(EN) Records Management & MoReq2 - Innova - Doc 2009 - Barcelona - Ulrich Kampffmeyer PROJECT CONSULT GMBH

 Records Management & MoReq2
Dr. Ulrich Kampffmeyer

DLM Network EEIG
 innova.doc
 Barcelona, October 6th 2009

 PROJECT CONSULT
Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH
DLM Network EEIGRMDr. Ulrich KampffmeyerPROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Straße 1720251 Hamburgwww.project-consult.com© PROJECT CONSULT 2009
1
Agenda
1. Introduction:
Records and Records Management
2. Standards:
Records Management and Digital Preservation
Standardisation
3. MoReq:
Status, Scope and Vision of MoReq2
4. Studies:
The Market for Records Management
5. Challenge:
Breaking the Barriers of Traditional Records
Management
6. Outlook:
DLM ForumRMDr. Ulrich KampffmeyerPROJECT
CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer
GmbHBreitenfelder Straße 1720251 Hamburgwww.project-consult.com©
PROJECT CONSULT
PROJECT CONSULT
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2008
2008
The Future of Records and Information
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Management
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2008
DLM ForumRMDr. Ulrich KampffmeyerPROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Straße 1720251 Hamburgwww.project-consult.com© PROJECT CONSULT 2008
2
Dr. Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 2 of 141
Introduction:
Records and Records Management
3
Recor ds and Recor ds Management Terminology
Intr oduction:
„Document“
is no easy term …
… as well in Catalan it can have

different meanings
4
Definition: Record
ISO 15489 Records Management

Recor ds and Recor ds Management
Intr oduction:
Information created, received, and

maintained as evidence and information by
an organisation or person, in pursuance of
legal obligations or in the transaction of
business.
5
What is a Record?
•A record can be any type of content having to do

Intr oduction:
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.
6
Records can be defined by
their attributes
• Business Value
Intr oduction:
• Legal Value
• Context
• Integrity
• Persistence
• Authenticity
• Defined Metadata
• Consistency
• Classification
• and more …
7
Definition: Records Management
ISO 15489 Records Management

Intr oduction:
Field 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.
8
What is Records Management?
•Imaging of filing plans and other structured

Intr oduction:
directories for the orderly storage of

information
•Thesaurus or controlled vocabulary-based,
unambiguous indexing of information
•Management of retention schedules and deletion
schedules
•Protection of information according to ist
characteristics, for example down to individual
content components of documents
•The use of international, industry-specific or at
least companywide standardised metadata for
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DLM ForumRMDr. Ulrich KampffmeyerPROJECT the unambiguous identification and description
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of stored information
9
What is Records Management?
Records Management is media-agnostic.

Intr oduction:
•Management of physical records, for

example paper documents (by
references in software systems)
•Electronic records management (digital

objects)
10
What is Electronic Records
Management?
•Records Management or Electronic Records
Intr oduction:
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.
11
What is Records Lifecycle
Management?
Retaining information
Intr oduction:
•Information that must be retained

•Information that should be retained
Disposing of information
•Rules for and proof of destruction
12
:
Management and Digital Preservation Stand
13
Standards relate
to various levels and purposes
•Technology
Pr eser vation Standar disation
Recor ds Mana gement and Digital
Standar ds:
•Methods
•Architectures
•Functionality
•Logs and audit trails
•Formats
•Processes
•Metadata
•Interfaces
•Procedures
•Analyses and presentation
•Visualisation
•…and many other (business) aspects
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Records Management Terminology
Standar ds:
ISO 15489: 2003, Part 1 and 2 Information and Documentation
ANSI/AIIM TR2-1998,Technical Glossary of document-related

Report for Information and Image technologies published by AIIM
Management International
MoReq, Model Requirements for the Published by the Office for Official
Management of Electronic Records Publications of the European
Commission, 2001/2002
ISO 12651:1999 Vocabulary of Electronic Imaging
Glossary of Records and Information ARMA International, 3rd Ed., 2007
Management Terms
DLM ForumRMDr. Ulrich KampffmeyerPROJECT … some call this now MoReq1
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15
Creation and Capture of Records
… who has ever used this?
Standar ds:
2.2.2
ISO 12652 Technical report on planning the preparation
of documents for scanner systems
ISO 12653:2000 Test page for black and white scanning of

office documents
ISO 1203:3 Guidance for selection of document image
compression methods
ISO/TS 12022:2001 Guide to compression processes for imaged

documents
ANSI/AIIM TR15-1997 Planning the preparation of documents for
imaging
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ANSI/AIIM TR32-1994 Paper forms design optimization for electronic
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GmbHBreitenfelder Straße 1720251 Hamburgwww.project-c
image management
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Creation and Capture of Records
Standar ds:
2.2.2
IETF RFC 2821 Simple Mail Transfer Protocol.
IETF RFC 2822 Internet Message Format.
ISO 216 Writing paper and certain classes of printed

matter – Trimmed sizes – A and B series
… this is the format, the

americans do not like …
17
Classification of Records
Standar ds:
3.2.3
ISO 15489 Information and documentation, Records
Management
MoReq, Model Require-ments Published by the European Commission;
for the Management of MoReq initially in 2001/2002; MoReq2 in
Electronic Records 2008
DIRKS Design and Developed by State Records New South

