Digital Recordkeeping Standard – Mapping Database Procedure
Archives New Zealand has developed and issued a new discretionary standard that applies to all electronic software applications that capture and manage records, including dedicated recordkeeping or records management systems (often abbreviated as EDRMS) and business systems/applications that create records.
This new standard is adopted from the International Council on Archives (ICA) Principles and Functional Requirements for Records in Electronic Office Environments (ICA-Req) Module One: Overview and Statement of Principles. There are two supporting modules:
- Module 2, Guidelines and Functional Requirements for Records in Electronic office Environments
- Module 3, Guidelines and Functional Requirements for Records in Business systems.
A mapping database has been developed to explain how ICA-Req fits within the New Zealand recordkeeping environment and its relationship with Archives New Zealand’s mandatory standards. Below are detailed instructions on how to use this database.
- Click on link and open excel spreadsheet – ICA Modules to PRA Mandatory Standards Mapping.xls
- Once the document has opened click in Column A Row 1 – Heading PRA Compliance Status, filters appear and look like image below
- There are eight columns across the top of the mapping database, below we have explained what each heading means
- PRA Compliance Status – Best practice only or Compliance needed
- ICA Section Narrative –provides a direct narrative from ICA Standard
- ICA module and section – The module and section number of the ICA-Req
- ICA-Req Number – provides a direct link through to the ICA requirements
- ICA Narrative – a description of the outcomes required to ensure records are managed appropriately
- Applicable PRA Section – which section of the Public Records Act 2005 (PRA) that it relates to
- How it supports the mandatory standards – which mandatory standard and the requirement number and description
- To use this tool, click on the arrow in the right hand corner of each column header and a drop down list will appear. For example, you may wish to know what compliance is needed for meeting the PRA in terms of classification in a business system. To show you this, we have selected the PRA Compliance status box (image below) and then clicked on Compliance need. This will filter the database to show only the rows that have compliance need.
Then you would click on the drop down arrow beside ICA Section Narrative and select Classification Process this will filter all rows and columns that match these two statements.
Please note: Under ICA Narrative requirements in italics were originally grouped together in the ICA requirements, but for ease of use in this tool have been spilt. (e.g. 22a, b, c)
- To get back to showing all rows you need to re-click on the filter/s you have changed and select All. This will return the database to its original view