Capturing and Declaring Records
ERM Community Wiki
From MoReq 2 (Model Requirements for the Management of Electronic Records). This specification has been prepared for the European Commission by Serco Consulting with funding from the IDABC programme. MoReq 2 is available in electronic form at the following urls:
* http://dlm-network.org/moreq2
* http://ec.europa.eu/transparency/archival_policy
This chapter covers requirements relating to the process of capturing records into an ERMS. The first section (6.1) covers the standard capture process. The following section (6.2) covers the bulk import of records from other systems and this is followed by a section devoted to e-mail because of its particular importance (6.3). Section 6.4 concerns record types and section 6.5 covers integration with scanning and imaging systems.
Terminology
The term “capture” is used with its natural English language sense, in an information management/information technology context. Here, “capturing” information means saving it in a computer system. This is consistent with the archival meaning of “capture”, (“the act of recording or saving a particular instantiation of a digital object”) given in the InterPARES 2 Project Terminology Database.
It follows that ERMSs can capture a variety of information. An ERMS can capture records, metadata, and in some cases documents, among others.
The fact that an ERMS can (in some cases) capture documents as well as records suggests that the term “capture” is imprecise, because capturing a record involves more processes than capturing a document that is not a record. For example, capturing a record includes the processes of classification, registration, and locking against change whereas this is not necessarily the case for documents. Hence the term “declare” is sometimes used synonymously with “capture” in the case of records. However, “declare” can also apply to a document that starts outside the ERMS, or to a document that has already been captured by the ERMS.
This lack of precision should have no negative impact on the clarity of MoReq2.
More formal definitions are given in the glossary in section 13.1.
6.1 Capture
6.2 Bulk Importing
6.3 e-Mail Management
6.4 Record Types
6.5 Scanning and Imaging
