[EN] Records Management & MoReq2 | innova.doc 2009 | Barcelona | Ulrich Kampffmeyer

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DLM Network EEIGRMDr. Ulrich Kampffmeyer

PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Records Management & MoReq2

Dr. Ulrich KampffmeyerDLM Network EEIGinnova.docBarcelona, October 6th 2009

P R O J E C T C O N S U L TUnternehmensberatung Dr. Ulrich Kampffmeyer GmbH

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DLM ForumRMDr. Ulrich Kampffmeyer

PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2008Agenda

Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 2 of 141Introduction: Records and Records ManagementStandards: Records Management and Digital Preservation StandardisationMoReq: Status, Scope and Vision of MoReq2Studies: The Market for Records ManagementChallenge: Breaking the Barriers of Traditional Records ManagementOutlook: The Future of Records and Information Management

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2008

Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 3 of 141Introduction: Records and Records Management

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Document

is no easy term

as well in Catalan it can have different meaningsDr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 4 of 141

Introduction:Records and Records ManagementTerminology

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ISO 15489 Records ManagementInformation created, received, and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transaction of business.Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 5 of 141

Introduction:Records and Records ManagementDefinition: Record

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2008What is a Record?

A record can be any type of content having to do with a business activity or transaction.

The physical form is irrelevant. Only the content and legal character matter.

Examples for records are e-mails, contracts, business agreements, account balances, reports, video/audio files a.s.o.Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 6 of 141

Introduction:Records and Records Management

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Business Value Legal Value Context Integrity Persistence Authenticity Defined Metadata Consistency Classification and more Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 7 of 141

Introduction:Records and Records ManagementRecords can be defined bytheir attributes

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2008Definition: Records Management

Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 8 of 141

ISO 15489 Records ManagementField of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records.Introduction:Records and Records Management

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2008What is Records Management?

Imaging of filing plans and other structured directories for the orderly storage of informationThesaurus or controlled vocabulary-based, unambiguous indexing of informationManagement of retention schedules and deletion schedulesProtection of information according to ist characteristics, for example down to individual content components of documentsThe use of international, industry-specific or at least companywide standardised metadata for the unambiguous identification and description of stored informationDr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 9 of 141


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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2008What is Records Management?

Records Management is media-agnostic.

Management of physical records, for example paper documents (by references in software systems)

Electronic records management (digital objects) Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 10 of 141


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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2008What is Electronic RecordsManagement?

Records Management or Electronic Records Management (ERM) has to do with the structuring, administrative and organisational components of records management.

ERM is not equivalent to electronic archiving or digital preservation, although there are many commonalities.

Records Management is supported by numerous international standards.Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 11 of 141


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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2008What is Records LifecycleManagement?

Retaining informationInformation that must be retainedInformation that should be retained

Disposing of informationRules for and proof of destructionDr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 12 of 141


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Standards:Records Management and Digital Preservation Standardisation

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2008Standards relate to various levels and purposes

Technology Methods Architectures Functionality Logs and audit trails Formats Processes Metadata Interfaces Procedures Analyses and presentation Visualisation and many other (business) aspectsDr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 14 of 141


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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2008Records Management TerminologyDr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 15 of 141

ISO 15489: 2003, Part 1 and 2Information and DocumentationANSI/AIIM TR2-1998,Technical Report for Information and Image ManagementGlossary of document-related technologies published by AIIM InternationalMoReq, Model Requirements for the Management of Electronic RecordsPublished by the Office for Official Publications of the European Commission, 2001/2002ISO 12651:1999Vocabulary of Electronic ImagingGlossary of Records and Information Management TermsARMA International, 3rd Ed., 2007


some call this now MoReq1

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Roadshow 2009Records Management& MoReq2Dr. Ulrich Kampffmeyer12. + 14.05.2009

PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009ISO 12652Technical report on planning the preparation of documents for scanner systemsISO 12653:2000Test page for black and white scanning of office documentsISO 1203:3 Guidance for selection of document image compression methodsISO/TS 12022:2001Guide to compression processes for imaged documentsANSI/AIIM TR15-1997Planning the preparation of documents for imagingANSI/AIIM TR32-1994Paper forms design optimization for electronic image management

2.2.2Creation and Capture of RecordsDr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 16 of 141


who has ever used this?

