[EN] Records Management: Definitions, Principles, Standards and Trends | DMS EXPO 2012 | Ulrich Kampffmeyer

DMS EXPO 2012 International Business Day
PROJECT CONSULT
Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH
www.PROJECT-CONSULT.com
© PROJECT CONSULT 2012
Postfach 20 25 55
20218 Hamburg
1
© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> Aug-14 / Quelle: PROJECT CONSULT 1
Records Management –
definitions, principles, standards and trends
Dr. Ulrich Kampffmeyer
Stuttgart, 25.10.2012

Agenda
# Definitions:
Records and Records Management
# Principles:
The 8 GARP General Accepted
Principles of Record Keeping
# Standards:
ISO 30300, ISO 30301, ISO 16175,
MoReq2010, OMG and the rest of the
bunch
# Trends:
Challenges for records management and
the new role of the records manager
Records Management: definitions, principles, standards and trends DMS EXPO Dr. Ulrich Kampffmeyer International Business Track 2

3
# DEFINITIONS & TERMINOLOGY
Records Management: definitions, principles, standards and trends DMS EXPO Dr. Ulrich Kampffmeyer International Business Track

Definitions: Record
Established: Definition „Record“ (ISO 15489, Part 1)
“Information created, received, and maintained as
evidence and information by an organization or person,
in pursuance of legal obligations or in the transaction of
business.”
Source: ISO 15489-1:2001 Information and Documentation - Records Management – Part 1 : General

Definition: Record
New: Definition „Record“ ISO 30300
“Information created, received, and maintained as
evidence and /or as an asset by an organization or
person, in pursuance of legal obligations or in the
transaction of business or for its purposes, regardless
of medium, form or format.”
Source: http://www.iso.org/iso/iso_catalogue/catalogue_tc/catalogue_detail.htm?csnumber=53732

Definition: Record
Definition „Record“ from PROJECT CONSULT (1)
„Records can be defined by their attributes like
business value, legal value, context, integrity,
persistence, authenticity, defined metadata,
consistency, classification, and more. These attributes
separate records from other types of documents and
information objects.“
Source: Dr. Ulrich Kampffmeyer

Definition: Records Management
Established: Definition „Records Management“
(ISO 15489, Part 1)
“Field of management responsible for the efficient and
systematic control of the creation, receipt, maintenance, use
and disposition of records, including processes for capturing
and maintaining evidence of and information about business
activities and transactions in the form of records.”

Records Management: ISO 15489
• Relevant for document management in the private
and public sectors, and for archiving
• Definition of the importance, function and elements
of document management systems
• The standard does not go substantially beyond a
definition of the subject matter
• Lowest common denominator of the participating
countries
• Applies to any media type; electronic, paper and
other physical formats
• Problematic terminology in German translation, for
example “Records Management” = “(paper)
document management”

New: Definition „Records Management“
(ISO 30300)
• ISO 30300 refers to a Records Management System
• A Records Management System captures and
manages records and makes them longterm
accessible
• Cooperation between human processes and
technologies to control records
• The „Management System for Records" manages
and controls a company regarding its records liable
to retention

Definition „Records Management“ from
PROJECT CONSULT (1)
Records Management is the systematic and controlled
management of information that must be retained, be it of
political, social, legal, executive, business, organizational or
administrative nature.
A key element of records management is compliance with
legal, regulatory, business, ethical and other requirements.

Definition „Records Management“ from
PROJECT CONSULT (2)
Records Management differs from document management by:
• Independance of the physical format and represwentation of the
information object or document
• Dedicated classification and declaration of information as record
• Classification systems, filing plans or other filing structures for organized
filing of informations
• Thesaurus or controlled terminolgy-based unambiguous indexing of
informations
• Management of retention schedules and deletion schedules
• Protection of information according to their qualities, to some extent up to
individual content components in records
• Use of international, industry-specific or at least enterprise-wide
standardized metadata that clearly identifies and describes stored
business content.

