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What is Moreq2

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Presented at ECM Conference in Brno 2009

Presented at ECM Conference in Brno 2009


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