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009IETF RFC 2821Simple Mail Transfer Protocol. IETF RFC 2822Internet Message Format. ISO 216Writing paper and certain classes of printed matter Trimmed sizes A and B series

2.2.2Creation and Capture of RecordsDr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 17 of 141


this is the format, the americans do not like

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Classification of RecordsISO 15489Information and documentation, Records ManagementMoReq, Model Require-ments for the Management of Electronic RecordsPublished by the European Commission; MoReq initially in 2001/2002; MoReq2 in 2008DIRKS Design and Implementation of Record - Keeping Systems methodologyDeveloped by State Records New South Wales and National Archives of Australia. Extensive methodology for reengineering Records Management systems, with close relation to Change Management in business processesISO 2788Guidelines for the establishment and development of monolingual thesauri

3.2.3Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 18 of 141


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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Records Management:ISO 15489According to ISO 15489, records should have:

Authenticity Reliability Integrity Usability

3.2.3.2Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 19 of 141


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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Records Management: ISO 15489

Relevant for document management in the private and public sectors, and for archivingDefinition of the importance, function and elements of document management systemsThe standard does not go substantially beyond a definition of the subject matterLowest common denominator of the participating countriesProblematic terminology i.E. in the German translation: Records Management = (paper) document management / management of written stuff



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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Access Controls and Security Technologies in IT related to RMISO/IEC 15816:2002Security information objects for access control ISO/IEC 17799:2005Code of practice for information security managementISO/IEC 18028-1:2006IT network security - Part 1: Network security managementISO/IEC 18028-5:2006IT network security - Part 5: Securing communications across networks using virtual private networksX.509ITU-T Recommendation X.509: Open systems interconnection The Directory: Public key and attribute certificate frameworksXKMS XMLKey Management Specification



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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Storage, Search and RetrievalISO 15801:2004Information stored electronically Recommendations for trustworthiness and reliabilityANSI/AIIM TR25-1995The Use of Optical Disks for Public Records ANSI Z39.50/ISO 23950Information Retrieval Protocol ITU X.667Generation and registration of Universally Unique Identifiers (UUIDs) and their use as ASN.1 object identifier components. (http://www.itu.int/ITU-T/studygroups/ com17/oid/X667-E.pdf)



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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Retention Schedules andDisposalMoReq, Model Requirements for the Management of Electronic RecordsPublished by the European Commission

ISO/TR 12037:1998Recommendations for the expungement of information recorded on write-once optical media.



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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009MetadataFEA Federal Enterprise ArchitectureDRM Data Reference Model final Version 2.0e-GMS UK e-Government Metadata StandardDCMIThe Dublin Core Metadata InitiativeAIIMIntegrated EDM/ERM Functional RequirementsThe National Archives (UK) Functional Requirements for ERMTNA Metadata Standard LMERLong-term preservation Metadata for Electronic Resources, Nestor Project, 2007ISO 15489, Part 1 + 2Information and DocumentationPREMISPREservation Metadata: Implementation Strategies



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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009MoReq2 Model Requirements for the Management of Electronic RecordsISO 23081, Part 1Metadata for RecordsAustralian RKMS Recordkeeping Metadata SchemaMARCMachine-Readable CatalogingMETSMetadata Encoding & Transmission StandardDIRKSDesigning and Implementing Recordkeeping Systems (Australia)US DoD Dept. of Defense 5015.2-STDStandard for Electronic Records Management


MetadataStandards:Records Management and Digital Preservation Standardisation

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009ASCII, ISO 10646, ISO 8859Character codingISO 3166Country namesISO 8601, BSI DISC PD2000Date formatsANSI Z39.50/ISO 23950Information Retrieval Protocol ISO 639Codes for the representation of names of languagesISO 2788, ISO 5964Guidelines for the establishment and development of monolingual thesauri


