Standards and guidelines
ISO 15489
The International Standard on Records Management (ISO 15489) was published by the International Records Management Association at its conference in Montreal in October 2001.A new standard was published in 2016, which also takes into account the requirements of digital records management.
ISO 15489 is designed to support the needs that arise in the document management and case management process, whether in government or in business. The standard has two parts.
- ISO 15489 Part 1: General defines at a high level the processes and framework for document management, the benefits of good document management, the legal basis and the importance of responsibility for document management. It also deals with the prerequisites for good document management, document management systems and processes, control and training.
- ISO 15489 Part 2: Guidance seeks to put into practice the advice given in the previous part. It details the establishment of document management policies, the proper segregation of responsibilities, and suggests the correct process for setting up document management systems. It gives advice on document management processes, their control, the creation of master files, security measures and the use of the archives.
A complete list of document management processes (according to ISO 15489):
- Determination of the retention period of a registered document
- Creation and registration of registered documents
- Classification of registered documents
- Storage and management of registered documents
- Access control to registered documents
- Tracing of registered documents
- Culling of registered documents
- Documentation of data management processes
According to ISO 15489, an organisation's document management system must support these processes. A records management system is defined as an information system that collects, manages and provides access to records over time.
MoReq2010
The first MoReq specification was produced in 2001, thanks to close cooperation between the European Commission and the DLM Forum. MoReq was a new requirements specification supporting electronic document management systems for use in all European countries. The de facto standard, which was application and platform independent and available in many languages, provided a set of model requirements that users could use to define functionality and ensure application quality when developing document management software.
The word MoReq was first used to abbreviate the term Model Requirements.In 2005, the DLM Forum conducted a study to update and extend the original MoReq specification. This study resulted in the publication of MoReq2 in early 2008. The paths taken by the new version; accreditation scheme, data exchange scheme were significant improvements. However, in addition to the advantages of the testing scheme, there was also a negative side, stemming from the sample requirement concept itself.
If products are pre-tested, checked for compliance with MoReq2, it is much more difficult to modify them in-house. How can the developer of a tested and validated commercially available software ensure that the application can be updated and new requirements arising from individual needs can be deployed throughout the organisation.
Another related problem has arisen with the increasing complexity of the specification, namely to ensure the integrity of the entire specification in the face of such rapidly changing requirements. In December 2008, at its triennial conference in Toulouse, the DLM Forum established the MoReq Governance Board. In 2009, the MoReq MGB established a roadmap for further development, and in May 2011, at the DLM Forum's General Assembly in Budapest, the organisation announced the MoReq2010 specification.
The MoReq2010 specification is a set of modular requirements.
It revises the definition of the ISO 15489 standard and provides a much more specific solution for the implementation of these processes. To comply with MoReq2010, the document management system must meet much stricter criteria than the processes defined in ISO 15489. One of the benefits of MoReq2010 compliance, which is also one of the main objectives of MoReq2010, is the interoperability between the Document Management Software.
A MoReq-compliant Data Management Software can not only interpret its own entities, but also export them to a format that can be interpreted by another MoReq-compliant Data Management Software.