Definition: Record Keeping
• Record Keeping is another term, described by ARMA in
eight principles „Generally Accepted Record Keeping
Principles“ (GARP) and largely identical with the
Records Management scope.
• Record Keeping includes the management of
information objects with regard to the recent and future
regulatory and legal requirements for companies as well
as to supporting measures to minimize risks.
• Records Keeping can be seen as theoretical basement
for Records Management.
Source: http://www.arma.org/garp/garp.pdf

14
# PRINCIPLES

ARMA
• International Association of Records Manager „ARMA
Association of Records Managers and Administrators“
• Founded 1955, more than 11.000 members (Records
managers, archivists, librarians, imaging specialists, legal
professionals, IT managers, consultants, teachers/tutors
etc.); meanwhile with a Chapter in Switzerland, too
• Also administrative authority for guidelines for electronic
Records Management in USA
• Published in 2011: general principles for Records
Keeping (GARP - Generally Accepted Record Keeping
Principles)

GARP by ARMA
1. Principle of Accountability
2. Principle of Integrity
3. Principle of Protection
4. Principle of Compliance
5. Principle of Availability
6. Principle of Retention
7. Principle of Disposition
8. Principle of Transparency

1) Principle of Accountability
An organization shall assign a senior executive who
will oversee a recordkeeping program and delegate
responsibility to appropriate individuals, adopt policies
and procedures to guide personnel, and ensure
auditability.
• The senior executive in charge should establish a
method to design and implement a structure to support
the recordkeeping program.
• Governance structure should be established for program
development and implementation.
• Necessary components include an accountable person
and a developed program.
• A recordkeeping program should have documented and
approved policies and procedures to guide its
implementation.
• Auditability enables the program to validate its mission
and be updated as appropriate.

2) Principle of Integrity
A recordkeeping program shall be constructed so the
records and information generated or managed by or
for the organization have a reasonable and suitable
guarantee of authenticity and reliability. Integrity of
records in a recordkeeping environment should
include the following:
• Correctness of and adherence to the policies and
procedures of the organization
• Reliability of the information management training and
direction given to the employees who interact with all
systems
• Reliability of the records created
• An acceptable audit trail
• Reliability of the systems that control the recordkeeping
including hardware, network infrastructure, and software

3) Principle of Protection
A recordkeeping program shall be constructed to
ensure a reasonable level of protection to records
and information that are private, confidential,
privileged, secret, or essential to business
continuity.

4) Principle of Compliance
The recordkeeping program shall be constructed
to comply with applicable laws and other binding
authorities, as well as the organization’s policies.
The duty of compliance affects a recordkeeping
system in two ways:
1. The recordkeeping system must contain information
showing that the organization’s activities are
conducted in a lawful manner.
2. The recordkeeping system is itself subject to legal
requirements such as requirements to maintain tax
or other records.

4) Principle of Compliance
It follows from this that every organization must:
• Know what information must be entered into its
records to demonstrate that its activities are being
conducted in a lawful manner
• Enter that information into its records in the manner
prescribed by law
• Maintain its records in the manner and for the time
prescribed by law

5) Principle of Availability
An organization shall maintain records in a
manner that ensures timely, efficient, and accurate
retrieval of needed information.
Organizations must have the ability to identify, locate,
and retrieve the records and related information
required to support its ongoing business activities.
These records are used by:
• Individuals and groups to reference, share, and
support their work
• Legal and compliance for discovery and regulatory
review purposes
• Numerous corporate functions to validate
management decisions and account for the
resources of the organization.

6) Principle of Retention
An organization shall maintain its records and
information for an appropriate time, taking into
account legal, regulatory, fiscal, operational, and
historical requirements.
The retention program is based on the concept that
information has a life cycle, which is the time period
from the creation of a record to its final disposition.
Organizations make retention decisions based on the
content and purpose of records. Retention periods are
determined by following these requirements:
• Legal and regulatory
• Fiscal
• Operational
• Historical

7) Principle of Disposition
An organization shall provide secure and appropriate
disposition for records that are no longer required to be
maintained by applicable laws and the organization’s policies.
• At the completion of the retention period for an
organization’s records, the records must be designated
for disposition:
• In many cases: the disposition for records will be
destruction.
• In other cases: the records may be returned to clients,
transferred to another organization in connection with a
divestiture, or transferred for ongoing preservation to an
historical archives, library, or museum.
• In all instances: the organization must make a
reasonable effort to ensure that all versions and copies
of the records are included in the disposition.
• The organization must also document its disposition
process.

