Practical Tools for Electronic Records Management and Preservation
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1 Practical Tools for Electronic Records Management and Preservation This material is based upon work supported in part by the National Historical Publications and Records Commission under Grant No Center for Technology in Government University at Albany / SUNY ª 1999 Center for Technology in Government The Center grants permission to reprint this document provided that it is printed in its entirety
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7 Records Requirements Analysis and Implementation Tool Records Requirements Elicitation Component Records Requirements Implementation Component Three Levels of Requirements Business Process Record System Three Types of Implementation Strategies Management Policy Technology Categories of Functional Requirements Records Capture Records Maintenance & Accessibility System Reliability RREC Business Process Level Record Level System Level
8 Process Process Decision Process Process Records Requirements Elicitation Component Business Process Level - for each sub-task: 1. Documents or information accessed 2. How or when requirements associated with the process 3. When is the record modified? 4. What components of the record are created or modified? 5. Information about the record components 6. Proofs of authenticity associated with the record components Permit Tax Map Map Deed Record Environmental Analysis Survey Permit Application Records Requirements Elicitation Component Record Level 1. What is a record? 2. What is a legal minimum record? 3. Required record structure 4. Information about the record 5. Information to verify authenticity and interpretation 6. Internal access mechanisms 7. External access mechanisms 8. Reproducing records for external dissemination 9. Records disposition plans Hardware, Software, and System Administration Records Requirements Elicitation Component System Level 1. Integrating records from other systems 2. Systems migration 3. Technology standards: a. Meta data requirements b. Industry standards c. Jurisdictional standards Technology, Management, and Policy Strategies Records Requirements Implementation Component For each of the identified RM Requirements: Can it be addressed through technology? If yes a. Will policies need to be developed or changed? b. What sorts of management practices will be required? If no c. What policies and management strategies will support the requirements?
9 Records Requirements Elicitation Component Business Process Level 1. What is the transaction to be automated (from the perspective of the customer)? 2. What are the subtasks associated with the transaction?* 3. For each of the subtasks... Basis for the answer A. What is the purpose of the subtask? Is it intended to fulfill a legal, regulatory, or operational purpose? 1. Are there any when or how requirements for the transaction? (i.e. time clocks or standard professional techniques) B. What other documents or information must be accessed during the sub-task? C. Is the record of the transaction created or modified? 1. If yes, at what point in the transaction is the record created or modified? 2. Who is authorized to change or modify the record? 3. What is the content of the record or the component of the record created or added during the subtask? a. Are there documents or information created by other systems that must be integrated into the record? b. Is there any information about the component of the record that must be collected and maintained? c. Are there any proofs of authenticity associated with the content created or modified during the sub-task? Legal Regulatory Best Practices Agency policies & practices *A sub-task starts a process and ends with a decision point or completes the transaction.
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11 Records Requirements Eliciation Component Record Level 1. What are the current components of a complete or final record of the transaction? 2. What are the minimal components to provide evidence of the transaction? (If you went to court, what would be the minimum information that you would need?) 3. Are there any laws, regs, or professional best practices that specify the structure (including medium, format, relationships) of the record or any of its components? 4. What information must be created to control, manage, and access the record throughout its life-cycle? (What information about the record do you need: e.g. who created it, when, etc.) 5. For each of the components of the record, what information is essential to access, verify the authenticity, interpret the contents, etc.? 6. During what other business processes might you need access to this record? A. For each of these other business processes, which components of the record need to be accessed? B. For each of these business processes, what are the best ways to access the records (i.e. indexing)?* 7. Who are the external secondary users of the record? A. Which components of the record are required by external secondary users? B. For each of these secondary uses, what are the most efficient/effective ways of accessing components of the records (i.e. indexing)? C. How will the record be reproduced to meet the needs of internal and external secondary users? D. What are the rules, laws, and regulationss that restrict or open access to these records to external users? E. If these records are covered by FOIL: For those components of the record that the Agency wishes to restrict access to, which category of exemption does the component fall under? For each of the components, what format are they currently in (e.g. GIS, database, WP, paper forms, narrative maps) and how will they be reproduced for distribution? 8. What is the record disposition plan? 9. Who is responsible for authorizing the disposition of records? 10. Who is responsible for authorizing the development or changes to the records disposition plan? * Identify the business process that requires the most robust access and then determine if the other processes require additional access methods
12 Records Requirements Elicitation Component System Level How will the system accommodate the required integration of records from other systems? What other systems might these records be migrated to? What is your system s migration plan? For each of the technologies being used to support the business process: What are the meta data requirements? What are the industry standards? What are the jurisdictional standards?
13 Records Requirements Implementation Component (RRIC) For each of the identified records management requirements: Can it be addressed through technology? If yes, Will policies need to be developed or changed? What sorts of management practices will be required? If no, What policies and management strategies will support the requirements? Implementation Strategies for Records Management Requirements Strategies Policy Management Technology Requirement 1 Requirement 2 Requirement 3 Requirement
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16 Center for Technology in Government University at Albany / SUNY 1535 Western Avenue Albany, NY Phone: Fax: info@ctg.albany.edu
Models for Action: Practical Approaches to Electronic Records Management & Preservation. Project Report 98-1
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Models for Action: Developing Practical Approaches to Electronic Records Management and Preservation
This article originally appeared in Bulletin of the American Society for Information Science and Technology, Volume 23, Number 5, June/July 1997, a publication of the American Society for Information Science
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