Implementation of Record - Wales and National Archives of Australia.
Keeping Systems Extensive methodology for reengineering
methodology Records Management systems, with close
relation to Change Management in business
processes
ISO 2788 Guidelines for the establishment and

Roadshow 2009Records Management& MoReq2Dr. Ulrich Kampffmeyer12. + 14.05.2009PROJECT development of monolingual thesauri
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18
Records Management:
ISO 15489
Standar ds:
3.2.3.2 According to ISO 15489,
records should have:
Authenticity
Reliability
Integrity
Usability
19
Records Management:
ISO 15489
Standar ds:
3.2.3.1 • Relevant for document management in the
private and public sectors, and for
archiving
• Definition of the importance, function and
elements of document management
systems
• The standard does not go substantially
beyond a definition of the subject matter
• Lowest common denominator of the
participating countries
• Problematic terminology i.E. in the German
translation: “Records Management” =
“(paper) document management” /

“management of written stuff”


20
Access Controls and Security
Technologies in IT related to RM
Standar ds:
3.2.4 ISO/IEC 15816:2002 Security information objects for access control
ISO/IEC 17799:2005 Code of practice for information security

management
ISO/IEC 18028-1:2006 IT network security - Part 1: Network security
management
ISO/IEC 18028-5:2006 IT network security - Part 5: Securing
communications across networks using virtual
private networks
X.509 ITU-T Recommendation X.509: Open systems
interconnection – The Directory: Public key and
attribute certificate frameworks
XKMS XML
Key Management Specification
21
Pr eser vation Standar disation Storage, Search and Retrieval
Standar ds:
3.2.5
ISO 15801:2004 Information stored electronically –
Recommendations for trustworthiness and
reliability
ANSI/AIIM TR25-1995 The Use of Optical Disks for Public Records
ANSI Z39.50/ISO 23950Information Retrieval Protocol
ITU X.667 Generation 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)
22
Retention Schedules and
Disposal
Standar ds:
2.2.6
MoReq, Model Published by the European Commission
Requirements for the
Management of
Electronic Records
ISO/TR 12037:1998 Recommendations for the expungement of
information recorded on write-once optical
media.
23
Metadata
Standar ds:
2.2.7
FEA Federal Enterprise DRM Data Reference Model – final Version 2.0
Architecture
e-GMS UK e-Government Metadata Standard

DCMI The Dublin Core Metadata Initiative
AIIM Integrated EDM/ERM Functional Requirements
The National Archives (UK) TNA Metadata Standard

Functional Requirements
for ERM
LMER Long-term preservation Metadata for Electronic

Resources, Nestor Project, 2007
ISO 15489, Part 1 + 2

Information and Documentation
PREMIS
Roadshow 2009Records Management& MoReq2Dr. Ulrich Kampffmeyer12. + 14.05.2009PROJECT PREservation Metadata: Implementation Strategies
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Metadata
Standar ds:
2.2.7
MoReq2 Model Requirements for the Management of

Electronic Records
ISO 23081, Part 1 Metadata for Records
Australian RKMS Recordkeeping Metadata Schema

MARC Machine-Readable Cataloging
METS Metadata Encoding & Transmission Standard
DIRKS Designing and Implementing Recordkeeping
Systems (Australia)
US DoD Dept. of
Standard for Electronic Records Management
Defense 5015.2-STD
25
Metadata
Standar ds:
2.2.7
ASCII, ISO 10646, ISO Character coding
8859
ISO 3166 Country names
ISO 8601, BSI DISC Date formats
PD2000
ANSI Z39.50/ISO Information Retrieval Protocol
23950
ISO 639 Codes for the representation of names of
languages
ISO 2788, ISO 5964 Guidelines for the establishment and
development of monolingual thesauri
26
Retrieval, Presentation and
Indexing
Standar ds:
2.2.8 Retrieval and Presentation
ISO 15489, parts 1 + 2 Information and Documentation
Content Indexing
ISAAR (CPF) International Standard Archival Authority
Record for Corporate Bodies, Persons, and
Families (ICA International Council on
Archives)
27
ICA –
International Council on Archives
Standar ds:
2.2.3.3 • Committee 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 element
 b. A statement of its purpose
 c. A statement on the rules and data constraints
that
apply to the element
Roadshow 2009Records Management& MoReq2Dr.
 d. If possible, examples that show how the rule
Ulrich Kampffmeyer12. + 14.05.2009PROJECT
is to
be applied
Roadshow 2009Records Management& MoReq2Dr.
 Ulrich Kampffmeyer12. + 14.05.2009PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Straße 1720251 Hamburgwww.project-c
28
ICA –
International Council on Archives
Standar ds:
3.2.3.4 • “Principles and Functional
Requirements for Records in Electronic
Office Environments”
• The objective is to define global uniform
principles and functional requirements for
software used to generate and manage
electronic records
• The suite of guidelines and functional
requirements is organised into three modules:
• Module 1: Overview and Statement of Principles
• Module 2: Guidelines and Functional
Requirements for Electronic Records
Management Systems
• Module 3: Guidelines and Functional

