Achieving a just and secure society Records and Information Standards This presentation includes work of the ISO TC 171 SC3 JWG Joanna Baker, IIM Conference, Canberra 2007

Achieving a just and secure society Records & Information Standards Standards development

Achieving a just and secure society Records & Information Standards Benefits of Standards Protecting Australians Supporting innovation Boosting production and productivity Making Australian businesses more competitive Linking Australia to the world Complementing regulation Rewarding participants

Achieving a just and secure society Records & Information Standards Standards Development Process Request for a Standard Project approved Formation of a Technical Committee Preliminary draft Committee draft Draft for public comment Consideration of comment Draft for postal ballot The published Standard Openness and transparency of process Consensus Revision of existing Standards

Achieving a just and secure society Records & Information Standards Cardinal Principles Open Any affected or interested representative organization has the opportunity to participate. Balanced The committee shall be balanced and not dominated by any single interest category or organization. Due Process All valid objections shall have an attempt made towards achieving resolutions. Consensus More than a majority but not necessarily unanimity. Altruism and self interest Standardization allows individual expertise contribute to the wellbeing and competitive advantage of the nation and industry

Achieving a just and secure society Records & Information Standards Australian Standards Committee for Records & Document Management – IT-021 The mission of IT-021 is to provide direction and best practice guidance for the design and application of recordkeeping & document management practices, process and functions.

Achieving a just and secure society Records & Information Standards IT-021 Publications AS ISO & 2 Records management AS ISO Electronic imaging - Information stored electronically - Recommendations for trustworthiness and reliability AS ISO Long-term preservation of electronic document-based information AS ISO Document management - Electronic document file format for long- term preservation - Use of PDF 1.4 (PDF/A-1) AS ISO Information and documentation - Guidelines for standards drafters for stating records management requirements in standards AS ISO Information and documentation - Records management processes - Metadata for records - Principles AS & AGLS Metadata element set - Reference description & Usage guide AS Work process analysis for recordkeeping

Achieving a just and secure society Records & Information Standards Draft Standards Due for Publication DR CP Electronic imaging - Forms design optimisation for electronic image management DR CP Information and documentation - Records management processes - Metadata for records - Part 2: Conceptual and implementation issues

Achieving a just and secure society Records & Information Standards IT-021 Membership Archives New Zealand Attorney General's Department Australian Society of Archivists Chairs IT-021-Sub Committees Chartered Secretaries Australia Council of Australasian Archives and Records Authorities Department of Defence (Australia) Department of Foreign Affairs and Trade Department of Immigration, Multicultural and Indigenous Affairs (Federal) Health Information Management Association of Australia Independent Chairperson Institute for Information Management Law Council of Australia Monash University NSW Department of Commerce National Archives of Australia National Library of Australia Public Record Office Victoria Queensland State Archives Records Management Association of Australasia State Records New South Wales The Institute of Internal Auditors - Australia

Achieving a just and secure society Records & Information Standards IT-021 Subcommittees IT Revision of AS & 2 - Records Management standards IT Work Process Analysis IT Compliance IT Recordkeeping metadata IT AGLS IT Records Management Classification IT Physical Storage Non Current Records IT Integration of Digitisation IT System Migration IT Micrographics - Electronic imaging

Achieving a just and secure society Records & Information Standards International Standards ISO TC 46 SC 11 – Archives/Records Management Secretariat - Australia Member Nations – 26 Participating Countries 12 Observer Countries 4 Working Groups 3 Joint Working Groups Internal & External liaisons

Achieving a just and secure society Records & Information Standards SC11 Publications ISO :2001 Information and documentation -- Records management -- Part 1: General ISO/TR :2001 Information and documentation -- Records management -- Part 2: Guidelines ISO 22310:2006 Information and documentation -- Guidelines for standards drafters for stating records management requirements in standards ISO :2006 Information and documentation -- Records management processes -- Metadata for records -- Part 1: Principles

Achieving a just and secure society Records & Information Standards IT-021 Current projects Development of a compliance handbook to support implementation of AS ISO Development of a National recordkeeping metadata set consistent with ISO/TS Maintenance, review and revision of AS 5044 – AGLS Metadata Element Set including options for use in indicating W3C conformance Development of a Handbook on the construction of records classification tools that supports compliant recordkeeping systems developed in accordance with ISO Development of a storage standard for Non Current Records. Development of guidance on undertaking a digitisation, imaging or scanning project Development of guidelines that address the issues and requirements involved in maintaining the authenticity and integrity of digital records over time.