8) Principle of Transparency
The processes and activities of an organization’s
recordkeeping program shall be documented in an
understandable manner and be available to all
personnel and appropriate interested parties.
It is in the best interest of every organization, and of society
in general, that all parties clearly understand:
• The organization conducts its activities in a lawful and
appropriate manner.
• The recordkeeping system accurately and completely
records the activities of the organization.
• The recordkeeping system is itself structured in a lawful
and appropriate manner.
• Activities conducted to implement the recordkeeping
program are conducted in a lawful and appropriate
manner.

27
# STANDARDS

Rank, wild, unchecked, uncontrolled growth
Records Management is about control!
Rank growth we would not allow in a
Records Management itself:
there are far too many overlapping and
competing Record Management
standards.

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ISO
NORMS

ISO 15489:2001
ISO 15489-1:2001 Information and documentation --
Records management -- Part 1: General
ISO/TR 15489-2:2001 Information and documentation
-- Records management -- Part 2: Guidelines
Orientation:
• General / High Level
• Adequate for Records Management Policies
• Technology impartial
• International
• All industries
• No „true“, „authorized“ certification (changing …)
http://www.iso.org/iso/home/store/catalogue_tc/catalogue_detail.htm?csnumber=31908

ISO 15489:2001
In accordance with ISO 15489 records must have:
• Authenticity
• Trustworthiness & credability
• Integrity
• Usability

ISO 22310:2006
ISO 22310:2006 Information and documentation --
Guidelines for standards drafters for stating records
management requirements in standards
• Enables the appropriate inclusion of records
requirements according to ISO 15489-1, ISO / TR
15489-2 and 23081-1 in other standards, which
require the creation and retention of records
• Clarification of the different elements, which must
be considered for a comprehensive Records-
Management-Framework

ISO 23081-1:2006
ISO 23081-1:2006 Information and documentation --
Records management processes --
Metadata for records -- Part 1: Principles
• Contains the principles of Records Management
Metadata
• These principles apply through time to:
• Records and their metadata
• All processes, associated with records
• Every system, to whom belong the records
• Every organization, responsible for records
management

ISO/TS 23081-2:2009
ISO/TS 23081-2:2009 Information and documentation --
Managing metadata for records --
Part 2: Conceptual and implementation issues
• Create the framework for the definition of metadata
elements corresponding to the principles and
implementation suggestions from ISO 23081-1:2006
• Objectives:
• Standardized descriptions for records
• Create a general understanding for aggregation, to generate
interoperability of records and relevant informations between
organizational systems
• Enable re-use and standardization of metadata so records
can be managed long-term, cross-application and
independent of place

ISO 23081-3:2011
ISO 23081-3:2011 Information and Documentation -- Records
Management Processes-Metadata Records
• Provides guidance on conducting a self-assessment on
records metadata in relation to the creation, capture and
control of records.
• The self-assessment helps to:
• Identify the current state of metadata capture and
management in or across organizations;
• Identify priorities of what to work on and when;
• Identify key requirements from ISO 23081-1:2006 and ISO
23081-2:2009;
• Evaluate progress in the development of a metadata
framework for the implementation of specific systems and
projects;
• Evaluate system and project readiness (move to the next
phase in a system or project) when including records
metadata functionality in a system. A records metadata
readiness evaluation is provided for key steps from project
inception through to the implementation/maintenance phase

ISO/TR 26122:2008
ISO/TR 26122:2008 Information and documentation --
Work process analysis for records
• Provides guidance on work process analysis from
the perspective of the creation, capture and control
of records.
• It identifies two types of analyses, namely
1. Functional analysis (decomposition of functions into
processes), and
2. Sequential analysis (investigation of the flow of
transactions).

ISO 13008:2012
Digital records conversion and migration process
(replaces ANSI/ARMA 16-2007 “The Digital Records
Conversion Process”)
• Provides guidance on the organizational and
business framework for conversion and migration to
the electronic environment, and an understanding
of recordkeeping requirements in that process.
• The procedures do not comprehensively cover
1. Backup systems
2. Preservation of digital records
3. Functionality of trusted digital repositories; or
4. The process of converting analogue formats to
digital formats and vice versa