MetadataStandards:Records Management and Digital Preservation Standardisation

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Retrieval, Presentation andIndexingISAAR (CPF) International Standard Archival Authority Record for Corporate Bodies, Persons, and Families (ICA International Council on Archives)

Content IndexingISO 15489, parts 1 + 2Information and Documentation

Retrieval and Presentation



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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009ICA International Council on ArchivesCommittee of Best Practices and Standards (CBPS): International Standard for Describing Functions (ICA-ISDF)The final version of the standard was presented to the 2008 ICA Congress in Kuala Lumpur.This standard is based on various information elements, each of which consists of the following :a. The name of the elementb. A statement of its purposec. A statement on the rules and data constraints that apply to the elementd. If possible, examples that show how the rule is to be applied



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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009ICA International Council on ArchivesPrinciples and Functional Requirements for Records in Electronic Office EnvironmentsThe objective is to define global uniform principles and functional requirements for software used to generate and manage electronic recordsThe suite of guidelines and functional requirements is organised into three modules:Module 1: Overview and Statement of PrinciplesModule 2: Guidelines and Functional Requirements for Electronic Records Management SystemsModule 3: Guidelines and Functional Requirements for Records in Business Systems



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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Transmission & Migration EACEncoded Archival ContextEADEncoded Archival Description

TransmissionISO 14721:2003Open archival information system Reference model (OAIS)

Migration2.2.9Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 30 of 141


The term Migration itself is ambiguous general process of ingestion replacing an old system and transfer of data continuous migration as strategy

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Long-term Preservation/Digital PreservationPADIPreservation and Access to Digital InformationDPCDigital Preservation CoalitionFFIRFile Format Information Registry InitiativePRONOMOn-line information system about data file formats and their supporting software productsGDFRGlobal Digital Format RegistryInterPARESCreator Guidelines for Making and Maintaining Digital Materials, May 2007DPE: PLATTERDigital Preservation Europe: Planning Tool for Trustet Electronic Repositories



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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Long-Term Preservation/Digital PreservationLibrary of Congress Format DescriptionsISO 19005-1:2005Electronic document file format for long-term preservation Part 1: Use of PDF 1.4 (PDF/A-1)ISO 14721:2003Open archival information system Reference model (OAIS)ISO/TR 18492:2005Long-term preservation of electronic document-based informationISO 11799:2003Storage and PreservationISO 9706Paper-based Preservation



is believed to be an archiving standard?!

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 20093.2.10.1Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 33 of 141


Records Management is theideal entry point for archivalOAIS Reference Model

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 20093.2.10.1Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 34 of 141


SIP standardisation and ingestion processes are topics for Records Management: Metadata Interfacing Lifecycle information Security and retentionOAIS Reference Model

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Records and ArchivesRecords Management = Archives?No!

Records include live information and are used in day-to-day work.

Some records may be delivered to an archive to be preserved.3.2.10.1Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 35 of 141


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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Document Format

ISO 19005-1Electronic document file format for long-term preservation Part 1: Use of PDF 1.4 (PDF/A-1)ISO 29500 : 2008 OOXML Office Open XML standardised on 7 Dec. 2006 as ECMA-Standard ECMA 376TIFFTagged Image File FormatTXTASCII text formatWAVEAudioXMLXML specification of W3CISO 15444JPEG 2000 Image Coding System



ISO 32000 : 2008PDF is there still a need forPDF/A-1 or PDF-A/2?

Microsoft contra ISO 26300 ODF Open Document Format

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Software CertificationUS DOD 5015.2-STDStandard for design criteria for software applications in electronic records management. Published by the Assistant Secretary of Defense for Command, Control, Communications and Intelligence, 2007DOMEA Concept Requirement catalogue 2.0Published by the KBst, the Coordination and Advising Agency of the Federal Government for Information Technology in the Federal Administration, 2005Electronic Record-keeping Systems StandardPublished by the Archives New Zealand, 2005Functional specification for Integrated document and records management solutionsPublished by the National Archives and Records Service of South Africa, Department of Arts and Culture, 2004

2.2.12

Standards:Records Management and Digital Preservation StandardisationDr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 37 of 141

