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A practical analysis approach to the functional requirements standards for electronic records management system

  • The Korean Journal of Archival Studies
  • 2008, (18), pp.139-178
  • Publisher : Korean Society Of Archival Studies
  • Research Area : Interdisciplinary Studies > Library and Information Science

Yim, Jin-Hee 1

1한국국가기록연구원

Accredited

ABSTRACT

The functional requirements standards for electronic records management systems which have been published recently describe the specifications very precisely including not only core functions of records management but also the function of system management and optional modules. The fact that these functional requirements standards seem to be similar to the others in terms of the content of functions described in the standards is linked to the global standardization trends in the practical area of electronic records. In addition, these functional requirements standards which have been built upon with collaboration of archivists from many national archives, IT specialists, consultants and records management applications vendors not only obtain high quality but also establish the condition that the standards could be the certificate criteria easily. Though there might be a lot of different ways and approaches to benchmark the functional requirements standards developed from advanced electronic records management practice, this paper is showing the possibility and meaningful business cases of gaining useful practical ideas learned from imaging electronic records management practices related to the functional requirements standards. The business cases are related to the intelectual control tools to the records such as classification and disposal schedule which are regarded as the central function of records management. The first case is related to the classification scheme. Should the records classification be fixed at same number of level? Should a record item be filed at the last node of classification scheme? The second case is addressed a precise disposition schedule which is able to impose the event-driven chronological retention period to records and which is operated using a inheritance concept between the parent nodes and child nodes in classification scheme. The third case shows the usage of the function which holds/freeze and release the records required to keep as evidence complying with e-Discovery or the risk management of organizaitons under the premise that the records management should be the basis for the compliance. The last case shows some examples for bulk operation required if the records manager can use the ERMS as their useful tool. It is needed that the records managers are able to understand and interpret the specifications of functional requirements standards for ERMS in the practical view point, and to review the standards and extract required specifications for upgrading their own ERMS. The National Archives of Korea should provide various stakeholders with a sound basis for them to implement effective and efficient electronic records management practices through expanding the usage scope of the functional requirements standard for ERMS and making the common understanding about its implication. RMS standard model for the Korea public sector should be improved according to the baseline of the ERMS functional requirements standards of the National Archives of Korea.

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