Requirements for Records in Business

Systems

29
Pr eser vation Standar disation Transmission & Migration
Standar ds:
2.2.9 Transmission
EAC Encoded Archival Context
EAD Encoded Archival Description
Migration
ISO 14721:2003 Open archival information system – Reference
model (OAIS)
The term Migration itself is ambiguous …

… general process of ingestion
… replacing an old system and transfer of data
… continuous migration as strategy

30
Long-term Preservation/
Digital Preservation
Standar ds:
2.2.10
PADI Preservation and Access to Digital Information
DPC Digital Preservation Coalition
FFIR File Format Information Registry Initiative
PRONOM On-line information system about data file
formats and their supporting software products
GDFR Global Digital Format Registry
InterPARES Creator Guidelines for Making and Maintaining
Digital Materials, May 2007
DPE: PLATTER Digital Preservation Europe: Planning Tool for
Trustet Electronic Repositories
31
Long-Term Preservation/
Digital Preservation
… is believed to be an archiving standard?!
Standar ds:
2.2.10
Library of Congress Format Descriptions
ISO 19005-1:2005 Electronic document file format for long-term
preservation – Part 1: Use of PDF 1.4 (PDF/A-
1)
ISO 14721:2003 Open archival information system – Reference

model (OAIS)
ISO/TR 18492:2005 Long-term preservation of electronic document-
based information
ISO 11799:2003 Storage and Preservation
ISO 9706
Paper-based Preservation
32
OAIS Reference Model
Standar ds:
3.2.10.1
Records Management is the
ideal entry point for archival

33
OAIS Reference Model
SIP standardisation and ingestion processes

Standar ds:
3.2.10.1 are topics for Records Management:
-Metadata
-Interfacing
-Lifecycle information
-Security and retention
34
Records and Archives
Standar ds:
3.2.10.1  Records 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.

35
Document Format
ISO 32000 : 2008 PDF … is there still a need for
Standar ds:
3.2.11 PDF/A-1 or PDF-A/2?
ISO 19005-1 Electronic 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 376
Microsoft contra ISO

TIFF 26300
Tagged ODFFile
Image Open Document Format
Format
TXT ASCII text format
WAVE Audio
XML
XML specification of W3C
ISO 15444 JPEG 2000 Image Coding System

36
Software Certification
US DOD 5015.2-STD Standard for design criteria for software

Standar ds:
2.2.12 applications in electronic records management.
Published by the Assistant Secretary of
Defense for Command, Control,
Communications and Intelligence, 2007
DOMEA® Concept Published by the KBst, the Coordination and
Requirement catalogue Advising Agency of the Federal Government
2.0 for Information Technology in the Federal
Administration, 2005
Electronic Record- Published by the Archives New Zealand, 2005
keeping Systems
Standard
Functional specification Published by the National Archives and
for Integrated document Records Service of South Africa, Department
and records of Arts and Culture, 2004
management solutions
37
DoD 5015.2
• DoD 5015.2: Document management

Standar ds:
2.2.12.1
standard of the US Department of
Defense
• It describes the functions needed for
• Information management
• System management
• Uses the same approach as
ISO 15489 Records
Management, but goes less
into functional descriptions
• All manufacturers must
comply with this standard
in order to sell to the

US military or related areas

• Most recent update in 2007

38
Dr.
 Ulrich Kampffmeyer | DLM Network EEIG | Innova.doc 2009 | Barcelona | 06.10.2009 | Slide 38 of 141
Standar ds:
2.2.12 MoReq Model Published by the European Commission;
Requirements for the originally MoReq in 2001 without certification,
Management of certification starts with MoReq2 in 2009
Electronic Records
A-CERT Certificate Ratification Authority, Version 1.5, Juni 2007
Policy
NOARK-5 Norwegian Published by Riksarkivet - The National
recordkeeping system Archives of Norway, 2008
Version 5
Protocollo Gestione Requirements for the management of
electronic records by Italian government,
published by CIPNA, 2001
RDIM Integrated Document-Management-System for
Records/Document/ the government of Canada. Published by
Information Manage-
Information Management Standards and
ment
Practices Division, National Archives of
Canada, 1996
39
Standar ds:
2.2.12
Records Management Published by National Archives and Records
Service Components Administration, 2005
Requirements
Development Project
Final Report
ReMANO Software- Published by Archiefschool, 2004. Available only

specificaties voor in Dutch.
Records Management
Applicaties voor de
Nederlandse Overheid
TNA-2 Requirements for Published by The National Archives, 2002

