DANSK DS/ISO 16175-2 PDF

A fundamental underlying principle is the distinction between business information systems (business systems) and electronic records management systems. Business systems contain data that is commonly subject to constant updates (dynamic), able to be transformed (manipulable) and only contain current data (non-redundant). By contrast, electronic records management systems contain data that is not dynamically linked to business activity (fixed), unable to be altered (inviolable), and may be noncurrent (redundant). Therefore business systems are beyond the scope of this Module (see Module 3: Guidelines and Functional Requirements for Records in Business Systems). The records within an electronic records management system are, however, still dynamic in the sense that they can be (re)used in new business activity/contexts, so new metadata will be added through the ongoing use of the record content. It is more appropriate to speak about a framework for the systematic and structured management of records; records management systems link records to business activities, retain records of past actions, and fix the content and structure of records over time. The scope of this Module is limited to products that are usually termed ‘electronic records management systems’. It does not seek to set requirements for records still in use within business systems. Digital objects created by email, word processing, spreadsheet and imaging applications (such as text documents, and still and moving images), where they are identified to be of business value, should be managed within 5 International Council on Archives Electronic Records Management Systems electronic records management systems that meet the functional requirements in this Module. Records managed by an electronic records management system may be stored on a variety of different media formats, and may be managed in hybrid record aggregations that include both electronic and non-electronic elements. This Module does not attempt to include requirements that are not specific to, or necessary for, records management, for example, general system management and design requirements. Nor does it include requirements common to all software applications, such as the performance, scalability and usability of the application. Given the target audience of this document, it also assumes a level of knowledge about developing design specifications, procurement and evaluation processes, and therefore these issues are not covered in this Module. Although not included in this Module’s requirements, the importance of non-records management functional requirements for records management systems is recognised through their inclusion in the high-level model outlined in Section 2.3: Overview of functional requirements. Specifications for the long-term preservation of electronic records are also beyond the scope of this Module as this issue should be addressed separately by a dedicated strategy for digital preservation or ‘electronic archiving’. These electronic archiving considerations transcend the life of systems and are system independent; they need to be assessed in a specific longer-term strategic framework. However, recognition of the need to maintain records for as long as they are required must be addressed, and potential migration or format obsolescence issues should also be considered. Specific policies and procedures for these should be developed to support the longevity of records for permanent or long-term retention.