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

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

ISO ISO 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 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

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

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 Information technology – Universal Multiple-Octet Coded Character Set   ISO 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

List of guidelines   Accessibility Guidelines SPRITE-S2 initiative ACCENT – Accessibility in ICT Procurement ( W3C Web Content   Accessibility Guidelines ( Microsoft Official Guidelines for User Interface Developers and Designers Chapter 15, Special Design Considerations, Accessibility ( 4 Long Term Preservation Guidelines InterPARES project (   Preserving Access to Digital Information (PADI) project National Library of Australia ( UK Public Record Office Management, Appraisal and Preservation of Electronic Records Guidelines, see particularly volume 2 chapter 5 (   Reference Model for an Open Archival Information System (OAIS) draft intended to become an ISO standard, (available at time of writing at

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

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

PDF / A Towards ISO certification Towards ISO certification Open standard (such as TIFF)Open standard (such as TIFF) ISO certification phasesISO certification phases De facto standardDe facto standard ISO 9001 ISO 9001 ISO ISO 15489

PDF/A ISO

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

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

Thank you Q & A