Electronic Records management (ERM)

Transcription

1 Electronic Records management (ERM) An Introduction Presentation: Staff Development Programme Centre for Development Administration (CARICAD) By: Emerson O. Bryan Research Assistant (TASF)

2 Objectives Definition of Electronic Records Management (ERM) Standards in ERM New Trends and Challenges in ERM Questions

3 Electronic Records Management What is it? More than just managing information in an electronic environment.

4 Data versus Records It is important to understand, however, that records may be derived from data and data may be derived from records. They complement one another. For example, unaggregated data may be consolidated and structured to produce a report. Aggregated information contained in a report may be extracted and input into a database where it is held as unaggregated data until such time that it is compiled into a new report. (MPSR 2000)

5 Data versus Records Content is what the record says. Structure relates to both the appearance and arrangement of the content (for example, the layout, fonts, page and paragraph breaks, tables, graphs, charts and so on) and the relationship of the record to other related records in the system (ie the links). This includes structural information about the application software used to create the record s content and information about the system (the platform, hardware and so on) that manages the links between records. Context is the background information that helps explain the meaning of the document. This includes two types of information. Firstly, there is information that identifies the particular document, such as the title, author and date of creation. Secondly, there is information about the creator and the purpose of creation, for instance, the nature of the business function or activity, the creating agency and unit concerned

6 Metadata Metadata is data about data. Metadata is a relatively new notion for the archival profession. Interest in metadata stems from the realisation that electronic records do not contain enough contextual information to enable future users to fully understand the record. Metadata is an attempt to capture this information in a systematic and structured manner that can be stored in electronic format and easily migrated with the record over time.

7 Standards and ERM Standards play a key role in the management of electronic records. Until recently, most computerised systems did not contain records s of long-term archival value. While there was data in these systems, the material did not need to preserve any of its structure or context. t. However, increasingly, computerised systems are replacing paper as the record-keeping systems of choice by many organisations. As a result, it is critical that the information technology standards being applied today are adequate to ensure the long-term preservation and use of the information contained in the systems.

8 Why Standards? Unlike physical records, digital records cannot be read without a computer or other machine. Therefore, functional requirements for computer systems used to manage electronic records were developed.

9 DoD: Standard An important new standard for software managing records is DoD STD STD,, the Design Criteria Standard for Electronic Records Management Software Applications.. This standard sets forth the mandatory baseline functional requirements for Records Management Systems (RMS) software used by the United States Department of Defense in the implementation of their records management programme. It contains a detailed description of the basic records rds management requirements that must be met, based on the current U. S. National Archives and Records Administration (NARA) regulations.

10 MoReq Standard Model Requirements for the Management of Electronic Records (MoReq) The MoReq Specification is a model specification of requirements for Electronic Records Management Systems (ERMS). It was produced by Cornwell Management Consultants plc at the request of the European Commission; it was designed to be easily used, and to be applicable throughout Europe

11 Evidence Records of computerised transactions or electronic images of documents may be inadmissible as legal evidence unless controls can be shown to be so strong as to remove reasonable doubt about the authenticity and integrity of the data. Some of these controls are recorded on paper. It is therefore essential that both the electronic records and the paper records that document the control environment are each managed properly.

12 Benefits of ERM So many..! The electronic environment is very dynamic.

13 New Trends and Challenges in ERM Instant Messaging and Alternative (Informal, unstructured, no automatic saving for most IMs) Filtering Software (Was the sent information received?) Portable Storage Media (easy to steal, version questions, naming conventions etc.) Virtual Offices (decentralized data, security challenges) Chat Rooms (authenticity, information difficult to track, collect and classify data)

14 E-Government Electronic government is a new trend. Many governments around the world are developing systems to conduct the main business of government electronically, with the evidence of transactions stored and retrieved on computers. The aim of electronic government is to move to a paperless environment, with the only record being the electronic record.

15 Questions Thanks!

16 Emerson O. Bryan Research Assistant Caribbean Technical and Advisory Support Facility (TASF) on egovernment ernment Tel: Fax: or