Iso / ica-2 Compliance Scorecard

Transcription

1 The following table details the areas of the ISO / Stard, where SharePoint has been found to be only partially compliant. This stard is often used as a proxy for requirements for a Records system. One of the key benefits of RecordPoint is that it has been developed to address not only these compliance concerns but also a number of areas where SharePoint is technically compliant with the stard, but achieving this compliance is potentially cumbersome difficult to resource or sustain. See Also: How RecordPoint enhances management in SharePoint Requirement Section 3.2 Req 43 Identification Allow the format of the unique identifier to be specified at configuration time. RecordPoint provides powerful numbering functionality which is able to be unique across an entire organisation regardless of the number of farms or site collections. Section Req 53 Support the allocation of unique identifiers to within the structure RecordPoint also generates a record number for all object types managed as a record.separate schemas can exist for aggregations, (including non-electronic objects such as boxes). Section Req 54 Where the unique identifiers are based on sequential number, the electronic management system should: Have the capacity to automatically generate the next sequential number within the for each new electronic aggregation. RecordPoint allows for the automatic generation application of sequential numbers.the numbering schema can be configured as required. Section Req 84 Classification processes Automatically include in the metadata of new volumes those attributes of its parent aggregation s management metadata that assign context (for example, name, code). New volumes automatically include the metadata from their parent. Section Req 86 Classification processes Prevent the user from adding electronic to a closed volume. If a volume is closed, RecordPoint will not allow items to be added to it.

2 Section Req 105 Executing security controls Provide one of the following responses (selectable at configuration time) whenever a user requests access to, or searches for, a record, volume or aggregation that they do not have the right to access: display title management metadata; display the existence of an aggregation or record (that is, display its file or record number) but not its title or other management metadata; or not display any record information or indicate its existence in any way. RecordPoint will not display items to which a user does not have access while browsing, in search results or physical file requests. Section Req 125 Records management process metadata Be able to export metadata for specified selected groups of without affecting the metadata stored by the electronic management system. RecordPoint provides powerful export functionality which allows groups or including their associated metadata to be exported. The format of the output is fully configurable. Section Req 127 Records management process metadata Be able, at a minimum, to provide reports for actions on aggregations organised: by record or aggregation; by user; in chronological sequence. RecordPoint uses SQL Server Reporting Services (SSRS) to enable reporting on any activity or objects in the system. These reports can be grouped sorted as required. Section Req 132 Tracking record movement Record information about movements including: unique identifier of the aggregation or record; current location as well as a user-defined number of previous locations (locations should be user-defined); date item received at location (for transfers); date item sent/moved from location; user responsible for the move (where appropriate). RecordPoint allows non-electronic to be requested tracked. All non-electronic maintain the following items of metadata: unique identifier of the aggregation or record; current location (locations are selectable form a managed list); date item received at location (for transfers); date item sent/moved from location; user responsible for the move (where appropriate) Section Req 134 Be able to define in the aggregations volumes, must allow the presence of non-electronic in these volumes to be reflected managed in the same way as electronic. RecordPoint provides comprehensive functionality to allow the management of non-electronic files boxes. These are able to managed in exactly the same way as electronic. This functionality requires no additional configuration is much richer than that provided out of the box in SharePoint.

3 Req 135 Allow both kinds of record to be managed in an integrated manner. RecordPoint provides comprehensive functionality to allow the management of non-electronic files boxes. These are able to managed in exactly the same way as electronic. This functionality requires no additional configuration is much richer than that provided out of the box in SharePoint. Req 136 Support the allocation of unique identifiers to within the structure RecordPoint allows any electronic aggregation to be managed as a hybrid file include both non-electronic electronic. Req 139 Include features to control record access to aggregations, including controls based on security category, which are comparable with the features for electronic aggregations. Req 140 Support tracking of non-electronic aggregations by the provision of request, check-out check-in facilities that reflect the current location of the item concerned. New volumes automatically include the metadata from their parent. Section Req 86 Allow a non-electronic aggregation that is associated as a hybrid with an electronic aggregation to use the same title numerical reference code, but with an added indication that it is a hybrid aggregation. RecordPoint fully supports the creation printing of Barcodes labels to support tracking of non-electronic. Req 141 Support the printing recognition of bar codes for non-electronic objects (for example, documents, files other containers), or should support other tracking systems to automate the data entry for tracking the movement of such non-electronic. RecordPoint fully supports the creation printing of Barcodes labels to support tracking of non-electronic.