Electronic Records (4 Volumes)
Management Systems
VERS Victorian
Published by PROV Public Record Office
Electronic Records
Victoria, standard 99/007, 2003
Management Strategy
40
Coverage of standards
Preservation Standardisation
Records Management and Digital
Standards:
2.2.13 DOD 5015.2
ISO 15801, 12654 GUID
XML
ISO 12033
Metadata:
PDF/A DC, ISAAR, ISOs 23081
639, 2788, 5964, 8601
TU RE
CAP US ISO 18492, OAIS
E
RFC 2821, 2822,
X.509, XKMS
TIFF, JPEG
PR E
E
ISO 216
EAT
PDF/A
ES
CR
ER
V
ISO 12037 RECORDS
DE
RO
SF AN
ER
ST
TR
Y
MoReq2,
ISOUlrich
Roadshow 2009Records Management& MoReq2Dr. 15489 Kampffmeyer12. + 14.05.2009PROJECT STO NA
ISO 15801, 12654
ISOUlrich
12142 RE MA
GE
Roadshow 2009Records Management& MoReq2Dr. Kampffmeyer12. + 14.05.2009PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Straße 1720251 Hamburgwww.project-c
Roadshow 2009Records Management& MoReq2Dr. Ulrich Kampffmeyer12. + 14.05.2009PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder StraßeDOD 5015.2
1720251 Hamburgwww.project-c
41
Coverage of standards
Standards:
2.2.13 DOD 5015.2
ISO 15801, 12654 GUID
XML
ISO 12033
Metadata:
PDF/A DC, ISAAR, ISOs 23081
639, 2788, 5964, 8601
TU RE
CAP US ISO 18492, OAIS
E
RFC 2821, 2822,
X.509, XKMS
TIFF, JPEG
PR E
E
ISO 216
EAT
PDF/A
ES
CR
ER
V
ISO 12037 RECORDS
DE
RO
SF AN
ER
ST
TR
Y
MoReq2
MoReq2,
ISOUlrich
Roadshow 2009Records Management& MoReq2Dr. 15489 Kampffmeyer12. + 14.05.2009PROJECT STO NA
ISO 15801, 12654
ISOUlrich
12142 RE MA
GE
Roadshow 2009Records Management& MoReq2Dr. Kampffmeyer12. + 14.05.2009PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Straße 1720251 Hamburgwww.project-c
Roadshow 2009Records Management& MoReq2Dr. Ulrich Kampffmeyer12. + 14.05.2009PROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder StraßeDOD 5015.2
1720251 Hamburgwww.project-c
42
Conclusions on standards
Standards:
2.2.13
 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
43
Conclusions on Standards
Standards:
2.2.13
 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
44
tatus , Scope and Vision of
oReq :
DLM Forum
MoReq:
Status, Scope and Vision of MoReq2
45
tatusMoReq:
oReq :
DLM Forum
•
Status, Scope and V ision of MoReq2
, Scope and Vision of
•1994 Creation of the DLM Forum
After publication of the resulotion of the European Council on
increased cooperation among member states in archiving
•2002 Opening of the DLM Forum

The new constitution makes it possible for corporations,
organisations and private individuals to join the DLM Forum
•2002 Founding of the DLM Network EEIG

as legal and administrative body of the DLM Forum
46
MoReq
Model Requirements for the

MoReq:
Management of Electronic Records
Published by the European Commission

and the DLM Forum
47
Status, Scope and V ision of MoReq2 MoReq1: History
MoReq:
•1996 Initiative of the DLM Forum

Need for a specification for system requirements for
managing electronic documents and archives
•2000/2001 Creation of MoReq

as 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
PROJECT CONSULT
PROJECT CONSULT
2008
2008
48
Model Requirements for the
Management of Electronic Records
Designed and published for Europe –
MoReq:
but now used around the world

 Initiated by DLM Forum,
funded by European Commission,
IDA programme
 All sectors,
public & private sector
DLM ForumRMDr. Ulrich KampffmeyerPROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer Brasil
GmbHBreitenfelder Straße 1720251 Hamburgwww.project-consult.com© PROJECT CONSULT 2008
49
MoReq2
•An evolutionary development of MoReq(1)

MoReq:
•Improves and extends MoReq

•Updates MoReq in respect of new technologies and
regulations
•Modularises MoReq
•Uses numerous “Best Practices” and incorporates
proven standards
•Adds a test suite and certification process for software
products under the guidance of the DLM Forum
•Published on 13. February 2008
50
MoReq2: The Specification
A specification that
MoReq:
describes the capabilities

of a good, generic,
electronic records
management application.
Available free from

www.MoReq2.eu
www.MoReq2.de
www.MoReq.info
www.DLM-Forum.eu
CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder Straße 1720251 Hamburgwww.project-consult.com© PROJECT CONSULT 2008
51
Status, Scope and V ision of MoReq2 MoReq2: The Specification
MoReq:
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 BoardPROJECT CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder St
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Status, Scope and V ision of MoReq2 Structure of MoReq2 Deliverables
MoReq:
MoReq2 website
Specification Test framework materials Metadata model XML schema
53
Test Framework Materials
Developed by imbus AG, Germany

