The MoReq2 Records Management Model and its Implications

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1 The MoReq2 Records Management Model and its Implications Marc Fresko Inforesight Limited 16 September

2 Agenda Records, Electronic Records ERMS, MoReq, MoReq2 The E-R model The metadata model Current status 2

3 Records? 1a. An account, as of information or facts, set down especially in writing as a means of preserving knowledge. 1b. Something on which such an account is based. 1c. Something that records: a fossil record. 2. Information or data on a particular subject collected and preserved: the coldest day on record. 3. The known history of performance, activities, or achievement: your academic record; hampered by a police record. 4. An unsurpassed measurement: a world record in weightlifting; a record for cold weather. 5. Computer Science A collection of related, often adjacent items of data, treated as a unit. 6. Law a. An account officially written and preserved as evidence or testimony. 6b. An account of judicial or legislative proceedings written and preserved as evidence. c. The documents or volumes containing such evidence. 7a. A disk designed to be played on a phonograph. 7b. Something, such as magnetic tape, on which sound or visual images have been recorded. Source: American Heritage Dictionary. 3

4 Records Management 3.16 records management field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records 4

5 Records 3.15 records information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business 5

6 Records can be Electronic or physical On any medium Unstructured or structured 6

7 What kinds of record does MoReq2 apply to? Case Records ERMS Scope Non-case Records Structured Records Unstructured Records 7

8 What kinds of record does MoReq2 apply to? MoReq2 and ERMSs in general apply mainly to: Unstructured, non-case, electronic records (nearly all of them) Many unstructured, non-case, physical records Some unstructured case records MoReq2 and ERMSs in general does not usually apply to: Structured records 8

9 Agenda Records, Electronic Records ERMS, MoReq, MoReq2 The E-R model The metadata model Current status 9

10 The need for ERMS Is ERM new? Is it difficult? Is it state-of-the-art? No, not for structured records Yes, for unstructured records 10

11 ERMS standards: national USA: DoD Germany: DOMEA Norway: NOARK UK: PRO South Africa, New Zealand, others All national, all public sector in character 11

12 ERMS standards: MoReq European but now used around the world Initiated by DLM Forum, funded by EC All sectors, government & commerce Now widely translated Croatian Czech Dutch French Hungarian Italian Portuguese Russian Slovenian Spanish Brazilian Portuguese 12

13 ERMS standards: MoReq2 European but now used around the world Initiated by DLM Forum, funded by EC All sectors, government & commerce Now being translated 13

14 ERMS standards: MoReq2 States mandatory and desirable requirements for a good, generic, ERMS 14

Components of MoReq2 M047: Description.abstract.

Applies to: class file sub-file volume record Populated: Manually entered when the entity is created. Source User. Default None.

conditions: Comment: For classes and files, also known as scope notes narratives intended to clarify the intended contents and/or

15 Components of MoReq2 M047: Description.abstract.description Obligation: Optional Occurs: Once Definition: A textual description of the entity and its relevant content. Applies to: class file sub-file volume record Populated: Manually entered when the entity is created. Source User. Default None. Inheritance None. Use Can be changed by users who have appropriate access rights. conditions: Comment: For classes and files, also known as scope notes narratives intended to clarify the intended contents and/or exclusions of classes and files for the benefit of users. Also known as description. For value can be taken from RFC 2822 header field comment if present (at the time of writing it is rarely used). Requirements Specification Metadata model xml schema Testing framework 15

16 Agenda Records, Electronic Records ERMS, MoReq, MoReq2 The E-R model The metadata model Current status 16

17 Hierarchical or not? C C C C C C C C C C C C C C C C C F F F F F F F F P P P P P P P P P P P 17

MoReq2 E-R model Classification Scheme 1 CONTAINS 0 - IS MADE UP OF 1 - Class 11 1 1 - Document Type 1 MAY CONTAIN 0 - File 111 MAY BE DIVIDED INTO 0 - Sub-file 1 1 MAY BE DIVIDED INTO 0-0 - Volume 1

18 MoReq2 E-R model Classification Scheme 1 CONTAINS 0 - IS MADE UP OF 1 - Class Document Type 1 MAY CONTAIN 0 - File 111 MAY BE DIVIDED INTO 0 - Sub-file 1 1 MAY BE DIVIDED INTO Volume MAY BE DIVIDED INTO Retention & APPLIES Disposition TO Schedule 0-1 APPLIES TO For an explanation of this model, refer to the narrative text in section 13.3 of MoReq2 HAS 1 - Document 1 IS STORED IN IS FORMED OF Record HAS Record Type IS MADE UP OF IS MADE UP OF Key: Component 1 Exactly one 0 1 Zero or one 0 - Zero or more 1 - One or more Exclusive OR 18

19 Agenda Records, Electronic Records ERMS, MoReq, MoReq2 The E-R model The metadata model Current status 19

20 MoReq2 metadata model 158 element definitions Constitutes 345 unique elements Metadata for records and aggregations Includes also metadata for record components stubs agents retention rules Partly normalised Complies with ISO

21 Example metadata element definition 21

22 Agenda Records, Electronic Records ERMS, MoReq, MoReq2 The E-R model The metadata model Current status 22

23 No independently tested systems? 23

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25 Status Governance in place DLM Forum MoReq Governance Board Testing regime in place 25

26 Worldwide impact Translations published French, Russian Translations started Spanish, Catalan, Korean, Slovenian, Romanian, Hungarian Adopted as a standard in Russia Resulted to changes in legislation in Czech Republic Basis of Ukrainian standardisation project Use noted elsewhere, e.g. Canada Press coverage as far afield as 26

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30 Downloads and references MoReq2 components Collateral to follow All formal documentation 30

31 Questions? Marc Fresko Inforesight Limited

Invited Paper: MoReq2: a European Contribution to the Preservation of Electronic Records Marc Fresko Inforesight Limited Kenley, CR 5HD UK

Invited Paper: MoReq2: a European Contribution to the Preservation of Electronic Records Marc Fresko Inforesight Limited Kenley, CR 5HD UK marc.fresko@inforesight.co.uk ABSTRACT MoReq and its successor