Implementation of Globally Harmonised Software Specifications for Records

Richard Blake’s  intervention tackles with the importance of having good software as a prerequisite for good records management. However, even if the software is a good application, it may not ensure records management if bad configured.

Some ISO standards already deal with this issue, namely ISO 15489 (records management) and ISO 23081 (metadata for records), as well as various national and jurisdictional software requirements. Confusion emerges from the proliferation of standards and the need for harmonization. Intrinsically related to that need, two questions arise: why do we need harmonized requirements for electronic records management, and how to use them ?

A project team was convened in 2006 to deliver appropriate products for the ICA Conference in Kuala Lumpur in 2008. The outcome was a 3-module text entitled “Principles and functional requirements for records in electronic office environment”, or ICA-Req. ICA-Req is not meant to be just another standard. It focuses on key requirements. Therefore, ICA-Req differs from Moreq 2 which can be considered very technocratic and detailed specification.

According to Richard, the key recordkeeping functionality are: creating records in context; managing and maintaining records; supporting import, export and interoperability; and retaining and disposing of records. Additionally, Richard speaks about some key elements about compliant systems and business systems.

The publishing of ICA-Req has to be apprehended as the first step and not the conclusion of that project. Indeed, an international team (The International Records Management Trust, Australia, New Zealand, the UK, the US, China, Uruguay, Malaysia, Kenya, the Netherlands and South Africa) is now working on implementation guidance and training material for ICA-Req. The implementation guidance focuses on :

• advocacy material to explain the relevance and utility of ICA-Req – importance of managing records to ensure good governance and business efficiency ;

• e-readiness assessment tool for organizations that are willing to adopt electronic recordkeeping technology ;

• case studies of electronic records management and pilots of ICA-Req implementations ;

• scenario-based implementation versions of ICA-Req Module 3 ;

• detailed implementation guidance for ICA-Req Module 3 ;

• summary implementation guidance on particular implementation issues and more detailed guidance on implementation issues discussed in Module 1 ;

• mapping of ICA-Req to MoReq, TNA and US DoD specifications.

Training material focuses on :

• For ICA-Req Module 2, the audience will be records professionals. Training material covers the assessment of commercial off the shelf software products, configuration and implementation issues ;

• For ICA-Req Module 3, two training courses will be developed. One will be for records professionals explaining business systems, advocacy, how to speak ICT language and implementation issues. The other course will be for ICT professionals and will explain records, archives and records concepts and language and how to implement Module 3.

• An e-Records Training Portal on the ICA website.

This new approach does not only aim to inform about key requirements for records management in an electronic environment, but also to ensure their dissemination and appropriation by in-need professionals.

Alice CHATEAU