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009DoD 5015.2DoD 5015.2: Document management standard of the US Department of DefenseIt describes the functions needed forInformation managementSystem managementUses the same approach as ISO 15489 Records Management, but goes less into functional descriptionsAll manufacturers must comply with this standard in order to sell to the US military or related areasMost recent update in 2007



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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Software CertificationMoReq Model Requirements for the Management of Electronic RecordsPublished by the European Commission; originally MoReq in 2001 without certification, certification starts with MoReq2 in 2009

A-CERT Certificate PolicyRatification Authority, Version 1.5, Juni 2007NOARK-5 Norwegian recordkeeping system Version 5Published by Riksarkivet - The National Archives of Norway, 2008

Protocollo GestioneRequirements for the management of electronic records by Italian government, published by CIPNA, 2001RDIM Records/Document/Information Manage-mentIntegrated Document-Management-System for the government of Canada. Published by Information Management Standards and Practices Division, National Archives of Canada, 1996

2.2.12

Standards:Records Management and Digital Preservation StandardisationDr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 39 of 141

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Software CertificationRecords Management Service Components Requirements Development Project Final ReportPublished by National Archives and Records Administration, 2005ReMANO Software-specificaties voor Records Management Applicaties voor de Nederlandse OverheidPublished by Archiefschool, 2004. Available only in Dutch.

TNA-2 Requirements for Electronic Records Management SystemsPublished by The National Archives, 2002 (4 Volumes)

VERS Victorian Electronic Records Management StrategyPublished by PROV Public Record Office Victoria, standard 99/007, 2003



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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Coverage of standards2.2.13Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 41 of 141


RECORDS PRESERVE USE MANAGE TRANSFER STORE CAPTURE CREATE DESTROY

MoReq2, ISO 15489XMLMetadata:DC, ISAAR, ISOs 23081, 639, 2788, 5964, 8601ISO 18492, OAISX.509, XKMSISO 12142ISO 15801, 12654ISO 12033PDF/ARFC 2821, 2822, TIFF, JPEGISO 216ISO 12037

GUIDPDF/A

ISO 15801, 12654

DOD 5015.2

DOD 5015.2

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Coverage of standards2.2.13Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 42 of 141



MoReq2, ISO 15489XMLMetadata:DC, ISAAR, ISOs 23081, 639, 2788, 5964, 8601ISO 18492, OAISX.509, XKMSISO 12142ISO 15801, 12654ISO 12033PDF/ARFC 2821, 2822, TIFF, JPEGISO 216ISO 12037

GUIDPDF/A

ISO 15801, 12654

DOD 5015.2

DOD 5015.2

MoReq2

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Conclusions on standards2.2.13Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 43 of 141

Standards:Records Management and Digital Preservation Standardisation Standards cover different application areas. They are not allways comparable and compatible

Standards have a life-cycle

Standards do not provide investment security and information availibility standards can only be one element in an overall, longterm information management strategy

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Conclusions on Standards2.2.13Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 44 of 141

Standards:Records Management and Digital Preservation Standardisation Standards cover different application areas. They are not allways comparable and compatible

Standards have a life-cycle

Standards do not provide investment security and information availibility standards can only be one element in an overall, longterm information management strategy

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2008MoReq: Status, Scope and Vision of MoReq2DLM ForumDr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 45 of 141

MoReq: Status, Scope and Vision of MoReq2

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2008MoReq: Status, Scope and Vision of MoReq2DLM Forum

1994 Creation of the DLM ForumAfter publication of the resulotion of the European Council on increased cooperation among member states in archiving

2002 Opening of the DLM ForumThe new constitution makes it possible for corporations, organisations and private individuals to join the DLM Forum

2002 Founding of the DLM Network EEIGas legal and administrative body of the DLM Forum


MoReq:Status, Scope and Vision of MoReq2

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MoReqModel Requirements for theManagement of Electronic Records

Published by the European Commissionand the DLM ForumDr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 47 of 141


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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2008MoReq1: History

1996 Initiative of the DLM ForumNeed for a specification for system requirements for managing electronic documents and archives

