IRMT TERM Module 1
INTERNATIONAL RECORDS MANAGEMENT TRUSTModule 1UNDERSTANDING THE CONTEXT OFELECTRONIC RECORDS MANAGEMENTTraining in Electronic Records Management
TRAINING IN ELECTRONIC RECORDS MANAGEMENTMODULE 1UNDERSTANDING THE CONTEXT OFELECTRONIC RECORDS MANAGEMENT
Training in Electronic Records ManagementGeneral Editor, Laura MillarMODULE 1UNDERSTANDING THECONTEXT OF ELECTRONICRECORDS MANAGEMENTINTERNATIONAL RECORDS MANAGEMENT TRUST
TRAINING IN ELECTRONIC RECORDS MANAGEMENTModule 1: Understanding the Context of Electronic Records Management International Records Management Trust, 2009.Reproduction in whole or in part, without the express writtenpermission of the International Records Management Trust,is strictly prohibited.Produced by the International Records Management Trust4th Floor7 Hatton GardenLondon EC1N 8ADUKPrinted in the United Kingdom.Inquiries concerning reproduction or rights and requests foradditional training materials should be addressed toInternational Records Management Trust4th Floor7 Hatton GardenLondon EC1N 8ADUKTel: 44 (0) 20 7831 4101Fax: 44 (0) 20 7831 6303Email: info@irmt.orgWebsite: http://www.irmt.orgVersion no. 1/2009
TERM Project PersonnelProject DirectorDr Anne Thurston, founder of the Trust, is a pioneer in defining internationalsolutions for the management of public sector records. Both as an academic and as aprogramme director, she has extensive experience of working with many differentgovernments to provide practical solutions for strengthening record-keeping systems.Her groundbreaking survey of record-keeping systems across the Commonwealthresulted in the establishment of pilot projects to restructure records systems in TheGambia and Ghana, and she established the Trust in 1989 to develop and extend thiswork. She joined the staff of the School of Library, Archive and Information Studiesat University College London in 1980 to develop the Masters’ in Records andArchives Management (International); she was also a Reader in International RecordsStudies. In 2000 she was awarded an OBE for services to public administration inAfrica; she received a lifetime achievement award from the UK Records ManagementSociety in 2006. She was awarded the Emmett Leahy award for OutstandingContributions to the Information and Records Management Profession in 2007.General EditorLaura Millar divides her time among three careers: in archives as an archival andinformation management consultant and educator; in publishing as a writer, editor,and instructor; and in distance education as a curriculum developer, instructionaldesigner, and course author. She received her MAS degree in archival studies fromthe University of British Columbia, Canada, in 1984 and her PhD in archival studiesfrom the University of London in 1996. From 1994 to 1999, as Managing Editor ofthe Management of Public Sector Records Study Programme for the InternationalRecords Management Trust and the International Council on Archives, she wasresponsible for the development, testing, and delivery of 18 distance educationtraining modules and 15 associated publications in archives, records and informationmanagement. She is the author of a number of books and articles on various topics inarchives, publishing, and distance education.Project ManagerA New Zealand born Australian based in Seattle, Washington, Michael Hoyle has aMasters degree in Information Management and Systems from Monash University inAustralia. Prior to moving to Seattle in 2005, he was the Group Manager, Government Recordkeeping at Archives New Zealand. He has also worked in various information management and other roles in several government agencies in Australasia,including ten years at Archives New Zealand and six years at the National Archivesof Australia. Michael has been a council member of the Archives and RecordsAssociation of New Zealand (1996 to 1999) and served the Association ofCommonwealth Archivists and Records Managers (ACARM) as Deputy Chair (2000to 2002) and as Chair (2002 to 2004). He also served the Pacific Branch of theInternational Council on Archives (PARBICA) as Secretary General (2002 to 2003)and President (2003 to 2004).
Module 1: Understanding the Context of Electronic RecordsManagementAuthorsSegomotso KeakopaLaura MillarGreg O’SheaLori Podolsky NordlandJim SudermanAdditional ContributorsChristine ArdernAndrew GriffinLekoko KenosiReviewersAndrew GriffinMichael HoyleJim SudermanSetareki TaleAnne ThurstonRichard WatoZawiyah Mohammed YusefThe International Records Management Trust would like to acknowledge the supportand assistance of the Department for International Development (UK).
