Principles of Filing Service in View of the New MoREQ2 Standard LUCIA STEFAN
Moreq2 : What it really is? <ul><li>Moreq2 is the European model requirements for an electronic records management system ...
Why we need a model requirements for managing electronic records? <ul><li>A record is information created, received ad mai...
What is a record? <ul><li>A record should be (ISO 15489): </li></ul><ul><li>Authentic : what it claims to be </li></ul><ul...
From document to record <ul><li>The creation/capture of a record: </li></ul>
What implies records management? <ul><li>To maintain the characteristics of records, they need to be managed for: </li></u...
What implies Records Management <ul><li>To maintain the characteristics of electronic records, they need to be managed and...
What is the DLM Forum? <ul><li>DLM Forum was created in 1991 as an association of experts for  creating unified polices an...
What is Moreq2? <ul><li>Moreq2 consist of : </li></ul><ul><li>The requirements specification: </li></ul><ul><li>Testing fr...
Moreq2 Requirements Specification: <ul><li>MoReq2 consists of “core module” plus 13 “optional modules” </li></ul><ul><li>C...
Moreq2 Compliance: The Test Framework <ul><li>ECM systems compliance will be tested </li></ul><ul><li>Will allow users to ...
Moreq2 Compliance: The Test Framework
Moreq2 Compliance: The Test Framework <ul><li>Who will use testing? </li></ul><ul><li>Users: </li></ul><ul><li>as a basis ...
What will testing bring for ECM suppliers? <ul><li>A Moreq2 certified ECM supplier will be: </li></ul><ul><li>trusted by U...
Chapter Zero: the challenge <ul><li>Moreq2 standard should apply to all European countries  </li></ul><ul><li>But European...
Chapter zero: the challenge <ul><li>Document have two states: active and inactive </li></ul><ul><li>No distinction between...
Chapter Zero: the challenge  <ul><li>The Lifecycle which is used by Moreq2: </li></ul><ul><li>Is Based on birth to death l...
The lifecycle of a record
Chapter Zero: the challenge <ul><li>Implementation of Moreq2 implies a tacit acceptance of the lifecycle model. Many Europ...
Chapter zero: the challenge <ul><li>To conclude: </li></ul><ul><li>ECM suppliers will need to comply with Moreq2 but also ...
Questions? <ul><li>Lucia Stefan </li></ul><ul><li>Email </li></ul><ul><li>L [email_address] </li></ul><ul><li>[email_addre...
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What is Moreq2

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What is Moreq2

  1. 1. Principles of Filing Service in View of the New MoREQ2 Standard LUCIA STEFAN
  2. 2. Moreq2 : What it really is? <ul><li>Moreq2 is the European model requirements for an electronic records management system </li></ul><ul><li>It is the European equivalent of the US DOD 5015.2 standard and of British TNA 2002 Requirements </li></ul><ul><li>Moreq2 describes the capabilities of an electronic system that manage records </li></ul>
  3. 3. Why we need a model requirements for managing electronic records? <ul><li>A record is information created, received ad maintained as evidence of transactions (ISO 15489) </li></ul><ul><li>Electronic records are object composed : </li></ul><ul><li>Content </li></ul><ul><li>Metadata </li></ul><ul><li>Context </li></ul>
  4. 4. What is a record? <ul><li>A record should be (ISO 15489): </li></ul><ul><li>Authentic : what it claims to be </li></ul><ul><li>Reliable : content can be trusted as a truthful representation of facts, transactions ,etc </li></ul><ul><li>Possessing Integrity : being complete and unalterated </li></ul><ul><li>Useable </li></ul>
  5. 5. From document to record <ul><li>The creation/capture of a record: </li></ul>
  6. 6. What implies records management? <ul><li>To maintain the characteristics of records, they need to be managed for: </li></ul><ul><li>Usability and Design and performance </li></ul><ul><li>Compliance with legislation and standards </li></ul><ul><li>Taxonomy: fileplans, controlled vocabularies, naming, </li></ul><ul><li>Metadata: for organisation, search, archival, legal </li></ul>
  7. 7. What implies Records Management <ul><li>To maintain the characteristics of electronic records, they need to be managed and subject to the following processes: </li></ul><ul><li>Record organisation (classification schemes) </li></ul><ul><li>Record capture, declaration and management </li></ul><ul><li>Search, display and presentation </li></ul><ul><li>Retention and disposal </li></ul><ul><li>Access Control and Security </li></ul><ul><li>Audit and Reporting </li></ul>
  8. 8. What is the DLM Forum? <ul><li>DLM Forum was created in 1991 as an association of experts for creating unified polices and management of archives within the European Union </li></ul><ul><li>In 1999 the DLM Forum published a message to the IT industry to cooperate with records managers and archivists in designing systems for electronic records management systems and archival </li></ul><ul><li>Moreq was designed to be a practical specification for the management of records and published in 2002 </li></ul><ul><li>Moreq2 was published recently (early 2009) </li></ul>