2000/2001 Creation of MoReqas part of the IDA programme (Interchange of Data between Administrations) of the European Commission by Cornwell Consulting

2001 Published electronically

2002 Printed in the INsAR series of the European Commission archive



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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2008Model Requirements for the Management of Electronic Records Designed and published for Europe but now used around the world Initiated by DLM Forum, funded by European Commission, IDA programme All sectors, public & private sector


Brasil


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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2008MoReq2An evolutionary development of MoReq(1)Improves and extends MoReq Updates MoReq in respect of new technologies and regulationsModularises MoReqUses numerous Best Practices and incorporates proven standardsAdds a test suite and certification process for software products under the guidance of the DLM ForumPublished on 13. February 2008



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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2008MoReq2: The SpecificationA specification thatdescribes the capabilitiesof a good, generic,electronic recordsmanagement application.

Available free fromwww.MoReq2.euwww.MoReq2.dewww.MoReq.infowww.DLM-Forum.eu



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Gives the requirements for a good generic ERM system

794 formal requirements Functional, non-functional Mandatory, desirable Core, optional

Fabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board


MoReq2: The SpecificationDr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 52 of 141


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Structure of MoReq2 DeliverablesSpecificationMetadata modelTest framework materialsXML schema

MoReq2 websiteFabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board




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Test Framework MaterialsFabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board



Developed by imbus AG, Germany Over 1,000 pages Compliant with IEEE 829 - Standard for Software Test Documentation Contains Test data Test scripts and instructions Expected results

Intended mostly for software companies and certification centers but can be used by everybody i.E. for inhouse testingMoReq:Status, Scope and Vision of MoReq2

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Metadata ModelFabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board



Complete metadata model 345 elements under 158 IDs To be used with care: contains errors

ISO 23081 compliant Metadata for Records Basis for the MoReq2 XML schema

The model is designed for software developpers and interfacing. Most users of MoReq2 can and should ignore this metadata model.MoReq:Status, Scope and Vision of MoReq2

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MoReq2 XML SchemaFabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board



Specifies a standard interchange format Based on metadata model Allows exchange of Electronic records Aggregations (files, classes etc.) Classification schemes Intended for software companies and not likely to be useful to others.MoReq:Status, Scope and Vision of MoReq2

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Structure of the MoReq2 Standard





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ERM Functions of MoReq2






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8 Categories for Functionality






Marcs idea: 8 basic categories of functionality around records

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MoReq2 ContentsIntroductionOverview of ERMS RequirementsClassification Scheme and File OrganisationControls and SecurityRetention and DispositionCapturing Records and Declaring RecordsReferencingSearching, Retrieval and PresentationAdministrative FunctionsOptional ModulesNon-Functional RequirementsMetadata RequirementsReference Model





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MoReq2 ContentsIntroductionOverview of ERMS RequirementsClassification Scheme and File OrganisationControls and SecurityRetention and DispositionCapturing Records and Declaring RecordsReferencingSearching, Retrieval and PresentationAdministrative FunctionsOptional ModulesNon-Functional RequirementsMetadata RequirementsReference Model

The classical Records Management functionsFabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board




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MoReq2 Optional Modules

10.1 Management of Physical (Non-electronic) Files and Records 10.2 Disposition of Physical Records 10.3 Document Management and Collaborative Working10.4 Workflow10.5 Casework10.6 Integration with Content Management Systems10.7 Electronic signatures10.8 Encryption 10.9 Digital Rights Management10.10 Distributed Systems 10.11 Offline and Remote Working10.12 Fax Integration10.13 Security Categories





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MoReq2 AppendicesAppendix 1 Reference Publications

Appendix 2 Development of this Specification

Appendix 3 Use of this Specification in Electronic Form

Appendix 4 Acknowledgements

Appendix 5 Correspondence to Other Models

Appendix 6 Date Processing

Appendix 7 Standards and Other Guidelines

Appendix 8 Changes from the Original MoReq

Appendix 9 Metadata Model





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Requirements online and printed Test material available XML schema finished Test center contract signed MoReq2 Governance Board established Translations & chapter 0s coming in First Records Management software product Folio by Fabasoft is certifiedWe can start to gather experience, initiate improvements and generate acceptance!


