A utilizar en caso de observar cualquier incidencia

1 Should support tracking unique identifier for record or file C

2 Should support tracking unique identifier for record or file during the movement of record to another location

C 3 Should support tracking current location and previous

locations of the record

C 4 Should support tracking the dates of movement and

persons involved for records movements

C 5 Should support tracking of physical volumes by the

provision of checkout, check-in , which reflect the current location of the volume

C

6 Should support on-line requests to reserve file volumes for future sign out e.g., user or administrator to link bring forward criteria to a record (person requesting bring forward, due date, action to be taken, etc.)

C

7 Should support volume-level location controls for physical volumes

C 8 should support individual or bulk updates of location

profile information

C 1.2.4 Schedule Management

Sl # Functional Requirement Priority (C/D/N)

SUP MOD CST NS Remarks

4 Should allow authorized users to change or amend any retention period allocated to any file at any point in the life of the file

C

5 Should permit authorized users to suspend the retention period and final disposition of a file

C 1.2.5 Retention Period Management

1 Should allow the definition of sets of processing rules to

be applied as an alerting facility to specified files, prior to initiation of the disposal process

C

2 Should support the review process by presenting electronic files to be reviewed, with their metadata and retention schedule information

C

3 Should support generation of a report detailing the files or records and all references or links for which it is a

destination

C

4 Should permit disposition to be processed for files covered by approved records schedules only

C 5 Should support confirmation of disposition of

volumes/records

C 6 Should support approval by a Records Officer or

authorized delegate before permitting or performing destruction of any record

C

7 Should support destruction of record by individuals or by batch process

C 8 Should support documentation of records destruction of

electronic records

C 9 Should be capable of supporting the preservation of

electronic records

C 10 Should support retrieval of records throughout their

required retention periods by utilizing storage media with appropriate long-term life expectancy ratings and

enabling the replacement of media, hardware, and software components to address com

C

11 Should support the automated periodic comparison of copies of information, and the replacement of any copy found to be faulty, to guard against media degradation

C

Sl # Functional Requirement Priority (C/D/N)

SUP MOD CST NS Remarks

in line with the standards relevant for the formats in use 13 Should support compression/encoding techniques to

store the electronic record

C 1.2.6 Security Management

1 Should record the deletion of records comprehensively in

the audit trail

C 2 Should generate an exception report for the Administrator

when deletion occurs

C 3 Should support deletion of the related entities of the

deleted record

C 4 Should allow the administrator to limit access to records,

files and metadata to specified users or user groups

C 5 Should support prohibit access to the system without an

accepted authentication mechanism attributed to the user profile

C

6 Should restrict user access to specific files or records C

7 Should restrict user access to specific parts of the records classification scheme

C 8 Should support restrict user access to particular features

(e.g., create, read, up-date and/or delete specific metadata fields; change records profile metadata, open/close files/volumes, register records, perform scheduling activities)

C

9 Should support role based access control system (for examples roles might include Records Officer, Records Clerk, Database Administrator)

C

10 Should support access control to users and users groups and associating them to records and volumes with privileges

C

Sl # Functional Requirement Priority (C/D/N)

SUP MOD CST NS Remarks

them

3 Should support maintaining the audit trail for as long as required, which will be at least for the life of the electronic records or electronic files to which it refers

C

4 Should support audit trail of all changes made to administrative parameters such as

C

5 The date and time of capture of all electronic records C

6 Re-classification of an electronic record in another electronic volume

C 7 Re-classification of an electronic file within the

classification scheme

C

8 Any change to the retention schedule of an electronic file C

9 Any change made to any metadata associated with classes, electronic files or electronic records

C 10 Date and time of creation, amendment and deletion of

metadata

C 11 Changes made to the access privileges affecting an

electronic file, electronic record or user

C 1.2.8 Records Search and Retrieval

1 Should support the search capability based on the record

metadata

C 2 Should support the search capability based on the full-text

of the record

C 3 Should support the search capability with combinations of

metadata and/or record content

C 4 Should support searching all types of records such as

physical, electronic and email

C

5 It should be easy to customize the search capability C

6 Should allow users to save and re-uses search queries C

7 Should support formatting of search results such as search order, maximum number of records and display format by the users

Sl # Functional Requirement Priority (C/D/N)

SUP MOD CST NS Remarks

1 Should support printing and recognition of bar codes

and/or other tracking systems (e.g., to automate the data entry for tracking physical box/file movements)

C

2 Should be capable of generating different formats for file labels and volume labels

C 3 Should support defining record relationship such as one

memo related to 10 different letters issued etc. During record search, the search result it should display all the related records

C

C. Scanning

Sl # Functional Requirement Priority (C/D/N)

SUP MOD CST NS Remarks

1.3 Scanning

1 Should support scanning the single page and multi page

document. Should be able to make a multipage document into a single document with multiple pages

C

2 Should support batch scanning of documents with different scanning resolutions

C 3 Should support OCR & ICR so that the complex document

formats can be scanned and available for full-text search

C

4 Should support web based scanning D

5 Should be able to convert a scanned copy into PDF on fly, so that users can have image in PDF format

C 6 Should support capturing the document meta data

automatically during scanning

C 7 Should have user interfaces to enter the document

metadata (both single and repeatable)

C

Sl # Functional Requirement Priority (C/D/N)

SUP MOD CST NS Remarks

11 Should be able to be integrated with fax server, so that the fax copy can be considered as document or record