ISO/TR 13028:2010
ISO/TR 13028:2010 Information and documentation --
Implementation guidelines for digitization of records
• ISO/TR 13028 is applicable for use in the design and
conduct of responsible digitization by all organizations
undertaking digitization, either business process
digitization or back capture digitization projects for
records management purposes, as outlined in ISO
15489-1:2001 and ISO/TR 15801:2009.
• ISO/TR 13028 is not applicable to:
• Capture and management of born-digital records
• Technical specifications for the digital capture of records
• Procedures for making decisions about records' eventual
disposition
• Technical specifications for the long-term preservation of
digital records
• Digitization of existing archival holdings for preservation
purposes

ISO/TR 15801:2009
ISO/TR 15801:2009 Document Management --
Information Stored Electronically --
Recommendations for Trustworthiness and Reliability
• Describes the implementation and operation of
document management systems that can be considered
to store electronic information in a trustworthy and
reliable manner.
• ISO/TR 15801is for use by any organization that uses a
document management system to store authentic,
reliable and usable/readable electronic information over
time. Such systems incorporate policies, procedures,
technology and audit requirements that ensure that the
integrity of the electronic information is maintained
during storage.
• ISO/TR 15801does not cover processes used to
evaluate whether information can be considered to be
authentic prior to it being stored or imported into the
system.

ISO 16175-2.2:2011
• ISO 16175-1:2010 Information and documentation --
Principles and functional requirements for records in
electronic office environments --
Part 1: Overview and statement of principles
• ISO 16175-2:2011 Information and documentation--
Guidelines and functional requirements for records in
electronic office environments
Originally developed by the ICA International
Council on Archives as ICA-Req / ICA-ISDF

ISO 16175-2.2
Objective:
• ISO 16175-2.2 refers to Good – Practice-methods
and policies, risks and their reduction for:
• The improvement of the Records Managements in
companies
• The support of company requirements, leading to a
more effective and efficient operation
• A Compliance supported, save operation
• The development of key principals for a functioning
and automated RM-System
• A common „language“ for provider and user

ISO 30300:2011
Management systems for records --
Fundamentals and vocabulary
Content:
1) Management standards for records
2) Fundamental explanations
3) Core principles of records systems
4) Terminology and definitions of records systems

ISO 30300:2011
Management systems for records --
Fundamentals and vocabulary
Fundamentals and vocabulary:
Objective:
• Principals for using records management systems
(electronic and physical)
• Specification of process-oriented dispositions
• Specification of the role of the “Top Management“
• Definitions of the used terminology within the
ISO 30300

ISO 30301:2011
Management systems for records -- Requirements
Content:
• Functional requirements for a records system
• Requirements for a certification of the records
system implementing the ISO 30301 specification

ISO 30301:2011
Management systems for records -- Requirements
Objective:
• Specification of the requirements for a records
system
• Guidelines for a records management policy for an
enterprise
• Support for achieving optimal enterprise goals by
implemating a compliant records systems
• Refers to all kinds of forms of organisations

Definitions ISO 15489, ISO 30300 & ISO 30301
„records management system“, „management system
for records“ & „records system“
ISO 15489
“A ‘management system for records’ is the management
system to direct and control an organization with regard
to records. It focuses on controlling the organization.”
ISO 30300
A ‘records system’ is an information system which captures,
manages and provides access to records over time. It is
usually a combination of people, processes, tools and
technology specifically to control records.

PD ISO/TR 17068
PD ISO/TR 17068 Information and documentation --
Records Management --
The Trusted Third Party Repository for Electronic
Records
• Responsible committee:
IDT/2/17 Archive/Records Management
• Status: Approval
• This standard is still under development and will be
categorized in:
• General
• Terminology
• Standardization & Documentation
• Information sciences
• IT applications

50
OTHER STANDARDS

51
ICA
INTERNATIONAL COUNCIL ON ARCHIVES

ICA - Req
ICA International Council on Archives:
ICA-Req: Principles and Functional Requirements for
Records in Electronic Office Environments
• Objective:
to define global uniform principles and functional
requirements for software used to generate and
manage electronic records
• Organized into three modules:
• Module 1: Overview and Statement of Principles
• Module 2: Guidelines and Functional Requirements
for Electronic Records Management Systems
• Module 3: Guidelines and Functional Requirements
for Records in Business Systems
• Based on various information elements