MoReq:
– 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

Fabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance BoardPROJECT
GmbHBreitenfelder St
centers
– but can be used by everybody i.E. for inhouse testing

54
Status, Scope and V ision of MoReq2 Metadata Model
MoReq:
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.
55
Status, Scope and V ision of MoReq2 MoReq2 XML Schema
MoReq:
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.
56
Status, Scope and V ision of MoReq2 Structure of the MoReq2 Standard
MoReq:
Met
57
Status, Scope and V ision of MoReq2 ERM Functions of MoReq2
MoReq:
P TURE US
CA E
PR
EAT
ES
CR
ER
VE
RECORDS
DE
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OY
AN
STR
TR
STO
G CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder St
R NA CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder St
E MA CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder St
Fabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance BoardPROJECT E CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer
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Status, Scope and V ision of MoReq2 8 Categories for Functionality
MoReq:
P TURE US
CA E
PR
EAT
ES
CR
ER
VE
RECORDS
DE
ER SF
OY
AN
STR
TR
STO
G CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder St
R NA CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder St
Marcs idea: E MA CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder St
Fabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance BoardPROJECT E CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer
8 basic categories of functionality around records

59
Status, Scope and V ision of MoReq2 MoReq2 Contents
MoReq:
1 Introduction
2 Overview of ERMS Requirements
3 Classification Scheme and File Organisation
4 Controls and Security
5 Retention and Disposition
6 Capturing Records and Declaring Records
7 Referencing
8 Searching, Retrieval and Presentation
9 Administrative Functions
10 Optional Modules
11 Non-Functional Requirements
12 Metadata Requirements
13 Reference Model
 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance BoardPROJECT
Fabasoft PressekonferenzDMS EXPOMoReq2 CONSULTUnternehmensberatungDr. Ulrich Kampffmeyer GmbHBreitenfelder St
60
Status, Scope and V ision of MoReq2 MoReq2 Contents
MoReq:
1 Introduction
2 Overview of ERMS Requirements
3 Classification Scheme and File Organisation
4 Controls and Security
5 Retention and Disposition
6 Capturing Records and Declaring Records
7 Referencing
8 Searching, Retrieval and Presentation
9 Administrative Functions
10 Optional Modules
11 Non-Functional Requirements
12 Metadata Requirements
13 Reference Model
The classical Records

Management functions
61
Status, Scope and V ision of MoReq2 MoReq2 Optional Modules
MoReq:
10.1 Management of Physical (Non-electronic) Files

and Records
10.2 Disposition of Physical Records
10.3 Document Management and Collaborative
Working
10.4 Workflow
10.5 Casework
10.6 Integration with Content Management
Systems
10.7 Electronic signatures
10.8 Encryption
10.9 Digital Rights Management
10.10 Distributed Systems
10.11 Offline and Remote Working
10.12 Fax Integration
10.13 Security Categories

62
Status, Scope and V ision of MoReq2 MoReq2 Appendices
MoReq:
 Appendix 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



Fabasoft PressekonferenzDMS EXPOMoReq2 Appendix 9 – Metadata Model
Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance BoardPROJECT

63
Everything is in Place
•Requirements online and printed
MoReq:
•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 certified
We can start to gather experience, initiate

DLM ForumRMDr. Ulrich KampffmeyerPROJECT improvements and generate acceptance!
PROJECT CONSULT
PROJECT CONSULT
2008
2008
64
Status, Scope and V ision of MoReq2 Status of translations
MoReq:
In Progress Done
Catalan French
Polish Korean
Portuguese Russian (2)
Romanian Czech
Slovenian
Hungarian
And probably others?

Catalan!
65
Status, Scope and V ision of MoReq2 MGB MoReq Governance Board
MoReq:
The MoReq Governance Board has the following tasks
and responsibilities:
• Ensure MoReq brand name protection

• Ensure the consistency and quality of MoReq
Chapter Zero content and translations of the
MoReq specification
• Instigate and promote MoReq awareness, use and
adoption in the EU through publications, training
programmes and other communication channels
and partners
• Provide an ongoing programme for Maintenance &
development of Testing of MoReq
66
Status, Scope and V ision of MoReq2 MGB Moreq Governance Board
MoReq:
 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)
JefSchram European Commission (Belgium)
Joze Skofljanec Nation Archive (Slovenia)
Rory Staunton Strategy Partners (England)

67
MoReq:
Working groups

• Brand Protection (BPWG)

• Dissemination and Training (DTWG)
• Maintenance and Innovation (MIWG)
• Testing and Certification (TCWG)
• Translation & Chapter Zero (TZWG)
68
MoReq:
First Results