ContentsPrefaceixIntroduction1Unit 1.1The Opportunities and Challenges of Electronic Records7Unit 1.2What Are Electronic Records?15Unit 1.3The Technological Framework for Electronic Records Management29Unit 1.4Legal and Organisational Environments39Unit 1.5The Role of Standards and Guidelines47Unit 1.6The Importance of Metadata61Study Questions71
FiguresFigure 1Route Map for Implementing Electronic Records Management3Figure 2Simple Representation of a System17Figure 3Characteristics of an Information System18Figure 4Types of Information Systems20Figure 5The Different Parts of Paper and Electronic Records25Figure 6Data, Information and Records27Figure 7Records-related Legislation42Figure 8Records-related Regulatory and Policy Issues43Figure 9Excerpt of MoReq2 Requirements for Auditing Electronic Records50Figure 10 Selected Functional Requirements in MoReq53Figure 11 Examples of Metadata62Figure 12 Dublin Core – Fifteen Core Elements67Figure 13 National Archives of Australia Metadata Standard68–69
PREFACEABOUT THE TERM PROJECTThis module is part of an educational initiative called Training in Electronic RecordsManagement or TERM, developed by the International Records Management Trust aspart of a wider project to investigate issues associated with establishing integrity inpublic sector information systems. Begun in 2006, Fostering Trust and Transparencyin Governance: Investigating and Addressing the Requirements for Building Integrityin Public Sector Information Systems in the ICT Environment was a project designedto address the crucial importance of managing records in the information technologyenvironment. The focus of the study was pay and personnel records, since payrollcontrol and procurement are the two major areas of government expenditure mostvulnerable to misappropriation, and payroll control is, therefore, a highly significantissue for all governments.The project provided an opportunity to explore the management of paper records asinputs to financial and human resource management information systems, themanagement of electronic records as digital outputs and the links between them. Italso involved examining the degree to which the controls and authorisations thatoperated in paper-based systems in the past have been translated into the electronicworking environment.The primary geographical focus of the study was eastern and southern Africa, and twosignificant regional bodies participated: the Eastern and Southern Africa RegionalBranch of the International Council on Archives (ESARBICA) and the Eastern andSouthern African Association of Accountants General (ESAAG). Four countries fromthe region (Zambia, Botswana, Lesotho and Tanzania) hosted case studies, andcomparative studies were carried out in West Africa (Ghana) and Asia (India).The products of this project, which will be available without charge, include route maps for moving from a paper-based to an electronic informationenvironment good practice indicators to measure records management integration in ICTcontrol systems these training modules on the management of records in electronic form.The project deliverables also include case studies conducted in Botswana, Ghana,India, Sierra Leone, Tanzania and Zambia. The studies focused primarily on issuesrelated to the management of human resources and payroll functions in governmentsand involved research into paper-based and computerised personnel managementsystems. However, they provided an opportunity also to examine records andinformation management in the public sector in these countries. The case studies aremost relevant to those readers focusing on personnel and payroll management.UNDERSTANDING THE CONTEXT OF ELECTRONIC RECORDS MANAGEMENTix
However, the findings also offer valuable insights into the challenges of automationand electronic government, and the issues involved with making the transition frompaper-based to electronic records and information management. The final case studiesare being made available on the Trust website at www.irmt.org.The case studies all point to the general need for greater integration of recordsmanagement in the design and implementation of electronic information andcommunications (ICT) systems. The good practice indicators produced by this projectare intended to help governments determine whether or not records managementrequirements have been integrated in ICT systems and to provide a high-level guideto records management integration. The indicators are particularly relevant toModules 2 and 3. The good practice statements that underpin the indicators arederived from generally accepted international standards but are also informed by thefindings of the case studies.It is hoped that the research conducted as part of this project will offer governmentsthe resources they can use to increase their capacity to manage paper and electronicrecords as accurate and reliable evidence in electronic environments. Their ability tomeasure progress toward accountability will be enhanced, and there should be ahigher success rate of e-governance applications.Project Steering TeamAn international steering team oversees the work of the project, consisting of thefollowing members. Stephen Sharples, Chair of the Steering Committee, Senior GovernanceAdviser, Africa Policy Department, UK Department for