managing electronic records in governmental bodies - National ...

More documents

Recommendations

Info

33 Managing electronic records_Policy Guidelines.doc First Edition Version 1.1 April 2003
34 ANNEXURE A: Required records management functionality contained in Integrated Document Management Systems This Annexure contains only the records management functionality required of an Integrated Document Management System. Governmental bodies should take note that the technical requirements as well as the integration with messaging and calendering applications, imaging and scanning applications, document management applications, workflow applications, search and retrieval applications and security applications are critical to the success of the system. Governmental bodies that wish to invite tenders for Integrated Document Management Systems can use the following specification to ensure that the required records management functionality is addressed in the tender documentation: Model Requirements for the Management of electronic records. Moreq specification that is available on the website: http://cornwell.co.uk/moreq. This specification covers to both the US DoD 5015.2 standard and the UK PRO requirements discussed on page 2, and was used jointly with these standards to compile the requirements set out in this Annexure. The National Archives and Records Service requires that Integrated Document Management Systems should contain the following minimum required records management functionality: Storage of electronic records In the paper-based environment records are stored in a dedicated, secure environment. The same should apply to electronic records. It is not very practical to store records on a LAN file server. Access to the documents on the file server is dependent on the security features of the host LAN. The protection it gives to the documents is only as good as the users' application of the security system. Furthermore, if the electronic records are stored on the LAN file server, they will have to compete for space with the system files etc. Electronic documents should at the very least have the same level of secure filing space as the paper-based records. A sound reliable repository requires a dedicated, stable, long-term storage space. Where should one then store electronic records The records can either be stored in network-attached storage devices such as CD/DVD-ROM towers/ jukeboxes, etc. or in separate storage area networks. Whichever method is chosen, the following should be kept in mind when constructing a storage system: - Prevent data loss; - Offer adequate capacity that can easily be increased as storage needs grow; - Provide fast access to data without interruptions; - Be prepared for equipment failures; - Use cost-effective technologies. Managing electronic records_Policy Guidelines.doc First Edition Version 1.1 April 2003
Page 1 and 2: MANAGING ELECTRONIC RECORDS IN GOVE
Page 3 and 4: Content PREFACE ...................
Page 5: i PREFACE The increasing use of ele
Page 8 and 9: 3 The Public Finance Management Act
Page 10 and 11: 5 guidelines set out in this public
Page 12 and 13: 7 means that it takes up very littl
Page 14 and 15: 9 o identifying records that are du
Page 16 and 17: 11 requirements regarding the mediu
Page 18 and 19: 13 the AIIM International Standards
Page 20 and 21: 15 invalidates accounting entries.
Page 22 and 23: 17 While some of the records publis
Page 24 and 25: 19 The National Archives and Record
Page 26 and 27: 21 electronic document management,
Page 28 and 29: 23 necessary to avoid technological
Page 30 and 31: 25 • if and e-mail is received an
Page 32 and 33: 27 records to capture of their webs
Page 34 and 35: 29 only be necessary to provide an
Page 36 and 37: 31 bodies should ensure that, even
Page 40 and 41: 35 To ensure that records remain ac
Page 42 and 43: 37 Because users have high expectat
Page 44 and 45: 39 records. Archiving Electronic re
Page 46 and 47: 41 The electronic records managemen
Page 48 and 49: 43 duplicating documents that alrea
Page 51 and 52: 46 ANNEXURE B: Digital preservation
Page 53 and 54: 48 Migration Strategy 5. Store reco
Page 55 and 56: 50 ANNEXURE C: Schedule for electro
Page 57 and 58: 52 the system. A transfer list in w
Page 59 and 60: 54 Supportive legal documents attac
Page 61 and 62: 56 ANNEXURE D: General disposal aut
Page 63 and 64: 58 Africa, EXCLUDING records contai
Page 65: 60 4.13 Security Backup Files Elect
Page 68 and 69: 63 (e) (f) (g) annotated drafts whe
Page 70 and 71: 65 - Information in a form intended
Page 72 and 73: 67 3. Deterioration of magnetic med
Page 74 and 75: 69 Floppy disks and diskettes shoul
Page 76 and 77: 71 signal which can be read using a
Page 78 and 79: 73 in optical disks. WORM and rewri
Page 80 and 81: 75 Insects and rodents once attract
Page 83 and 84: 78 ANNEXURE I: Glossary Act The Nat
Page 85 and 86: 80 Electronic records Any informati
Page 87 and 88: 82 microfilm or electronic media).
Page 89 and 90:
84 Transmission data Information in
Page 91 and 92:
86 ANNEXURE J: Bibliography Aeon Ar
Page 93 and 94:
88 Kronauer, C.: Special Report SAN
Page 95:
90 Vasudeva, A.: Special Report SAN
show all

managing electronic records in governmental bodies - National ...

Create successful ePaper yourself

Delete template?

Save as template?