ICA – Req: Scope
• ICA Committee of Best Practices and Standards
(CBPS):
International Standard for Describing Functions
(ICA-ISDF)
• This standard has different information elements
• General in character
• Also for SMEs
• Also for developing countries
• Often „archival“ tendancy
• Certification is planned

ICA-Req
The ICA-Req Suite of principles and functional
requirements is organized in three moduls:
Module 1 Overview and Statement of Principles
Module 2 Guidelines and Functional Requirements for
Electronic Records Management Systems
Module 3 Guidelines and Functional Requirements for
Records in Business Systems

55
DLM FORUM

MoReq®
European Commission and DLM Forum:
Model Requirements for the Management of Electronic Records
MoReq®
• MoReq is not quite a standard, more a guideline and a Code of
Best Practice
• Used like a de facto standard
• Applies to the establishment and operation of document
management and archive systems
• Focus of MoReq is on the handling of electronic documents.
Paper-based documents have become tangential
• Intended for public and private sectors
• MoReq was adopted by several national public sector
standardization organizations
• To fulfill the reqirements can be necessary for Records
Management solutions
• “Pendant” of the american standard DoD 5015.2
MoReq ®, MoReq2 ® und MoReq2010 ® are registered trademarks of the DLM Foundation, United Kingdom,
http://www.DLMForum.eu, see also http://bit.ly/NyO4jN

MoReq®
• MoReq® was developed in 2000/2001 within the
framework of the European IDA project. Supporting
organization was the DLM Forum, funded by the
European Commission.
• MoReq® was supposed to be the European
recommendation for Records Management for all
documents of the government agencies of the European
member states and the European Commission. It never
came to it.
• MoReq® was published in 2001 and translated into many
languages.
• MoReq® was not supported by technical specifications, a
test procedure or a certification. For this reason it was
not implemented by vendors of records management
systems. After publishing MoReq2® the original MoReq®
was inofficially referred to as MoReq1®.

MoReq2®
MoReq2®
• was an evolutional further development of MoReq® (now often
reffered to as MoReq1® )
• better, modularized and extended MoReq1®
• updated MoReq1® regarding new technologies and regulations
• concurs with other norms and standards (ISO 15489, ISO
23081)
• supplemented MoReq1® by XML scheme, test suite and a
certification procedure for software products under the
leadership of the DLM Forum (since 2010 DLM Foundation)
MoReq2® was published electronically and in print in february
2008. The development and certification of MoReq2® was defacto
closed in 2009.
The MoReq2® specification is still translated and used as
standard for describing functionality of Records Management
solutions.

MoReq2010®
• 2009 the revision of MoReq2® was determined (reasons:
complexity and missing acceptance by vendors)
• The revised standard is named MoReq2010®, and
MoReq® now stands for „Modular Requirements for
Records Systems“
• June 2011: MoReq2010® specification 1.0 was published
as PDF. The print version is available free of charge by
http://bookshop.europa.eu/en/modular-requirements-for-records-
systems-pbKAAF11S01/
• In 2012 further still missing modules of MoReq2010®
were provided for reviews. The specification still does
not cover all areas of functionality as originally planned.
MoReq2010® although is already exceeding MoReq2®
• MoReq2010® provides a technical view useful for
records system product designers and programmers

60
(Outdated) MoReq® Roadmap

The High-level of MoReq2010®

MoReq2010® Consultation Portal
• For evaluation and discussion the DLM Forum in
2012 submitted two additional plug-in & extension
modules
"402 File Aggregations and Volumes"
"502 Security Categorization Service“
• Drafts were published on the DLM Forum website
and the consultation has been closed lately

MoReq2010® extension modules
File Aggregation / Container

MoReq2010® extension modules
Security

66
OMG

OMG Records Management
• Specification for Records Management Services,
Submission to the Object Management Group
• Contains models for Software-Services
• Area of application given by the "Platform
Independent Model (PIM)“,
fundamental: OMG MDA Framework
• Three special technologic implementations:
• PSM-1 – Web Services definition for Records
Management Services in Web Service Description
Language (WSDL)
• PSM-2 – A Records Management Service XSD.
• PSM-3 – An Attribute Profile XSD.