• Guideline for the Certification Process

• Guideline for Maintenance and Updates to MoReq
• Guideline for Translators
• Guideline for Chapter 0
• DLM Forum and MoReq website (September 2009)
• MoReq Roadmap
• Ongoing replies to questions from translators and vendors
on technical matters
69
DLM Forum -
MoReq2 Testing Regime
MoReq:
ImbusAG (http://www.imbus.de)
European Commission – DLM Forum (DLM
Network 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)

70
Status, Scope and V ision of MoReq2 One important Goal
MoReq:
Demonstrate 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
PROJECT CONSULT
PROJECT CONSULT
2008
2008
• More products need to be certified …
PROJECT CONSULT
PROJECT CONSULT
2008
2008
71
Studies:
The Market for Records Management
72
Records Management:
T he Mar ket for Recor ds Mangement An Industry View
Records Management
as part of
ECM
Enterprise Content Management
73
The Concept of ECM
T he Mar ket for Recor ds Mangement Enterprise Content Management
“Enterprise Content Management is
the Strategies, Methods and Tools
used to Capture, Manage, Store,
Preserve and Deliver
Content and Documents related to
Organizational Processes.”
 AIIM international

74
The ECM Model
T he Mar ket for Recor ds Mangement
MANAGE
Collab
DM
CAPTUR STORE WCM DELIVER

E
WF/
BPM
RM
PRESERV
E
75
The ECM Components Model
MANAGE
Document Management
Collab
DM Collaboration

E Web Content Management
WF/
BPM
Workflow RM Records Management
Business Process Management
PRESERV
E
76
ECM & Records Management
MANAGE
Collab
DM

E
WF/
BPM
RM Records Management
PRESERV
E
One integrated Module of
Fabasoft PressekonferenzDMS EXPOMoReq2 Zertifikat15.09.2009Beitrag Ulrich KampffmeyerMGB Moreq Governance BoardPROJECT the Components Model
77
The MoReq2 Model
P TURE
CA US
E
ATE
PR
ES
E
CR
ER
VE
DE RECORDS
FE NS
OY
STR
A
R
TR
STO NA
MA
Fabasoft Pressekonferenz
DMS EXPO
RE
GE
MoReq2 Zertifikat
15.09.2009
Beitrag Ulrich Kampffmeyer
MGB Moreq Governance Board
The same Terms like in the ECM Model?!

PROJECT CONSULT
Unternehmensberatung
Dr. Ulrich Kampffmeyer GmbH
Breitenfelder Straße 17
20251 Hamburg
www.project-consult.com
© PROJECT CONSULT 2009
78
The MoReq2 Model
Capture
P TURE
CA US
E
Preserve
ATE
PR
Records
ES
E
CR
ER
VE
Management RECORDS
DE
FE NS
OY
STR
A
R
TR
Store Manage
STO NA
MA
Fabasoft Pressekonferenz
DMS EXPO
RE
GE
MoReq2 Zertifikat
15.09.2009
Beitrag Ulrich Kampffmeyer
Different Focus …
MGB Moreq Governance Board
PROJECT CONSULT
Unternehmensberatung
Records are the Center of the World ?!

Dr. Ulrich Kampffmeyer GmbH
Breitenfelder Straße 17
20251 Hamburg
www.project-consult.com
© PROJECT CONSULT 2009
79
ECM and Records Management
What is the Difference

between the ECM and

the Records Management Model?
Most ECM Components

are only Satelites
in the MoReq2 Model!
80
The software industry has moved on …
ECM was enhanced to

really cope with the

challenges of “2.0”
whilst Records Management and
Electronic Archival are just in a
“2.0 experimental Phase” …
81
Market Studies
Gartner, Forrester & Co.
Records Management
Functions and Vendor
Positioning
82
Gartner Group 2008
T he Mar ket for Recor ds Mangement “MarketScope for Records Management”
83
Gartner Group 2008
T he Mar ket for Recor ds Mangement “MarketScope for Records Management”
84
DataMonitor ERDM Studie
T he Mar ket for Recor ds Mangement 2008
Autonomy
Open Text HP
85
Forrester Wave Records Management
T he Mar ket for Recor ds Mangement August 2009
86
87
88
89
90
Market Studies
AIIM
Association for Information
and Image Management international
Records Management Usage

and Perception
91
AIIM RM Study 2009 Summary
 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.
92
 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.
93
 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.
94
 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.