Everything is in Place


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Status of translationsIn Progress Done Catalan French Polish Korean Portuguese Russian (2) Romanian Czech Slovenian

HungarianAnd probably others?





Catalan!

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MGB MoReq Governance Board

The MoReq Governance Board has the following tasksand responsibilities:Ensure MoReq brand name protectionEnsure the consistency and quality of MoReq Chapter Zero content and translations of the MoReq specificationInstigate and promote MoReq awareness, use and adoption in the EU through publications, training programmes and other communication channels and partnersProvide an ongoing programme for Maintenance & development of Testing of MoReqFabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board




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MGB Moreq Governance Board

Members

Martin Waldron Inform Consult (England) Chair

Hans Fredrik Berg National Archive (Norway)Marc Fresko Inforesight (England)Jon Garde Objective (England)Ulrich Kampffmeyer PROJECT CONSULT (Germany)Karl Mayrhofer Fabasoft (Austria)Thomas Rumi imbus (Germany)Jef Schram European Commission (Belgium)Joze Skofljanec Nation Archive (Slovenia)Rory Staunton Strategy Partners (England) Fabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board




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Working groups

Brand Protection (BPWG) Dissemination and Training (DTWG) Maintenance and Innovation (MIWG) Testing and Certification (TCWG) Translation & Chapter Zero (TZWG)Fabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board




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First Results

Guideline for the Certification ProcessGuideline for Maintenance and Updates to MoReqGuideline for TranslatorsGuideline for Chapter 0DLM Forum and MoReq website (September 2009)MoReq RoadmapOngoing replies to questions from translators and vendors on technical mattersFabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board




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DLM Forum -MoReq2 Testing Regime

Imbus AG (http://www.imbus.de)European Commission DLM Forum (DLMNetwork EEIG) accredited test house

11.12.2008 accredited for 2 years, could be extended

First product certified in August 2009 (Fabasoft, Vienna, Austria, http://www.Fabasoft.com)





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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2008Demonstrate the usefulness and usability of MoReq2: Even a complex structure can be easily used with modern software architecture, applications and user interfaces Used in the right way, MoReq2 will help to save money and to increase efficiency Not everybody will need every function. Make the modular approach work Systems must not only be capable of MoReq2- functionality, but must be able to support every office worker with their daily work More products need to be certified


One important Goal


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Studies: The Market for Records Management

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PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2008Records Managementas part ofECMEnterprise Content Management


Records Management: An Industry View

The Market for Records Mangement

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The Concept of ECMEnterprise Content ManagementEnterprise Content Management is the Strategies, Methods and Tools used to Capture, Manage, Store,Preserve and Deliver Content and Documents related toOrganizational Processes.

AIIM international


PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Strae 1720251 Hamburgwww.project-consult.com PROJECT CONSULT 2009Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 74 of 141


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The ECM ModelFabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board


CAPTUREPRESERVEDELIVERSTOREMANAGE

STOREWCMRMWF/BPMDMCollab


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The ECM Components ModelFabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board




The Market for Records MangementDocument ManagementCollaborationWeb Content ManagementRecords ManagementWorkflow Business Process Management

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ECM & Records ManagementFabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board




The Market for Records MangementRecords Management

One integrated Module of the Components Model

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The MoReq2 ModelFabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board


The Market for Records MangementThe same Terms like in the ECM Model?!


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The MoReq2 ModelFabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board



Different Focus Records are the Center of the World ?!CapturePreserveManageStoreRecordsManagement


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ECM and Records ManagementFabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board


What is the Differencebetween the ECM andthe Records Management Model?

Most ECM Componentsare only Satelitesin the MoReq2 Model!


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The software industry has moved on Fabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board


ECM was enhanced to really cope with thechallenges of 2.0

whilst Records Management andElectronic Archival are just in a2.0 experimental Phase


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Market StudiesFabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board


Gartner, Forrester & Co.

