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Memento : Issue 31
What’s the right software for managing your digital records? Thinking of new electronic records management software? Two new products from the National Archives can simplify the process. The specifications meet the recordkeeping requirements of the Australian Government and are fully compliant with the Australian Standard for Records Management, AS ISO 15489. Both products are designed for agencies that need to review their existing software, develop new software or prepare tender documents to purchase software, as well as for software companies that serve the government market. The specifications and guidelines are available on our website at www.naa.gov.au/recordkeeping/er/ summary.html. Anne Robertson RECORDKEEPING NEWS Managing email as records The Chief Information Officer Committee, with members drawn from Australian Government agencies and chaired by the Chief Information Officer of the Australian Government Information Management Office, has developed the Australian Government Email Metadata Standard to help agencies manage email messages so that they meet business, accountability, security and archival needs. The new standard is available on our website at www.naa.gov.au/recordkeeping/control/ agems.html. Digital recordkeeping case studies Two Australian Government agencies – the Royal Australian Mint and IP Australia – have used the Archives’ Digital Recordkeeping Guidelines and companion checklist to assess the standard of their recordkeeping. Find out what they learnt at www.naa.gov.au/recordkeeping/er/ guidelines/casestudies.html. New website for digital recordkeeping initiative The Australasian Digital Recordkeeping Initiative (ADRI) has launched its own website to collaborate and report on the development of strategies to make, keep and use digital records. The members of ADRI are the 10 national, state and territory archives and records authorities in Australia and New Zealand. For more information, go to www.adri.gov.au . New edition of AGIFT We have published the second edition of AGIFT – the Australian Governments’ Interactive Functions Thesaurus – to help people discover government information and services online by using plain English. AGIFT provides consistent terms that government agencies at all levels can use to describe their products and services. AGIFT can be browsed alphabetically, by business function or full-text searching at www.naa.gov.au/recordkeeping/gov_online/ agift/summary.html. Electronic records management software helps organisations make and keep digital records. Designing or buying the right software can be a complex task. Organisations need to identify features that will support the capture, control, retrieval, disposal, and security of their records. The National Archives has added two new products to its e-permanence suite of standards and guidelines that will help Australian Government agencies choose and implement the most suitable software. Functional Specifications for Electronic Records Management Systems Software describes the minimum features needed to adequately support records management. The specifications also describe optional features to achieve best practice. The companion publication, Guidelines for Implementing the Functional Specifications for Electronic Records Management Systems Software, helps agencies use and interpret the specifications. MEMENTO WINTER 06 25