95
 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.
96
AIIM Study 2009
What is the most significant business driver for document and
records management technologies in your organization? N=476
97
AIIM Study 2009
How long would it take to produce all of the organisational
information related to a former customer or constituent? N=468
98
AIIM Study 2009
For each type of content, evaluate the degree of control
that exists in your organisation in managing it: N=462
99
AIIM Study 2009
How would you best characterize your organisation’s
experience with document management and records
management? N=478
100
AIIM Study 2009
How would you describe the return on investment (ROI) of your
document/records management or ECM system? N=289,
(excluding “not measured”)
101
AIIM Study 2009
Have you implemented Microsoft SharePoint 2007
(WSS/MOSS) in your organization? N=406
102
AIIM Study 2009
Do you currently use or have immediate plans to use
SharePoint 2007/MOSS in the following applications? N=233
(SharePoint users)
103
AIIM Study 2009
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)
104
AIIM Study 2009
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.)
105
AIIM Study 2009
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)
106
AIIM Study 2009
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
107
AIIM Study 2009
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)
108
AIIM Study 2009
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:
109
AIIM Study 2009
How do you think your organisation’s 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

don’t spend anything on this” responses indicated by shorter
bar lengths.)
110
AIIM Study 2009
How do you think your organisation’s ECM spending in the
following areas will be in 2009 compared to 2008?
N=274 >10 emps, non-trade. (“We don’t spend anything on

this” responses indicated by shorter bar lengths.)
111
ge:
g the Barriers of Traditional Records Manag
112
The positive Aspect is, this
The Information Flood …
113
The positive Aspect is, this
The good news is,
this wave has not arrived in
records keeping centers
and archives yet …
114
Recor ds Management
Br eaking the Bar rier s of Tr aditional
Challenge:
Three big Challenges
115
The Technology Challenge
Most “new” technologies do not care about

Recor ds Management
Challenge:
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.
PROJECT CONSULT
PROJECT CONSULT
PROJECT CONSULT
2008
2008
2008
116
The Technology Challenge
We might even have to come up with the

Recor ds Management
Challenge:
discussion,
again,
whether we need a definition of something like

a “Digital Original”
117
The Cultural Challenge
New perceptions, how to generate and use

Recor ds Management
Challenge:
information.
Consider:
• Social communities
• Digital immigrants versus digital natives
• “Always online”
• New ways of communication and interaction
• Rights management & data protection
118
The Cultural Challenge
We might even have to come up with

Recor ds Management
Challenge:
discussions,
again,
about the information society and

social implications of what we are doing.
And not to forget the digital addicts …
119
The Information Growth Challenge
Exponential growth of information and no

Recor ds Management
Challenge:
sufficient “management” of information.
Consider:
• Uncontrolled redundancy
• The value of information
• The growing dependency on the availability
and accuracy of information
120
Some Special Records
Management Challenges
Recor ds Management
Challenge:
You may want to replace the term

“Records Manager”
with the term
“Archivist” or “Librarian”…
121
Some Provocations
Recor ds Management
Challenge:
Records managers love 2.0 users hate complex

metadata. data entry forms!
They are used to They trust automatic

complex data entry categorisation.
forms.
122
Some Provocations
Recor ds Management
Challenge:
Records Managers are 2.0 users hate complex

excellent at search forms!
structured search.
They are used to Expert They love “single field

Search Forms. search” á la Google,
finding everything
everywhere.
123
Some Provocations
Recor ds Management
Challenge:
Records Managers are 2.0 users are lazy!

aware of the importance of
information context.
They are used to spending They don‘t care where they

hours creating orderly store their stuff.
structures.
124
Some Provocations
Recor ds Management
Challenge:
Records Managers know 2.0 users will loose their

perfectly to navigate temper if the Interface
by tree views and folder- doesn’t work like a media
sub-folder-volume- library or Youtube.
hierarchies.
It’s all about having fun. Or they get bored and just
stop searching what
they were looking for.
125
Some Provocations
Recor ds Management
Challenge:
Records Managers know 2.0 users know that a 1 TB

about the importance disk at the grocery store is
of selection and disposal. now only 100 €.
They work until late in the They believe that there will
night to keep their always be enough space
repositories clean. for everything.
126
Some Provocations
Recor ds Management
Challenge:
Records Managers are 2.0 users have no idea

specialists in determining what a record is or who
the value of records. might be responsible for
storing it safely.
They work eagerly to keep Everybody gets copies of

information accessible and everything, so somebody
available for all time. will take care of it.
127
Some Provocations
Recor ds Management
Challenge:
Records Managers are 2.0 users believe in

fond of their fileplans, folksonomy.
thesauri, taxonomies,
ontologies and
classification schemes.
They will move through 7+ If enough users choose the

levels of hierarchy to find same tag, it can’t be wrong.
the right spot for a note.
128
Some Provocations
Recor ds Management
Challenge:
Records Managers are 2.0 users love their iPod!

prepared to learn every
function of their RM
solution.
With extensive training, If the user interface isn’t

any software interface sexy and works like
can be turned into a usable Facebook, they will just
tool. shut the application
down.
129
Some Provocations
Recor ds Management
Challenge:
Records Managers know 2.0 users, the Digital

the place of every object by Natives, started living
heart (or by their retrieval in a virtual world …
system).
They are in control of … and the systems are no

everything in the electronic longer jailed in their
realm and in the world of silicon cages. with RFID,
paper documents. robotics, cameras, sensors
they are entering the real
world and taking over.
PROJECT CONSULT
PROJECT CONSULT
2008
2008
130
Outlook:
The Future of Records
and Information Management
131
Availability and Dependence
Our society is utterly dependent on the