Achieving a just and secure society Records & Information Standards SC11 Current projects Development of recordkeeping metadata framework standards. The revision of ISO parts 1 and 2. Adoption of AS 5090 Australian Work Process Analysis for Recordkeeping a Joint Working Group on Digital records preservation Liaison with Document Management Standards committees

Achieving a just and secure society Records & Information Standards Relationships between standards Developed in different domains Overlap Differing terminology Still useful!

Achieving a just and secure society Records & Information Standards THE AIIM ECM Framework Capture Manage Deliver Store Preserve Enterprise Content Management (ECM) is the technologies used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization’s unstructured information, wherever that information exists. AIIM, 2006

Achieving a just and secure society Records & Information Standards Capture Manage Deliver Store Preserve AS ISO 15489: Records Management ISO/IEC 27000: Information Security Draft TR 40: EDMS Selection and Implementation ISO 14105: Human and organizational issues for successful Electronic Image Management (EIM) implementation

Achieving a just and secure society Records & Information Standards Generating, capturing, preparing & processing analogue & digital information AS ISO 23081: Metadata AS ISO 12029: Forms design for Imaging ISO/TR 15801: Information stored electronically -- Recommendations for trustworthiness and reliability ISO/IEC : Information technology -- Open Document Format for Office Applications (OpenDocument) v1.0 Archives NZ Digitisation Standard Many microfilm standards The objective of all "Capture" components is the provision of information to the "Manage" components for further processing or archiving. Capture

Achieving a just and secure society Records & Information Standards Management, processing & use of information ISO 14105: Human and organisational aspects ISO/TR 15801: Information stored electronically -- Recommendations for trustworthiness and reliability AS ISO 23081: Metadata ISO 5963: Methods for examining documents, determining their subjects, and selecting indexing terms AS 5090: Work process analysis for recordkeeping Today, "Manage" components are offered individually or integrated as suites. In many cases they already include the "Store" components. Manage

Achieving a just and secure society Records & Information Standards Temporary storage of information ISO/TS 12033: Guidance for selection of document image compression methods ISO/TR 12037: Recommendations for the expungement of information recorded on write- once optical media ISO 11799: Document storage requirements for archive and library materials "Store" components are used for the temporary storage of information which it is not required or desired to archive. Even if it uses media that are suitable for long-term archiving, "Store" is still separate from "Preserve." Store

Achieving a just and secure society Records & Information Standards Present information from the ‘Manage’, ‘Store’ & ‘Preserve’ components AS ISO : Metadata AS ISO : PDF/A ISO/IEC : JPEG 2000 image coding system XML Paper The task of the various "Deliver" components is to provide information to users in the best way for the given application, while controlling its use as far as possible. Deliver

Achieving a just and secure society Records & Information Standards Long-term, safe storage. Conversion, migration and long term storage media AS ISO 19005: Electronic document file format for long-term preservation -- Use of PDF 1.4 (PDF/A-1) AS 4003 : Permanent paper AS ISO : Long-term preservation of electronic document-based information ISO Space data and information transfer systems -- Open archival information system -- Reference model Standards for interfaces, meta data, data structures and object formats are important to secure the availability of information. Preserve

Achieving a just and secure society Records & Information Standards Future Management System Standard family for Records and Document Management Standards Interoperable ECM Scope: Responsible for creating an international standard composed of SOA / web services by which enterprise content management related systems, portals and enterprise applications can interoperate enabling content (unstructured and semi structured data) to be exchanged, integrated and managed securely between systems. iECM (Interoperable Enterprise Content Management) Consortium, organized by AIIM (Association for Information and Image Management)

Achieving a just and secure society Records & Information Standards Thank you References: AIIM. (2005). What is ECM?. Retrieved, 26/7/07 from: International Organization for Standardization. (2006). Overview of the ISO system. Retrieved, 26/7/07 from: Standards Australia. (n.d.). What is a Standard? Retrieved, 26/7/07 from: Standards Australia. (n.d.). Development Phases. Retrieved, 26/7/07 from: Standards Australia. (n.d.). IT-021 Records Management Systems Member Working Area. Retrieved, 26/7/07 from: Wikipedia (2007). Enterprise content management. Retrieved, 26/7/07 from: