A New International Standard for Describing Functions: ICA-ISDF Padre Baroan - Claire Sibille ICA Committee on Best Practices and Standards.

Slide 1A New International Standard for Describing Functions: ICA-ISDF Padre Baroan - Claire Sibille ICA Committee on Best Practices and Standards Slide 2Presentation summary Any definition Why an international standard for describing functions of records creators? - Purpose Process of development of ISDF Structure and elements Advantage Examples Future developments Slide 3Any definitions zFunction. Any high level purpose, responsibility or task assigned to the accountability agenda of a corporate body by legislation, policy or mandate. Functions can be subdivided for instance into subfunctions, business processes, activities, tasks, transactions, etc. (ICA- ISDF) Slide 4Any definitions zFunction is the first level of a business classification scheme. Functions represent the major responsibilities that are managed by the organisation to fulfil its goals (Standards Australia, AS 4390, Part 4, Clause 7.2.) Slide 5Why an international standard for describing functions of records creators? Until now ISAD(G) serves to describe archival materials and ISAAR(CPF) serves to describe records creators Users have information on archival materials and on their records creators, but they dont have access to all the necessary contextual information Slide 6zSometimes, the relationships of records with the functions that generated them are more important than the relationships of the records with the organisations that created them zFunctions are used by records managers to analyse and classify records, rather than an organisational structure Slide 7Purpose of ICA-ISDF zProvides a framework for the standardization and exchange of archival descriptions that identify and describe functions to enable: Slide 8zStructured documentation of relationships between functions, between functions and the records to which they gave rise, and between functions and the corporate bodies that fulfill them zUsers to understand the context of records creation zLinking of and access to all the records created or used in connection with a single function Slide 9Process of development ICA/CBPS Working group zA working group established during the meeting of the provisional Section of Professional Standards and Best Practices at Bern, Switzerland, June, 2005: yRepresentatives from Brazil, France, Germany, Spain, Sweden, Switzerland, UK and Cote dIvoire Slide 10Development of a first draft zThe current models of functional description have been identified, collected and assessed to provide the basis of best practice in a first draft of the new international standard zThis draft has been completed, discussed and extended during the first meeting of the WG (Paris, 2006, May) Slide 11Call for comments zThen, the draft circulated to the archival community for comments (2007, January-March): more than 30 pages of comments yAustralia, Belgium, Brazil, Canada, Denmark, Finland, France, Iceland, ISO/TC46, Latvia, Mexico, Romania, Spain, Sweden, Switzerland, UK, United States Slide 12Revision of the draft zThe comments were taken into account during the second meeting of the WG (Dresden, Germany, 2007, May): yterminology and functional classification ychanging names of elements, removing and adding elements y1 unique chapter about relationships between functions, records and their creators Slide 13Structure and elements Identification Area z5.1.1 Type z5.1.2 Authorised form(s) of name z5.1.3 Parallel form(s) of name z5.1.4 Other form(s) of name z5.1.5 Classification Slide 14Context Area z5.2.1 Dates z5.2.2 Description z5.2.3 History z5.2.4 Legislation Slide 15Relationships Area z5.3.1 Authorised form of name/Identifier of the related function z5.3.2 Type z5.3.3 Category of relationship z5.3.4 Description of relationship z5.3.5 Dates of relationship Slide 16Control Area z5.4.1 Function description identifier z5.4.2 Institution identifiers z5.4.3 Rules and/or conventions used z5.4.4 Status z5.4.5 Level of detail z5.4.6 Dates of creation, revision or deletion z5.4.7 Language(s) and script(s) z5.4.8 Sources z5.4.9 Maintenance notes Slide 17Chapter 6 zRelating functions to corporate bodies, archival materials and other resources y 6.1 Identifier and/or authorised name/title y 6.2 Nature of relationship y 6.3 Date of relationship Slide 18The knowledge of functions offers many advantages: zIt serves as a basis for the appraisal of records zIt serves as a basis for the arrangement and description of records zIt serves as a tool for control of access zIt serves the users of archives as a tool for retrieval and historical analysis Slide 19Identification Area Slide 20Context Area Slide 21Relationships Area Slide 22Control Area Slide 23Slide 24Relating functions to corporate bodies, archival materials and other resources Slide 25Slide 26Slide 27DIRKS Methodology (National Archives of Australia) zThe National Archives of Australia have developed guidelines for Designing and Implementing RecordKeeping Systems (DIRKS) zIt gives a methodology to analyse functions zAustralian Governments Interactive Functions Thesaurus (AGIFT) Slide 28Slide 29Slide 30GASHE: Standard for describing activities zGateway of Archives of Scottish Higher Education zDescriptions of records, of their creators and of activities fulfilled by records creators zThe descriptive elements for activities are grouped within four information areas: yIdentity Area yContext Area yArea of related material yNotes Area Slide 31Slide 32Slide 33Rules for the description of functions of Swiss Federal Archives zThe description tool is structured in two different levels zA system of classification according to the classification of Swiss Federal Law (qSR) Slide 34Rules for the description of functions of Swiss Federal Archives zDescriptive elements are grouped into 5 areas: yIdentity Area yDescription Area yArea of relationships with other functions yControl Area yArea of relationships of functions with other entities Slide 35Future developments zDevelopment of a single reference model to reconcile and harmonise ISAAR, ISAD, ISDF and ISDIAH and in respect to developments in EAD and EAC zSee Functional Requirements for Bibliographic Records (FRBR), CIDOC CRM, ISO 2146 (Registry Services for Libraries and Related Organisations) Slide 36Entities / Relationships Model Records Functions Agents (CPF) Fulfill Are documented in Are created, managed by