Analysis of MOSS 2007 and SharePoint 2010 against ICA ERMS Requirements
This document provides an analysis of the Microsoft SharePoint solution against the National Archives of Australia’s (NAA) enhanced Principles and Functional Requirements for Records in Electronic Office Environments, now endorsed by the International Council on Archives (ICA). An Australasian Digital Records Initiative (ADRI) and ICA co-sponsored project developed these specifications under the ICA’s Electronic Records and Automation Priority Area “to produce globally harmonised principles, functional requirements and generic guidelines for software which is used to create and manage electronic records in office environments”.
The specifications comprise the following three modules:
- Module 1: Overview and Statement of Principles: background information, organisation, fundamental principles and additional context.
- Module 2: Guidelines and Functional Requirements for Records in Electronic Offices: a global high level statement of core and optional requirements, including application guidelines and a compliance checklist; and
- Module 3: Guidelines and Functional Requirements for Records in Business Systems: Guidelines and generic core and optional functional requirements for records in business systems.
This document provides an analysis against Modules 1 and 2. An example is also provided of compliant records management metadata configuration referencing the NAA Australian Government Recordkeeping Metadata Standard (version 2.0), a specification now widely adopted by other Australian jurisdictions, New Zealand and Spain.
For ease of understanding the assessment the document also includes a definition of SharePoint terminology and an overview of MOSS 2007 and SharePoint 2010 records management functionality