TABLE OF CONTENTS

PART A: GENERAL

1. INTRODUCTION
2. RESPONSIBILITIES
3. CONCEPTUAL BASIS
4. HIGH-LEVEL MODEL OF FUNCTIONAL SPECIFICATIONS
5. GLOSSARY
6. BIBLIOGRAPHY

PART B: FUNCTIONAL SPECIFICATIONS

INTERPRETATION OF FUNCTIONAL SPECIFICATIONS

1. CAPTURE
2. CLASSIFICATION
3. IDENTIFICATION
4. CONTROLS AND SECURITY
5. RETENTION AND DISPOSAL
6. HYBRID RECORD MANAGEMENT
7. SEARCH, RETRIEVE AND RENDER
8. ADMINISTRATION

---

ARCHIVES NEW ZEALAND

GOVERNMENT RECORDKEEPING GROUP

> ISSUED UNDER PUBLIC RECORDS ACT 2005, SECTION 27
> SCOPE: ALL PUBLIC OFFICES AND LOCAL AUTHORITIES
> STATUS: DISCRETIONARY BEST PRACTICE STANDARD

---

S-5 STANDARD FOR FUNCTIONAL SPECIFICATIONS FOR
ELECTRONIC RECORDKEEPING SYSTEMS

THIS STANDARD SETS OUT GUIDELINES AND FUNCTIONAL SPECIFICATIONS
FOR ELECTRONIC RECORDKEEPING SYSTEMS USED BY PUBLIC OFFICES AND LOCAL AUTHORITIES.

---

---

ACKNOWLEDGEMENTS

This Standard was developed by Adam Stapleton, Archives Analyst, Archives New Zealand, with advice and guidance from a working party comprising:

• Sara Barham, Portal Information Manager, E-government Unit;
• Janine Delaney, Head Archivist, Context Control Unit, Archives New Zealand;
• Aaron Evans, Director, Zeta Consulting;
• Joanne Franks, Information Management Advisor, Ministry of Transport;
• Jackie Hill, Manager, Information Bureau, Ministry of Agriculture and Forestry;
• Tony Morine, Manager, Information Services, Department of Internal Affairs;

together with input from staff of the Government Recordkeeping Group of Archives New Zealand, including Alison Midwinter, Philippa Tucker, Mary Neazor and Sophie Young.

The Chief Archivist acknowledges the advice and guidance of the working party members, which has been central to the development of this Standard.

The specifications in this Standard draw on international professional literature and various institutional standards and policies. In particular, the Standard has adopted the distinction made by the electronic records and archives authority, David Bearman, between business information systems and recordkeeping systems. The specifications have drawn heavily upon the European Commission's Model Requirements for the Management of Electronic Records: 'MoREQ' specification.

Back to top