GENERAL STANDARDS & BEST PRACTICES
Public agencies should strive to ensure that their records and information are created, managed, and disposed in accordance with industry standards and best practices. There are numerous standards that should be considered by all public agencies for the effective and efficient management of government records and information, including electronic records and enterprise content management systems. Best practices and standards applicable to most government records and information include:
- Records and Information Management (General)
- Electronic Records
- Electronic Mail
- Enterprise Content Management
- System Requirements
- Metadata, Indexing and Filing
- File Formats, Reformatting and Imaging
- Preservation and Protection of Records
- Destruction of Records
- Record Center Operations
RECORDS AND INFORMATION MANAGEMENT (GENERAL)
- ANSI/ARMA 8-2005: Retention Management for Records and Information
- ANSI/ARMA 5-2003: Vital Records: Identifying, Managing, and Recovering Business-Critical Records
- ISO 15489-1:2001: Information and documentation, Records management: Part 1: General
- ISO 15489.2-2002: Records management: Part 2: Guidelines
- Electronic Records Management and Digital Preservation: Protecting the Knowledge Assets of the State Government Enterprise: Part II: Economic, Legal, and Organizational Issues (July 2007)
- Best Practice Guidelines and Commentary for Managing Information and Records in the Electronic Age
- Best Practices, Recommendations, and Principles for Addressing Electronic Document Production
- ANSI/AIIM TR31 (R1999): Performance Guideline for the Legal Acceptance of Records Produced by Information Technology Systems
- ANSI/ARMA 9-2004: Requirements for Managing Electronic Messages as Records
- Center for Technology in Government (2005): Sharing Justice Information: A Capability Assessment Toolkit
- Center for Technology in Government (2004): Bridging the Enterprise
- AIIM/ARP1-2006: Recommended Practice: Analysis, Selection, and Implementation Guidelines Associated with Electronic Document Management Systems
- ANSI/AIIM/ARMA TR48-2004: Framework for Integration of Electronic Document Management Systems and Electronic Records Management Systems
- ANSI/NISO Z39.50-2003: Information Retrieval: Application Service Definition & Protocol Specification DoD 5015.2-STD: Design Criteria Standard for Electronic Records Management Software Applications (April 2002)
- Creating and Maintaining Proper Systems for Electronic Record Keeping
- IEEE 1233-1998 Edition (R2002): IEEE Guide for Developing System Requirements Specifications (including IEEE 1233a)
- ANSI/IEEE 830-1998: Recommended Practice for Software Requirements Specifications
- ANSI/AIIM TR35-1995: Human & Organizational Issues for Successful EIM System Implementation
- Workflow Management Coalition Specification TC00-1003: Issue 1.1: Workflow Reference Model (January 1995)
- Center for Technology in Government (2006): XML Toolkit
- Dublin Core Metadata Initiative (2006): Dublin Core Metadata Element Set, Version 1.1
- Dublin Core Metadata Initiative (2006): Dublin Core Metadata Iniative (DCMI) Type Vocabulary
- ANSI/ARMA 12-2005: Establishing Alphabetic, Numeric, and Subject Filing Systems
- ISO 23081.1-2004: Information and documentation: Records management processes: Metadata for records: Principles
FILE FORMATS, REFORMATTING AND IMAGING
- ISO 19005-1: Document Management - Electronic Document File Format for Long-Term Preservation - Part 1: Use of PDF 1.4 (PDF/A-1)
- Cornell University Library (2003): Moving Theory into Practice: Digital Imaging Tutorial
- ANSI/AIIM TR33-1998: Selecting an Appropriate Image Compression Method to Match User Requirements
- ANSI/AIIM TR15-1997: Planning Considerations, Addressing Preparation of Documents for Image Capture
- ANSI/AIIM MS61-1996: Application Programming Interface (API) for Scanners in Document Imaging Systems
- ANSI/AIIM TR27-1996: Electronic Imaging Request for Proposal (RFP) Guidelines (revision in progress)
- ANSI/AIIM TR25-1995: The Use of Optical Disks for Public Records
- ANSI/AIIM TR32-1994: Paper Forms Design Optimization for Electronic Image Management (EIM)
- ANSI/AIIM MS44-1988 (R1993): Recommended Practice for Quality Control of Image Scanners
- ANSI/AIIM MS53-1993: Recommended Practice; File Format for Storage & Exchange of Image; BiLevel Image File Format
- ANSI/AIIM MS52-1991: Recommended Practice for the Requirements & Characteristics of Original Documents Intended for Optical Scanning
- ANSI/AIIM MS42-1989: Information and Image Management - Recommended Practice for the Expungement, Deletion, Correction, or Amendment of Records on Microforms
PRESERVATION AND PROTECTION OF RECORDS
- Center for Technology in Government (2005): Building State Government Digital Preservation Partnerships
- Cornell University Library (2003): Digital Preservation Management: Implementing Short-Term Strategies for Long-Term Problems
- NFPA 232: Standard for the Protection of Records, 2000 Edition
- ANSI/AIIM TR28-1991: The Expungement of Information Recorded on Optical Write-Once-Read-Many (WORM) Systems
- ANSI/ARMA TR-01-2002: Records Center Operations
The list above, while not exhaustive, does illustrates the scope and diversity of not only standards but also records and information management needs. To purchase standards publications, or locate additional standards, visit any of the links above or the American National Standards Institute's eStandards Store website at: http://webstore.ansi.org/
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