Records Management Functions and Vendor Positioning


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Gartner Group 2008 MarketScope for Records Management




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Gartner Group 2008 MarketScope for Records Management




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DataMonitor ERDM Studie 2008




AutonomyOpen Text HP

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Forrester Wave Records ManagementAugust 2009Fabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board



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Market StudiesFabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board


AIIMAssociation for Information and Image Management international

Records Management Usage and Perception


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AIIM RM Study 2009 SummaryFabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board


The Market for Records Mangement The volume of paper records is still increasing steadily in 56% of organizations, but in 22% it is at last showing signs of decreasing. Meanwhile the volume of electronic records is increasing rapidly for 70%, and unsurprisingly, is not decreasing for any.

Half of organisations are scanning newly received paper items and filing them electronically rather than manually, and a third of businesses are looking to go to all-electronic records-keeping.

But for the other half, as well as manually filing inbound paper documents, 40% admit to routinely printing newly generated office documents and emails for the purpose of filing them as paper records.

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The Market for Records Mangement Electronic records are more than twice as likely to be described as Unmanaged than paper records.

71% of organisations have a procedure for legal hold of paper records in the event of litigation, but only 57% have one for electronic records.

For 25% of organisations, legal discovery of paper records would take at least a month, whereas for electronic records this is 17%.

There is a reliance on IT staff to carry out legal discovery on electronic records in the majority of companies, whereas records management staff or line-of-business staff deal with paper records.

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The Market for Records Mangement 13% of organisations are using dedicated e-discovery tools and a further 22% are planning to do so. 42% are utilizing their ECM/ERM suites for e-discovery and 12% are using Enterprise Search.

Of those organisations with no ECM/ERM system, 60% would not be confident, if challenged, that their electronic records have not been changed, deleted or inappropriately accessed.

38% of those polled admit that there is little or no enforcement of their records management policies and 55% set no guidance on dealing with important emails as records.

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The Market for Records Mangement 31% of organisations have 20 or more content repositories that could usefully be linked, with email as the highest priority content.

35% are using in-house developed links to join up repositories and a further 28% are using vendor custom-developed links. CMIS (Content Management Interoperability Services specification) has gained traction in just 15% of organizations as yet.

Half of organisations would possibly store records in a local, identifiable outsource, but 77% state they would never use a public cloud (e.g., Google, Amazon or Microsoft) even if they were assured of an onshore storage location. However, 67% would consider a corporate or government cloud.

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The Market for Records Mangement Two thirds of organisations store a significant proportion of their records in native formats such as Word and Excel, although a third plan to converge to PDF-A over the next 3 years.

Over 70% of organisations have made no plans or provision for long-term archiving of electronic records, with no policies for migrating to new media, translating formats, or virtualization of applications.

Spending on Records Management systems and modules is expected to be up overall in the next 12 months. Consultancy Services show a slight net fall.

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AIIM Study 2009Fabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board


What is the most significant business driver for document and records management technologies in your organization? N=476


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AIIM Study 2009Fabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance Board


How long would it take to produce all of the organisational information related to a former customer or constituent? N=468


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For each type of content, evaluate the degree of controlthat exists in your organisation in managing it: N=462

The Market for Records MangementAIIM Study 2009

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How would you best characterize your organisations experience with document management and records management? N=478


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How would you describe the return on investment (ROI) of your document/records management or ECM system? N=289, (excluding not measured)


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Have you implemented Microsoft SharePoint 2007 (WSS/MOSS) in your organization? N=406


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Do you currently use or have immediate plans to use SharePoint 2007/MOSS in the following applications? N=233 (SharePoint users)


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Which of the following would you use to best describe your current or planned use of SharePoint in your organization with regard to your existing ECM, DM and RM suite? N=233 (SharePoint users)


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How are each of the following managed in your ECM environment? N=281, >10 emps, non-trade (Not applicable to our business responses indicated by shorter bar lengths.)