68
NATIONAL STANDARDS

US Department of Defense - DoD 5015.2
DoD 5015.2 still is internationally and
with system vendors the most
widespread and accepted standard

70
ANSI
ARMA
AIIM

ANSI/ARMA 19-2012
American National Standard ANSI-ARMA 19-2012:
Policy Design for Managing Electronic Messages
• Sets forth the requirements for a policy guiding the
management of electronic messages as records
throughout their life cycle - from creation to final
destruction or disposition
• Extends to text-based electronic messages or
communications, including e-mail (and related
attachments/metadata), instant messaging, and text
messaging
• Does not include requirements for video
messaging, voicemail/audio-based messaging
applications, and other electronic messaging
platforms within the context of social media

ANSI/ARMA 5-2010
American National Standard ANSI-ARMA 5-2010
Vital Records Programs: Identifying, Managing, and
Recovering Business-Critical Records
• Provides guidance for establishing vital records
management programs to identify, assess, and
protect vital records
• Estimates the impact on the organization in the
event of the destruction or loss of records

ANSI/ARMA 18-2011
American National Standard ANSI-ARMA 18-2011:
Implications of Web-Based, Collaborative
Technologies in Records Management
• Provides guidance for policymaking and processes
in the use of Web portals, wikis, blogs, mash-ups
and related collaborative team technologies
• Includes best practice recommendations

ANSI/AIIM TR31-2004
ANSI/AIIM TR31-2004:
Legal Acceptance of Records Produced by Information
Technology Systems
• This report is a 2004 composite of material published in 1992-
1994 as ANSI/AIIM TR31-1992, ANSI/AIIM TR31-1993, and
ANSI/AIIM TR31-1994 (Part III)
• Those reports dealt with the admissibility in USA federal and
state courts of printouts of document and data records that are
stored digitally
• The reports gave performance guidelines and a self-assessment
checklist to help ensure the admissibility and
trustworthiness of the printouts.
• Part I gives an overview of evidence law
• Part II presents a performance guideline for the legal
acceptance of records produced by IT systems
• Part III offers a self-assessment for accomplishment of the
performance guideline.
• Much of the material applies also to system environments that
are entirely digital

76
GERMANY

Germany
In Germany the term
„Records Management“
is not in use.
The translation from ISO 15489
„Schriftgutverwaltung“
meets neither philosophy nor concept
nor functionality of Records Management.

Germany: OkeVa
Organization concept for electronic administrative
work for the public sector („Organisationskonzept
elektronische Verwaltungsarbeit“)
• Successor (and replacement) of DOMEA
• May 2012 published by Federal Ministry of the
Interior
• Core strategic elements:
• Electronic records (E-Akte) including electronic long-term
storage and disposition
• Electronic process support by: electronic workflow,
electronic cooperation and administrative processes
• „DOMEA-compatible product“ certification is no
longer continued and a certification has not been
implemented for OkeVa

Germany: OkeVa
The organization concept is build as a modular system.
In 2012 the following modules are available:
• Guideline for the responsible managers
• Basics and analysis of requirements
• Electronic records („E-Akte“ – electronic binder)
• Electronic workflow
• Electronic cooperation
• Project guideline
More modules are under development or planned:
• Electronic long-term storage (work in progress)
• Electronic mailroom and signature; including De-Mail
(work in progress)
• Scan-process (work in progress)
• Data protection, personell data and privacy (planned)
• E-Administrative process and case management (planned)

OkeVa
Germany wants to learn from the
„debacle“ of DOMEA:
more simple, straight forward, modular, up-to-date
- and without certification of products.
But -
the new organization concept
is already overloaded by German „specialities“

81
AUSTRALIA
SWITZERLAND
AUSTRIA
BRASIL
FINLAND
CANADA
NEW ZEALAND
NORWAY

82
Other international standards
Country Abbreviation Title
Australia AGRMS Australian Government Recordkeeping Metadata Standard Version
2.0
AGLS Australian Government Locator Service,
published as AS Australian Standard 5044-2010
AS 5090:2003 AS Australian Standard:Work process analysis for recordkeeping
Switzerland GEVER Elektronische Geschäftsverwaltung
Austria ELAK Elektronischer Akt
Brasil e-ARQ Brasil
(v1.1)
Modelo de Requisitos para Sistemas Informatizados de Gestão
Arquivística de Documentos, v1.1
Finland SÄHKE2 Sähköisten asiakirjallisten tietojen käsittely, hallinta ja säilyttäminen
Canada CAN/CGSB-
72.34-2005
(“72.34”)
Electronic Records as Documentary Evidence
New Zealand DRS Digital Recordkeeping Standard
Norway NOARK 5 Norwegian Archive Standard

Uncontrolled growth of „standards“
Wouldn`t it make sense „to forget“ all
national and technical standards of
Records Management
and
use a simple – but worldwide valid –
guideline like GARP General Accepted
Records Keeping Principles instead?

