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32 nd Session of SIO Thessaloniki

32 nd Session of SIO Thessaloniki. Standards for digital archives and electronic records management. Milovan Misic. Tuesday, September 26, 2006. Standards and requirements. Applicable standards Why and Who When and How Not all need standards? Recommendation Q & A

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32 nd Session of SIO Thessaloniki

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  1. 32nd Session of SIO Thessaloniki Standards for digital archives and electronic records management Milovan Misic Tuesday, September 26, 2006

  2. Standards and requirements • Applicable standards • Why and Who • When and How • Not all need standards? • Recommendation • Q & A • So WHY do we need standards?

  3. ISO 15489 • ISO 15489 was developed in response to a consensus among participating member countries to standardise international best practice in records management, using the Australian Standard AS 4390 as its starting point. ISO 15489 comes in two sections, Part 1 covers the general principles, Part 2 is an implementation guide, containing a methodology and overview of processes as well as a bibliography. • The main sections of the Standard are: • Part 1: General • 1. Scope of the Standard • 2. Normative references • 3. Terms and definitions • 4. Benefits of records management • 5. Regulatory environment • 6. Policy and responsibilities • 7. Records management requirements (including principles of records management programme and characteristics of a record) • 8. Design and implementation of a records system • 9. Records management processes and controls (including classification, vocabulary control access etc.) • 10. Monitoring and auditing • 11. Training • Part 2: Guidelines • 1. Scope of the Standard • 2. Policies and responsibilities • 3. Strategies, design and implementation • 4. Records processes and controls • 5. Monitoring and auditing • 6. Training

  4. Setting up an ERMS • 1. Set policies at top level • 2. Identify requirements thoroughly • 3. Include non-RM requirements • 4. Remember non-functional requirements • 5. Identify metadata fields and rules early • 6. Analyse access rules • 7. Customise specification for your environment

  5. List of standards • Standards • BS 4783 Storage, transportation and maintenance of media for use in data processing and information storage (in several parts) • BS 7978 Bundles for the Perpetual Preservation of electronic documents and associated objects • ISO 639 Codes for the representation of names of languages • ISO 3166 Codes for the representation of names of countries • ISO 8601 Data elements and interchange formats – Information interchange – Representation of dates and times • ISO 8859 Information technology – 8-bit single-byte coded graphic character sets • ISO 9075 Information technology – database languages – SQL • ISO 10646 Information technology – Universal Multiple-Octet Coded Character Set • ISO 23950 Information retrieval – application service definition and protocol specification • 2 Other Guidelines • 90/270/EEC European Commission “Display Screen Equipment Directive” • BSI DISC PD 0008 Code of Practice for the Legal Admissibility and Evidential Weight of Information Stored Electronically • BSI DISC PD2000-1:1998 A Definition of Year 2000 Conformity Requirements (available from http://www.bsi.global.com)

  6. List of guidelines • Accessibility Guidelines SPRITE-S2 initiative ACCENT – Accessibility in ICT Procurement (http://www.statskontoret.se/accenteng.htm) W3C Web Content • Accessibility Guidelines (http://www.w3.org/TR/WAI-WEBCONTENT) Microsoft Official Guidelines for User Interface Developers and Designers Chapter 15, Special Design Considerations, Accessibility (http://msdn.microsoft.com/library/books/winguide/ch15c.htm) 4 Long Term Preservation Guidelines InterPARES project (http://www.interpares.org) • Preserving Access to Digital Information (PADI) project National Library of Australia (http://www.nla.gov.au/padi/) UK Public Record Office Management, Appraisal and Preservation of Electronic Records Guidelines, see particularly volume 2 chapter 5 (http://www.pro.gov.uk/recordsmanagement/eros/guidelines/default.htm) • Reference Model for an Open Archival Information System (OAIS) draft intended to become an ISO standard, (available at time of writing at http://www.ccsds.org/documents/pdf/CCSDS-650.0-R-1.pdf)

  7. Which standard to follow • Dublin Core Metadata Set • Pittsburgh Metadata • ICA Guide for Managing • DLM Forum Guide • ISAD(G) • UBC-MAS Project • ISO 15489 • R/DIM • BSI PD 0008 • US DoD 5015.2

  8. Which standard to follow • Dublin Core Metadata Set • Pittsburgh Metadata • ICA Guide for Managing • DLM Forum Guide • ISAD(G) • UBC-MAS Project • ISO 15489 • R/DIM • BSI PD 0008 • US DoD 5015.2

  9. PDF / A • Towards ISO certification • Open standard (such as TIFF) • ISO certification phases • De facto standard • ISO 9001 • ISO 15489

  10. PDF/A ISO 19005-2

  11. PDF / A status • How are ISO standards developed? • ISO standards are developed according to the following principles: • ConsensusThe views of all interests are taken into account: manufacturers, vendors and users, consumer groups, testing laboratories, governments, engineering professions and research organizations. • Industry-wideGlobal solutions to satisfy industries and customers worldwide. • VoluntaryInternational standardization is market-driven and therefore based on voluntary involvement of all interests in the market-place.

  12. ISO phases • International Standards are developed by ISO technical committees (TC) and subcommittees (SC) by a six step process: • Stage 1: Proposal stage • Stage 2: Preparatory stage • Stage 3: Committee stage • Stage 4: Enquiry stage • Stage 5: Approval stage • Stage 6: Publication stage

  13. Thank you Q & A milovan.misic@wipo.int

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