Servers b. Storage devices c. Desktop computers & peripherals d. IT infrastructure components (e.g., networks) 3. Software licenses, maintenance & upgrades a. Records management software (may include server, administrator and end-user modules) b. Required server operating system and database software c. Required PC operating system and other desktop software d. Document and image management software e. Other system software (e.g., security, back-up) 4. On-going training 5. Consultant services 6. Other (e.g., records migration, records storage)

19 Practical Considerations Non Recurring Costs 1. Personnel Salaries & Benefits a. Software conversion b. Data conversion: records, file plans 2. Hardware purchases: New equipment or infrastructure a. Servers b. Storage devices c. Desktop computers d. IT infrastructure components 3. Software Purchases: New software or infrastructure upgrades a. Records management software (may include server, administator and end-user modules) b. Required server operating system and database software c. Required PC operating system and other desktop software d. Document and image management software e. Other system software (e.g., security, back-up)

20 Practical Considerations Non Recurring Costs Software customization a. Integration of new systems with existing systems b. Changes to user interfaces Training a. End user training: records management basics, system use & operation b. System administrator training c. Organizational change management Personnel salaries & benefits a. Records management staff: implementation management, file plan (re)design, RM process re-design b. IT staff: analysis, design, development c. End-user staff Consultant services Other (e.g., pilot testing, back-file conversion of records)

21 Questions and Answers Thank You