Electronic Records Management the role of TNA. Richard Blake Head of the Records Management Advisory Service
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1 Electronic Records Management the role of TNA Richard Blake Head of the Records Management Advisory Service
2 What records management has to address Accountability & records as evidence Standards & controls Protection & security Audit trails & reporting Capture, access & retrieval Disposal and archiving Supporting business continuity 24 September 2003 The National Archives
3 The role of ERM in a wider framework Business process change Online public access Integrated information environment Electronic service delivery e -Transactions FoI Decision making Knowledge management Policy Research development Electronic document and records management 24 September 2003 The National Archives
4 The ideal RM system is: Compliant to ensure the business can comply with the regulatory environment and community expectations ; Comprehensive to ensure records pertaining to all relevant aspects of the business are managed; Systematic to ensure that the above characteristics are operated consistently across the organisation. 24 September 2003 The National Archives
5 Accountability & evidential records BS ISO (Records management standard) requires 4 key characteristics: Authenticity Reliability Integrity Usability 24 September 2003 The National Archives
6 Definition of authenticity BS ISO states: An authentic record is one that can be proven: To be what it purports to be, To have been created or sent by the person purported to have created or sent it, and To have been created or sent at the time purported 24 September 2003 The National Archives
7 Presumption of authenticity A presumption of authenticity will be based upon the number of requirements that have been met and the degree to which each has been met. The requirements are, therefore, cumulative: the higher the number of satisfied requirements, and the greater the degree to which an individual requirement has been satisfied, the stronger the presumption of authenticity. 24 September 2003 The National Archives
8 Defining reliability BS ISO regards a reliable record as one whose contents can be trusted as a full and accurate representation of the transactions, activities or facts to which they attest and can be depended upon in the course of subsequent transactions or activities. 24 September 2003 The National Archives
9 Defining integrity BS ISO states that the integrity of a record refers to its being complete and unaltered 24 September 2003 The National Archives
10 Presumption of integrity requires a trusted custodian possessing: name of the creating organisation that regards the record as part of its official corporate record name of the organisation which has custody of the record indication of types of annotations added to the record indication of technical modifications 24 September 2003 The National Archives
11 Defining usability BS ISO defines a usable record as one that can be located, retrieved, presented and interpreted. 24 September 2003 The National Archives
12 What controls are needed? ISO requires processes & controls to: Determine what needs to be captured & determining disposal schedules; Classify an organisation s activities; Manage storage and handling; Manage access and security; Tracking the movement and use of records; Implementing disposition; Documenting RM processes. 24 September 2003 The National Archives
13 Functional requirements Record organisation Record capture, declaration and management Search, display and presentation Retention and disposal Access Control for ERM 1 24 September 2003 The National Archives
14 Functional requirements for ERM 2 Audit Reporting Usability Design and performance Compliance with other standards 24 September 2003 The National Archives
15 Archiving & business Generic requirements for sustaining electronic information over time continuity Defining the characteristics for authentic records Management requirements Technical requirements Guidance for categorising records to identify sustainable requirements 24 September 2003 The National Archives
16 Strategic framework Products Criteria for assessing if the sustained records meet the business need Information about use of actively maintained records Priorities for sustainability and action plans Maintenance strategies Assessment of continued authenticity of records Proposed changes to technological infrastructure 24 September 2003 The National Archives
17 Ensuring the archives of the future Records & information management a core business activity richard.blake@nationalarchives.gov.uk 24 September 2003 The National Archives
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