Mana gement
T he Futur e of Infor mation
Outlook:
availability of information systems and

the correctness of information:
Do we handle electronic records as
carefully as we do paper records?
Will future historians call our time
“the Dark Age of the Early Information
Society?”
132
SaaS
Software as a Service, ASP (Application

Mana gement
Outlook:
Service Providing) and Outsourcing are

a major challenge for Records
Management:
Will there be control of storage
locations?
Will there be reliable information on
provider trustworthiness?
Will the inherent insecurity of data
links and the Internet be compensated
by high cost-effectiveness?
133
EIM
Enterprise information management is

Mana gement
Outlook:
crumbling the barriers between

structured and unstructured information:
A record is merely a definition of an
information object based on legal
character, business value and content.
Will there be a need for specialised
Records Management solutions?
134
Social Software
Social software and Web 2.0

Mana gement
Outlook:
technologies create new information

channels and dynamic, “soft” formats
that are not suitable for digital
preservation:
How to derive records from wikis,
blogs, tweets, etc.?
How to determine value of information
to create a record?
Who is supposed to do this in the era
of Information Overflow?
135
Automatisation
Automatic classification and

Mana gement
Outlook:
categorisation are the only way to get

control of the flood of information:
Will the Records Manager exist as a
job description in the future?
How good do automatic procedures
need to get before it becomes obvious
that they are much better than error-
prone manual procedures?
Will structured Records Management
survive in the Age of Google?
136
E 2.0
Web 2.0 technologies are changing the

Mana gement
Outlook:
way companies use information:

Will Records Management become just
another function of standard software?
Can enterprise search eventually
replace structured repositories?
Will information objects “know” by
themselves where they belong and
what they are used for?
Will compliance become the only
reason for the survival of Records
Management?
PROJECT CONSULT
PROJECT CONSULT
PROJECT CONSULT
2008
2008
2008
137
Paradigms
We will need a paradigm change

Mana gement
Outlook:
in Records Management to adopt to

technical and cultural change!
Or we will see a paradigm shift to a

place, where we do not want to be!
138
Mana gement
Outlook:
The choice is yours!
139
Mana gement
Outlook:
The choice is yours!
140
Thank you very much for your attention!
Dr. Ulrich Kampffmeyer


E-Mail: Ulrich.Kampffmeyer@PROJECT-CONSULT.com
Slides, Newsletter, more Information ...

http://www.PROJECT-CONSULT.com
http://www.MoReq2.de
141

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 Records Management & MoReq2

Dr. Ulrich Kampffmeyer

… as well in Catalan it can have

ISO 15489 Records Management

Information created, received, and

•A record can be any type of content having to do

with a business activity or transaction.

•Examples for records are e-mails, contracts,

ISO 15489 Records Management

Field of management responsible for the

•Imaging of filing plans and other structured

directories for the orderly storage of

Records Management is media-agnostic.

•Management of physical records, for

•Electronic records management (digital

Management (ERM) has to do with the

•Information that must be retained

ISO 15489: 2003, Part 1 and 2 Information and Documentation

ANSI/AIIM TR2-1998,Technical Glossary of document-related

ISO 12653:2000 Test page for black and white scanning of

ISO/TS 12022:2001 Guide to compression processes for imaged

IETF RFC 2822 Internet Message Format.

ISO 216 Writing paper and certain classes of printed

… this is the format, the

DIRKS Design and Developed by State Records New South

ISO 2788 Guidelines for the establishment and

“(paper) document management” /

“management of written stuff”

ISO/IEC 17799:2005 Code of practice for information security

ANSI Z39.50/ISO 23950Information Retrieval Protocol

ITU X.667 Generation and registration of Universally

e-GMS UK e-Government Metadata Standard

AIIM Integrated EDM/ERM Functional Requirements

The National Archives (UK) TNA Metadata Standard

LMER Long-term preservation Metadata for Electronic

ISO 15489, Part 1 + 2

MoReq2 Model Requirements for the Management of

Australian RKMS Recordkeeping Metadata Schema

• Module 3: Guidelines and Functional

Requirements for Records in Business

The term Migration itself is ambiguous …

… continuous migration as strategy

ISO 14721:2003 Open archival information system – Reference

ideal entry point for archival

SIP standardisation and ingestion processes

Records include ‘live’ information and are

 Some records may be delivered to an

ISO 29500 : 2008 OOXML Office Open XML standardised on 7

Microsoft contra ISO

ISO 15444 JPEG 2000 Image Coding System

US DOD 5015.2-STD Standard for design criteria for software

• DoD 5015.2: Document management

in order to sell to the

US military or related areas

• Most recent update in 2007

ReMANO Software- Published by Archiefschool, 2004. Available only

TNA-2 Requirements for Published by The National Archives, 2002

ISO 15801, 12654 GUID

ISO 15801, 12654 GUID

•2002 Opening of the DLM Forum

•2002 Founding of the DLM Network EEIG

Model Requirements for the

Management of Electronic Records