Take a FIRM Stand!
Standard ~ Something from which to digress.
The wonderful thing about standards is that there are so
of them from which to choose.
- Authors Unknown
OMB Circular A-119
encourages agencies to use and participate in the development of
consensus standards, including international standards. Raines'
Rules require agencies to avoid customized solutions and to use
commercial off-the-shelf (COTS) applications whenever possible.
suggests that agencies should refrain from engaging in activities that
are not inherently governmental in nature. OMB Circular A-123
requires standards for internal controls, including documentation that
is promptly recorded, properly classified, and readily available for
In Exhibit 300B (Part II.E) to accompany budget requests for
technology projects, OMB Circular A-11
3, p. 548) requires agencies to:
Several elements of the President's December 17,
directive are also highly pertinent. The first directs
to organize and promote access to information in ways that citizens are
likely to seek it. (FOIA requires requesters to "reasonably
the records they seek.) The fifth directive requires agency
to make their E-mail addresses more readily available for questions
the public. E-mail is designed for quick, informal communications
and is appropriately used for such purposes. However, it is not
to manage or provide efficient, controlled access to substantive,
records. (Records are documents that have been processed so as to
have sufficient value to meet business requirements that are more than
ephemeral in nature.) The President's ninth directive requires
to use the Internet to become "... more open, efficient, and responsive
..." Openness and efficiency require the adoption and use of
Responsiveness depends upon a metadata standard by which government
may be queried and retrieved via the Internet in terms that are
to the average citizen.
Identify the pertinent standards for information exchange and resource
Demonstrate adherence to governmentwide standards (e.g., DoD 5015.2)
Identify the use of COTS software
Here are summaries of the standards that
been identified by the FIRM E-records Standards Committee as being of
to records managers. If you would like to summarize additional
please download and fill out this template
then transmit it to Alice Gannon,
chair of the Standards Committee.
DoD 5015.2 - Electronic Records Management
DASL -WebDAV Searching and Locating
DMA - Document Management Alliance
EAD - Encoded Archival Description
ISO 9000 - Quality Management Systems
LDAP - Lightweight Directory Access Protocol
ODMA - Open Document Management Application
WebDAV - Web Distributed Authoring and
WfMC - Workflow Management Coalition
X.500 - The International Directory Standard
X.509 - Digital Certificates for Digital
XFA - Extensible Forms Architecture
XFDL - Extensible Forms Description Language
XML - Extensible Markup Language
Z39.50 - Distributed Library Catalog
Other Indices of Pertinent Standards
European Commission's Open Information Interchange (OII).*
- Recordkeeping Metadata Standard for Commonwealth Agencies
Encoded Archival Description
- International Standard Archival Authority Record for Corporate
Persons, and Families
American National Standards for Electronic Business Transactions
- United Nations Electronic Data Interchange for Administration,
of The Diffuse Project advises that OII's links will be replaced by a
service at http://www.diffuse.org
Library of Congress (LOC)
Association for Information and Image Management (AIIM)
Regulations governing electronic records
are set forth in
1234.10(d), (h), and (m) and 1234.20(a),
require agency heads to:
In accord with Circular A-119
and Raines' Rules, standards-compliant COTS
should be used whenever possible. FIRM's E-records Standards
plans to propose a standard set of metadata to describe and classify
U.S. federal E-records. Australia has proposed the adoption of an
standard. Here are some of the metadata
sets that should be considered.
Establish procedures for addressing records management requirements,
recordkeeping requirements and disposition, before approving any new
information system or enhancements to existing systems.
Specify the location, manner, and media in which electronic records
be maintained to meet operational and archival requirements, and
inventories of electronic information systems to facilitate disposition.
Review electronic information systems periodically to ensure that
have been properly classified to reflect current informational content
Ensure that disposition instructions are incorporated into the design
any electronic system that produces, uses, or stores data files.
FIRM Home Page
version of this page on FIRM Web site.
Proposed Initiatives for the FIRM E-records
This page last modified by Owen
Ambur on May 9, 2000 (Links to FIRM Home Page updated January 12,