  9. 9. What is Moreq2? <ul><li>Moreq2 consist of : </li></ul><ul><li>The requirements specification: </li></ul><ul><li>Testing framework </li></ul><ul><li>XML schema </li></ul><ul><li>Chapter 0 (zero) specific to each country </li></ul>
  10. 10. Moreq2 Requirements Specification: <ul><li>MoReq2 consists of “core module” plus 13 “optional modules” </li></ul><ul><li>Core module contains “pure” records management requirements </li></ul><ul><li>Optional modules contain functionality needed for managing electronic records </li></ul><ul><li>Compliance with MoReq2 will require compliance with all core module mandatory requirements; </li></ul><ul><li>Compliance with optional modules will be optional </li></ul><ul><li>In total 794 requirements </li></ul>
  11. 11. Moreq2 Compliance: The Test Framework <ul><li>ECM systems compliance will be tested </li></ul><ul><li>Will allow users to procure Moreq2 software </li></ul><ul><li>Test Framework developed by the German company Imbus AG </li></ul><ul><li>The Moreq2 certificate of compliance will be recognised all over Europe </li></ul><ul><li>Compliance to Chapter Zero will not be tested (not yet!) </li></ul>
  12. 12. Moreq2 Compliance: The Test Framework
  13. 13. Moreq2 Compliance: The Test Framework <ul><li>Who will use testing? </li></ul><ul><li>Users: </li></ul><ul><li>as a basis to prepare an invitation to tender </li></ul><ul><li>preparing acceptance testing for an existing ECM </li></ul><ul><li>academic institutions: as a teaching resource </li></ul><ul><li>ECM suppliers </li></ul><ul><li>to create ECM systems Moreq2 compliant </li></ul><ul><li>to test their product for Moreq2 compliance </li></ul>
  14. 14. What will testing bring for ECM suppliers? <ul><li>A Moreq2 certified ECM supplier will be: </li></ul><ul><li>trusted by Users as the certification will act as mark of quality and capability </li></ul><ul><li>able to sell all over Europe, as records management requirements are standardised </li></ul><ul><li>Consequently, </li></ul><ul><li>The ECM market will consolidate </li></ul>
  15. 15. Chapter Zero: the challenge <ul><li>Moreq2 standard should apply to all European countries </li></ul><ul><li>But European countries have different: </li></ul><ul><li>understanding of records management and archival </li></ul><ul><li>legislation on records management and archival </li></ul><ul><li>levels of implementation of information technologies </li></ul><ul><li>Chapter zero of each country may become critical for the wider acceptance of Moreq2 </li></ul>
  16. 16. Chapter zero: the challenge <ul><li>Document have two states: active and inactive </li></ul><ul><li>No distinction between records and documents </li></ul><ul><li>Active records created and managed by users, usually administrative staff </li></ul><ul><li>Document management rules dictated by administrative needs </li></ul><ul><li>Retention schedules may or not exist </li></ul><ul><li>Inactive documents sent to National Archives </li></ul><ul><li>No records management function, only an archival one </li></ul><ul><li>Most European countries use this model </li></ul>
  17. 17. Chapter Zero: the challenge <ul><li>The Lifecycle which is used by Moreq2: </li></ul><ul><li>Is Based on birth to death lifecycle </li></ul><ul><li>Record lifecycle events: </li></ul><ul><ul><li>creation, </li></ul></ul><ul><ul><li>maintenance </li></ul></ul><ul><ul><li>disposal (destruction or archival) </li></ul></ul><ul><li>Time is linear and sequential </li></ul><ul><li>Defines differences between document and record </li></ul><ul><li>Introduce the records management function </li></ul><ul><li>Introduces retention concept </li></ul><ul><li>Archival take place at the end of lifecycle </li></ul>
  18. 18. The lifecycle of a record
  19. 19. Chapter Zero: the challenge <ul><li>Implementation of Moreq2 implies a tacit acceptance of the lifecycle model. Many European countries will have to: </li></ul><ul><li>switch from the administrative model to the lifecycle model </li></ul><ul><li>develop a chapter zero for Moreq2 compliance with their legislation </li></ul><ul><li>bring new legislation to become aligned to Moreq2 </li></ul><ul><li>change legislation in some cases, to avoid clashing with Moreq2 </li></ul><ul><li>introduce a new terminology, key concepts and new ways of working </li></ul>
  20. 20. Chapter zero: the challenge <ul><li>To conclude: </li></ul><ul><li>ECM suppliers will need to comply with Moreq2 but also with local legislation expressed in each European country Chapter Zero </li></ul><ul><li>Users will make the most of Moreq2 as a generic specification for procuring an ECM. </li></ul><ul><li>Users will need to add extra requirements in terms of other functions, performances, user roles, security, etc that are not specified in Moreq2 </li></ul>
  21. 21. Questions? <ul><li>Lucia Stefan </li></ul><ul><li>Email </li></ul><ul><li>L [email_address] </li></ul><ul><li>[email_address] </li></ul>
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