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Which of the following would you use to best describe your current or planned use of SharePoint in your organisation with regard to your existing ECM, DM and RM suite? N=233 (SharePoint users)


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What are your plans for using a remotely hosted or outsourced Software as a Service (SaaS) or a Cloud solution for your document and records management? N=350


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The following are typical problems that can occur during the course of a records or document management implementation. Please select the TOP THREE problems that have affected your organization (please check ONLY THREE)


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The following are typical aspects of ECM products that would affect your choice of new products or satisfaction with existing products. Please select the TOP THREE that you consider to be the most important:


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How do you think your organisations spending in 2009 on each of the following technologies will compare with what was actually spent in 2008? N=274, >10 emps, non-trade. (We dont spend anything on this responses indicated by shorter bar lengths.)


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How do you think your organisations ECM spending in the following areas will be in 2009 compared to 2008?N=274 >10 emps, non-trade. (We dont spend anything on this responses indicated by shorter bar lengths.)


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Challenge: Breaking the Barriers of Traditional Records Management

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The positive Aspect is, this

The Information Flood

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The positive Aspect is, this

The good news is, this wave has not arrived in records keeping centersand archives yet

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Three big ChallengesDr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 115 of 141

Challenge:Breaking the Barriers of Traditional Records Management

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The Technology ChallengeMost new technologies do not care about providing objects suitable to become consistent Records or to be archived properly

Consider: Personalisation & individualisation Blogs, twitters, instant messages & wikis Proprietary formats for multi media objects Mashups & distributed resources Non-persistent URLs etc., etc., etc.Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 116 of 141


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The Technology ChallengeWe might even have to come up with thediscussion,

again,

whether we need a definition of something like a Digital Original



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The Cultural ChallengeNew perceptions, how to generate and use information.

Consider: Social communities Digital immigrants versus digital natives Always online New ways of communication and interaction Rights management & data protection etc., etc., etc.



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The Cultural ChallengeWe might even have to come up with discussions,

again,

about the information society andsocial implications of what we are doing.

And not to forget the digital addicts



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The Information Growth ChallengeExponential growth of information and no sufficient management of information.

Consider: Uncontrolled redundancy The value of information The growing dependency on the availability and accuracy of information etc., etc., etc.



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You may want to replace the term Records Managerwith the term Archivist or LibrarianDr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 121 of 141

Some Special RecordsManagement ChallengesChallenge:Breaking the Barriers of Traditional Records Management

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Records managers love metadata.

They are used to complex data entry forms.


Some Provocations2.0 users hate complex data entry forms!

They trust automatic categorisation.


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Records Managers are excellent at structured search.

They are used to Expert Search Forms.


2.0 users hate complex search forms!

They love single field search la Google, finding everything everywhere.

Challenge:Breaking the Barriers of Traditional Records ManagementSome Provocations

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Records Managers are aware of the importance of information context.

They are used to spending hours creating orderlystructures.


2.0 users are lazy!

They dont care where they store their stuff.


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Records Managers know perfectly to navigate by tree views and folder-sub-folder-volume-hierarchies.

Its all about having fun.


2.0 users will loose their temper if the Interfacedoesnt work like a media library or Youtube.

Or they get bored and just stop searching whatthey were looking for.


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Records Managers know about the importanceof selection and disposal.

They work until late in the night to keep theirrepositories clean.


2.0 users know that a 1 TB disk at the grocery store is now only 100 .

They believe that there will always be enough space for everything.


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Records Managers are specialists in determining the value of records.

They work eagerly to keep information accessible and available for all time.


2.0 users have no idea what a record is or who might be responsible for storing it safely.

Everybody gets copies of everything, so somebody will take care of it.


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Records Managers are fond of their fileplans, thesauri, taxonomies, ontologies and classification schemes.

They will move through 7+ levels of hierarchy to find the right spot for a note.


2.0 users believe in folksonomy.

If enough users choose the same tag, it cant be wrong.


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DLM ForumRMDr. Ulrich Kampffmeye

[EN] Records Management & MoReq2 | innova.doc 2009 | Barcelona | Ulrich Kampffmeyer

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Transcript of [EN] Records Management & MoReq2 | innova.doc 2009 | Barcelona | Ulrich Kampffmeyer