MoReq2: Model Requirements for the Management of Electronic Records, Update and Extension

Citation

(2008), "MoReq2: Model Requirements for the Management of Electronic Records, Update and Extension", Records Management Journal, Vol. 18 No. 3. https://doi.org/10.1108/rmj.2008.28118cae.001

MoReq2: Model Requirements for the Management of Electronic Records, Update and Extension

Article Type: Publications From: Records Management Journal, Volume 18, Issue 3

2008Prepared for the European Commission by Serco ConsultingPrice and information: www.moreq2.eu

Keywords: Electronic records management, Electronic records, management, systems, European Commission, Specifications

The Model Requirements for the Management of Electronic Records (MoReq), which specified the requirements for electronic records management systems (ERMS) was published in 2001. It has now been updated and extended as MoReq2, which is intended as the replacement to the first MoRequation The new specification comes in at 240 pages plus another 96 pages for Appendix 9, which contains the Metadata Model. It covers both core and optional aspects relating to ERMS in a large amount of detail.

The first two chapters introduce the specification and give an overview of the requirements. Chapters 3-9 cover the core requirements including: classification scheme and file organisation; controls and security; retention and disposition; capturing and declaring records, referencing; searching, retrieval and presentation and administrative functions. The rest of the chapters deal with the optional modules, non-functional requirements (e.g. ease of use, metadata requirements) and a reference model, which includes a glossary of the terms used in the specification. The optional modules include things like management of physical records, document management and encryption. There are also eight appendices in addition to the separate Appendix 9. A "chapter 0" option is available for EU countries to specify their unique national requirements, but this is not included in the English language version.

It is not intended that all this detail will be used by all organisations looking at implementing an ERMS. Indeed, it is emphasised more than once that the specification should not be automatically turned into a procurement document. Instead, the business needs of the organisation and the policies relating to records management should come first and then the relevant options should be taken from the specification. Versions of the document have been made available on the MoReq2 website as Word documents for easy adaptation (www.moreq2.eu/downloads.htm). A pdf version is also provided.

The specification therefore is so detailed because it is trying to include as many of the options as could possibly be wanted by a variety of organisations in a variety of countries. Some requirements listed in the specification make it clear that they are optional or give more than one option for the requirement. Many of the requirements have notes that explain further what the requirement is about, how it can be used and what the options relate to the requirement. The requirements are usually clear to read and based on common sense. As such, it should work well as a basis for a specification that should suit any organisation, but customisation is key.

MoReq2 will also include a testing scheme, which will test ERMS products against the specification. As such, it takes over from the now defunct National Archives testing scheme. The requirements have an indication as to which ones will be able to be tested or not. There is also a category of requirements that cannot be fully tested, generally because it isvnot possible to test a limit, e.g. 10.4.9 "The ERMS must not limit the number of workflows which can be defined and stored". Testing systems against the requirements should start later in 2008.

From a records manager's perspective, MoReq2 would be a good tool if used properly. The level of detail allows an organisation to pick the requirements that will work best for them and the testing scheme should help in identifying systems that will meet those requirements. Even if you are unable through cost limits or organisational disinterest to procure a system, it could help to work out how you should be managing electronic records with the tools you have. However, you will need to work out what your organisation needs first, then use MoReq2 as the basis for a specification.

Rachael MaguireLondon School of Economics, London, UK