Study On The Specification For The Capture Requirements Of Electronic Records Management System

Electronic records management is the hotspot among the research field of records and archive management nowadays. The implementation of electronic records management depends on the electronic records management system (ERMS). To translate the theories and principles of electronic records management into the ERMS functional requirements is the precondition to ensure the validity of electronic records management and implementation. As the ERMS functional requirements will definitively influence the quality and the evidential value of electronic records, some countries and international organizations have carried out many related researches and practices. However, there's no standard or specification for the ERMS functional requirements yet in China.The paper takes the provision about capture in the specification for ERMS functional requirements (called"specification for ERMS capture requirements"for short) as the study object. The paper uses the methods of literature review, typical case studies and social investigation to analyze and conclude the international practices on the specification for ERMS capture requirements, and to support the contents design about the ERMS capture requirements of China. Based on this, the paper gives some comments and suggestions to the establishment of our standard or specification for ERMS functional requirements. The structure of the paper lays out as follows:The first part explains the key concepts of the paper, including"electronic records management system","functional requirements","capture"and terms highly related to capture such as"registration","classification","appraisal","metadata", etc. This part puts an emphasis on the meaning and extension of the term"capture".The second part describes the status quo about the research to ERMS functional requirements and the establishment of requirements standards in foreign countries. Firstly, the paper gives a general introduction to DoD, Moreq, PRO, NAA and ARMS, all of which are typical specifications for ERMS functional requirements in the world. Then on the basis of the compare among these cases, the paper lists the detailed requirements to ERMS capture function in foreign countries, which is one of the productions of the research on ERMS capture function abroad.The third part emphasizes on the establishment and implementation of the standard or specification for ERMS functional requirements in China. Based on the status quo of the establishment of the specifications related to capture, at one hand, with the reference of foreign experiences and our understanding to capture, the paper lists the requirements of ERMS capture function which are compliant to the real status of electronic records management in China. At the other hand, depending on all of the above, the paper gives some comments and suggestions to the establishment and implementation of the standard or specification for ERMS functional requirements in China.The topic of the paper is new and novel. Holding a great number of original materials, referring to the advanced experiences of foreign countries and organizations, the paper gives practical suggestions to the establishment and implementation of our standard or specification for ERMS functional requirements, which fills up the blank of the research in this field in China. However, because of the lack of practical experiences and related technologies, the paper can only focus on the abstract concepts, theories and principles, some assumptions and suggestions haven't been tested by the practice. Accordingly, there are lots of further researches need to be done.