84
# TRENDS

Create order
„Records Management“
vs.
Search in chaotic repositories
„Enterprise Search“

Trends
Googlerisation & Consumerisation
do not match with Records Management
philosophy and requirements

Records Management vs. Enterprise Search
Theses
• Enterprise Search is the „natural enemy“ of classified,
datenbase managed and with metadata enabled
„Records Management“.
• One expects to find everything in one slot by a simple
query –
time-consuming faceted search is „out“.
• Automatic classification is the key to overcome the
bottleneck of information capture.
• Compliance requirements currently seem to be the last
„firewall“, perhaps even the „last stand“ of traditional
records managements

The traditional funnel concept – outdated?
Many documents
Some records
Few
Archive objects

Lifecycle
The essential question is:
Facing the raising flood of information, big data -
how do we manage efficiently
without tormenting manual sysyphus work and
with safeguarding the necessary quality of
metadata,
the step from document to record
and
the step from record to archive object?

Explosion of Corporate Data
Source: http://www.it.com/images/datagrowth.png

Dependence…
… on the correctness and availability of information.
The dependence on electronic information is
underestimated.
The dependence on the availability of electronic
information is constantly growing. Virtually all
public areas, our economy and our government
work with electronic information only. If not
available, we are unable to work – or to survive
in future.
Availability, completeness and correctness of
information already is an existential question.

Digital Natives – a false hope?
Many believe that the up-and-coming generation,
grown up with Web 2.0, mobile & gaming console
is better prepared to succeed in the electronic
virtual world. This is a false conclusion!
Digital Natives are often only able to use intuitive
surfaces, a superficial wipe without knowledge of
the technologies and information structures
below.
The need for information professionals grows and
there is not enough education.
Source: Ulrich Kampffmeyer

Information Management Professionals
Information Management Professionals are
needed – now!
Archivists, librariens, documentarists – they must
change to become information managers!
They have move out from the cellars and shelf
prisons, move up from the end of the information
lifecycle to the origin, where information is
designed, received or created.
They must become reponsible for the process of
information management from the beginning.
Source: Ulrich Kampffmeyer

The Value of Information – a Challenge
Information has to be managed,
to be used as knowledge,
to be used in processes,
© Copyright PROJECT CONSULT GmbH 2002 / Autorenrecht Dr- Ulrich Kampffmeyer 2001-2002
Records Management: definitions, principles, standards and trends Dr. Ulrich Kampffmeyer DMS EXPO International Business Track 95
to be of value!

Records Management Fachtag 2012
More information – and in
© Copyright PROJECT CONSULT GmbH 2002 / Autorenrecht Dr- Ulrich Kampffmeyer 2001-2002
Records Management: definitions, principles, standards and trends Dr. Ulrich Kampffmeyer DMS EXPO International Business Track 97
German language?
The PROJECT CONSULT Records
Management Fachtag November
27th, 2012, Offenbach
with d.velop, Iron Mountain, qumram,
SAPERION, SER and other RM
specialists

PROJECT CONSULT
Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH
Postfach 20 25 55
20218 Hamburg
98
It was a pleasure
speaking to you!
Ulrich Kampffmeyer
Email: DrUKff@PROJECT-CONSULT.com
Presentation, more information...
Download Handout: www.PROJECT-CONSULT.de/files/20121025_DMSEXPO_IBD_2_Kampffmeyer_RM.pdf
Download Show: www.PROJECT-CONSULT.de/files/20121025_DMSEXPO_IBD_2_Kampffmeyer_RMppsx
The use of the presentation and its content is only for private non-commercial purposes

[EN] Records Management: Definitions, Principles, Standards and Trends | DMS EXPO 2012 | Ulrich Kampffmeyer

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[EN] Records Management: Definitions, Principles, Standards and Trends | DMS EXPO 2012 | Ulrich Kampffmeyer