InternationalDevelopmentAnne Thurston, Project Director and International Director, InternationalRecords Management TrustMichael Hoyle, Project Manager, International Records Management TrustAndrew Griffin, Research Officer and UK Director, International RecordsManagement TrustJerry Gutu, Chief Executive Officer, East and Southern African Associationof Accountants General (ESAAG) (2006)Cosmas Lamosai, Chief Executive Officer, ESAAG (2007 and 2008)Kelebogile Kgabi, Chair, Eastern and Southern African Branch, InternationalCouncil on Archives (ESARBICA), and Director, Botswana NationalArchives and Records Services (2006)Gert Van der Linde, Lead Financial Management Specialist, Africa Division,World BankPeter Mlyansi, Director, Tanzania Records and National ArchivesDepartment and Chair of ESARBICA (2007 and 2008)Nicola Smithers, Public Sector Specialist, Africa Region, World BankUNDERSTANDING THE CONTEXT OF ELECTRONIC RECORDS MANAGEMENTx
David Sawe, Director of Management Information Systems, Government ofTanzaniaRanjana Mukherjee, Senior Public Sector Specialist, Asia Region, WorldBank.More information about the project and the otherdeliverables can be found on the International RecordsManagement Trust website athttp://www.irmt.org/building integrity.html.About the ModulesThe following modules have been produced as part of this project:Module 1Module 2Module 3Module 4Module 5Understanding the Context of Electronic Records ManagementPlanning and Managing an Electronic Records Management ProgrammeManaging the Creation, Use and Disposal of Electronic RecordsPreserving Electronic RecordsManaging Personnel Records in an Electronic Environment.As well, the following two resources have been produced:Additional Resources a bibliography of key resources related to the managementof electronic records.Glossary of Termsa consolidated glossary of relevant records management,electronic records management, information technologyand computer terms.These materials are primarily intended for use by records management practitioners indeveloping countries. The focus is on providing both a conceptual framework andpractical guidance about important issues related to electronic records management.The goal is to produce a series of resources that can be used in a variety of ways, suchas for self study for in-house training for management training institutes as a resource for university or college courses as supporting information for distance education courses.A series of self-study questions has been included at the end of each module. Thesequestions can be used by readers to assess their own understanding of the contentprovided in the module. The questions may also be used by trainers or educators todevelop activities, assignments or other assessments to evaluate the success of anytraining offered. In order to facilitate the widest possible use of these questions byboth learners and educators, they have been gathered together in one place at the endUNDERSTANDING THE CONTEXT OF ELECTRONIC RECORDS MANAGEMENTxi
of the module rather than interspersed throughout the text. Readers interested indeveloping educational or training initiatives using these modules are also directed tothe MPSR training resources developed in 1999, and listed below, which offerguidance on how to adapt and use educational tools such as these.ContributorsA number of records and information professionals were asked to contribute to themodules, including representatives from such countries as Australia, Botswana,Canada, Kenya, Singapore, South Africa, the United Kingdom and the United States.The following people have contributed to the project as contributors, editors,reviewers and production assistants. Keith Bastin, United Kingdom, reviewerAdrian Brown, United Kingdom, contributorLuis Carvalho, United Kingdom, administrative coordinatorDonald Force, United States, editorElaine Goh, Singapore, contributorAndrew Griffin, United Kingdom, contributorGreg Holoboff, Canada, graphic artistMichael Hoyle, United States, contributorShadrack Katuu, South Africa, contributorSegomotso Keakopa, Botswana, contributorLekoko Kenosi, Kenya, contributorCharles Kinyeki, Kenya, reviewerBarbara Lange, Canada, desktop publisherHelena Leonce, Trinidad and Tobago, reviewerMphalane Makhura, South Africa, reviewerWalter Mansfield, United Kingdom, contributor, editorPeter Mazikana, Zimbabwe, contributorJohn McDonald, Canada, contributorLaura Millar, Canada, contributor, editorApril Miller, United States, contributorPatrick Ngulumbe, South Africa, reviewerGreg O’Shea, Australia, contributorLori Podolsky Nordland, Canada, contributorPeter Sebina, Botswana, contributorAnthea Seles, Canada, contributorElizabeth Shepherd, United Kingdom, reviewerKelvin Smith, United Kingdom, contributorJim Suderman, Canada, contributor, reviewerSetareki Tale, Fiji, reviewerUNDERSTANDING THE CONTEXT OF ELECTRONIC RECORDS MANAGEMENTxii
