managing electronic records in governmental bodies - National ...

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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