4 Req 142 Support the retention disposal protocols routinely apply to both electronic non-electronic elements within hybrid aggregations. RecordPoint allows electronic, non-electronic hybrid aggregations to be retain disposed of identically. Req 143 Where aggregations have security categories, the electronic management system must:ensure that a record is allocated the same security category as an associated electronic record within a hybrid aggregation. RecordPoint allows electronic, non-electronic hybrid aggregations to be retain secured identically. Section Req 144 Provide a function that: specifies disposal ; automates reporting actions; provides integrated facilities for exporting management metadata. RecordPoint provides rich functionality to support all activities related to the disposal, review authorisation or aggregations.in addition exporting their associated metadata is fully supported.these functions requires no additional configuration are much richer than that provided out of the box in SharePoint. Section Req 171 Be able to specify the frequency of a disposal authority report, the information reported highlight exceptions such as overdue disposal. RecordPoint automatically identifies all which are ready for disposal as soon as their disposal conditions are met. These remain in a Record Managers queue until they are dealt with. Alerts can be set on the queue to notify Records Managers or required action. Section Req 172 Alert the administrator if an electronic aggregation that is due for is referred to in a link from another aggregation pause the process to allow the following remedial action to be taken: confirmation by the administrator to proceed with or cancel the process; generation of a report detailing the aggregation or record(s) concerned all references or links for which it is a destination. RecordPoint supports the creation of reports which can identify all references or links between aggregations

5 Section Req 173 Support reporting analysis tools for the management of retention disposal by the administrator, including the ability to: list all disposal ; list all electronic aggregations to which a specified disposal authority is assigned; list the disposal authority(s) applied to all aggregations below a specified point in the hierarchy of the ; identify, compare review disposal (including their contents) across the ; identify formal contradictions in disposal across the. RecordPoint uses SQL Server Reporting Services (SSRS) to enable reporting on any activity or objects in the system. This includes the ability to: list all disposal ; list all electronic aggregations to which a specified disposal authority is assigned; list the disposal authority(s) applied to all aggregations below a specified point in the hierarchy of the ; identify, compare review disposal (including their contents) across the ; identify formal contradictions in disposal across the. Req 179 export Be able to include a copy of the entire metadata set associated with the aggregations that are transferred or exported from an electronic management system. RecordPoint provides functionality to export the entire metadata model associated with all aggregations. Req 180 export Produce a report detailing any failure during a transfer, export or. The report must identify any destined for transfer that have generated processing errors, any aggregations or that are not successfully transferred, exported or destroyed. RecordPoint uses SQL Server Reporting Services (SSRS) to enable reporting on any activity or objects in the system. This includes the ability to identify any destined for transfer that have generated processing errors, any aggregations or that are not successfully transferred, exported or destroyed. Req 186 export Provide a utility or conversion tool to support the conversion of marked for transfer or export into a specified file transfer or export format. RecordPoint provides functionality to convert marked for transfer into a specified long-term retention format (e.g. PDF/A) Req 188 export Provide the ability to sort electronic aggregations selected for transfer into ordered lists according to user-selected management metadata elements. RecordPoint allows selected for transfer can be exported to Excel where they can be sorted filtered as required. Req 189 export Require the administrator to confirm that the non-electronic part of the same aggregations has been transferred, exported or destroyed before transferring, exporting or destroying the electronic part. RecordPoint allows the Records Manager to apply a receipt or confirmation of to any disposal or transfer including those incorporating non-electronic aggregations.

6 Section Req 193 Retention disposal of electronic non-electronic Alert the administrator to the existence location of any hybrid non-electronic aggregation associated with a hybrid electronic aggregation that is to be exported or transferred. This requirement is provided via the RecordPoint disposal report. Section Req 197 Retention disposal of electronic non-electronic Be able to export transfer management metadata of non-electronic aggregations. RecordPoint fully supports the export transfer of management metadata for non-electronic aggregations. Section Req 198 Retention disposal of electronic non-electronic Support the application of a review decision taken on a group of aggregations to any non-electronic aggregations within that group, by notifying the administrator of necessary actions to be taken on the aggregations. RecordPoint supports comprehensive review s for electronic non-electronic aggregations. The outcomes of any review are fully audited. Section 3.7 Req 211 Disseminate Search, retrieve render Allow users to retrieve aggregations directly through the use of a unique identifier. RecordPoint includes a Web Part that supports direct access to aggregations via their unique identifier. This identifier can also be included as a search refiner or facet. Section Req 234 Disseminate Rendering: printing: Allow the administrator to specify that all printouts of have selected management metadata elements appended to them, for example, title, registration number, date security category. All RecordPoint metadata can be included in the header or footer of any printed, via the use of templates or macros. Section Req 255 Administer Administrator functions Support the movement of users between organisational units. RecordPoint is not affected by the movement of users between organisational units. For more information contact RecordPoint on or info@recordpoint.com