Louisa Venter, South Africa, reviewerJustus Wamukoya, Kenya, reviewerRichard Wato, Kenya, reviewerGeoffrey Yeo, United Kingdom, reviewerZawiyah Mohammad Yusef, Malaysia, reviewer.Relationship with the MPSR Training ProgrammeThe modules are designed to build on and support the Management of Public SectorRecords training programme, developed by the International Records ManagementTrust in 1999. The MPSR training resources consist of over thirty separate trainingtools that address basic records management issues for developing countries. Whilesome information found in those earlier modules may also be found in this newtraining programme, the concept behind this new set of modules is that they buildupon but do not replace those earlier fundamental records management training tools.However, this new TERM programme focuses on the electronic record-keepingenvironment that is becoming so prevalent in the early years of the 21st century.Readers wishing to orient themselves to basic records management principles willwant to refer back to those MPSR resources, which are available free of charge fromthe International Records Management Trust website at www.irmt.org. Those trainingresources are identified below.Training Modules1The Management of Public Sector Records: Principles and Context2Organising and Controlling Current Records3Building Records Appraisal Systems4Managing Records in Records Centres5Managing Archives6Preserving Records7Emergency Planning for Records and Archives Services8Developing the Infrastructure for Records and Archives Services9Managing Resources for Records and Archives Services10 Strategic Planning for Records and Archives Services11 Analysing Business Systems12 Understanding Computer Systems: An Overview for Records and Archives Staff13 Automating Records Services14 Managing Electronic Records15 Managing Financial Records16 Managing Hospital Records17 Managing Legal Records18 Managing Personnel RecordsUNDERSTANDING THE CONTEXT OF ELECTRONIC RECORDS MANAGEMENTxiii
Procedures Manuals19 Managing Current Records: A Procedures Manual20 Restructuring Current Records Systems: A Procedures Manual21 Managing Records Centres: A Procedures Manual22 Managing Archives: A Procedures Manual23 Planning for Emergencies: A Procedures Manual24 Model Records and Archives Law25 Model Scheme of ServiceEducators’ Resources26 Educators’ Resources Introduction to the Study Programme Glossary of Terms Additional Resources for Records and Archives Management Educators’ Resource Kit Writing Case Studies: A Manual.Case Studies27 Case Studies Volume 128 Case Studies Volume 229 Case Studies Volume 3The introduction to each module in the TERM programme includes more specificinformation about relevant MPSR resources that readers may wish to review inassociation with the TERM module in question.A Note on TerminologyAs with any material related to computer technologies, these modules contain a greatdeal of specialised terminology. Every attempt has been made to define key terms thefirst time they are used. When important concepts are discussed cross-references areincluded as appropriate to earlier references or to the glossary of terms. Readers arealso directed to the Additional Resources tool for more information on various topics,and web addresses are included whenever detailed information is provided aboutparticular organisations or specific resource materials.The modules are written using British English (programme, organisation) though ofcourse many computer terms use American English: thus an organisation may run arecords management ‘programme’ but it uses a particular software ‘program.’Abbreviations and acronyms are defined the first time they are used in each moduleand are used as sparingly as possible.One exception is ERM for ‘electronic records management’: this acronym is usedregularly throughout all the resources as appropriate when referring to the generalconcept of managing computer-generated records. When referring to an electronicUNDERSTANDING THE CONTEXT OF ELECTRONIC RECORDS MANAGEMENTxiv
records management system – that is, to specific software programs designed tomanage electronic records – the term ERMS is used. It is recognised, however, thatERMS software may also offer document management features: supporting thecreation, use and maintenance of both documents (such as works in progress) andrecords (official, final documents). When referring specifically to software thatmanages both documents and records, the acronym EDRMS is used, but the acronymERMS is used more often, particularly when the concept of electronic recordsmanagement systems is discussed more generally.For More InformationFor more information or to download a copy of these resource materials free ofcharge, go to the International Records Management Trust website at www.irmt.org.The Trust can be reached as follows:International Records Management Trust4th Floor7 Hatton GardenLondon EC1N 8AD UKphone 44 (0) 20 7831 4101fax 44 (0) 20 7831 6303emai
the Management of Public Sector Records Study Programme for the International Records Management Trust and the International Council on Archives, she was responsible for the development, testing, and delivery of 18 distance education training modules and 15 associated publications in archives, records and information management.
4th Floor 7 Hatton Garden London EC1N 8AD UK Printed in the United Kingdom. Inquiries concerning reproduction or rights and requests for additional training materials should be addressed to International Records Management Trust 4th Floor 7 Hatton Garden London EC1N 8AD UK Tel: 44 (0) 20 7831 4101 Fax: 44 (0) 20 7831 6303 Email: info@irmt.org
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