British Standards Institution (BSI)
Confederation of British Industry (CBI)
Department of Trade and Industry (DTI)
United Kingdom Accreditation Service (UKAS)
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The National Archives' innovative use of ISO 14721 - a standard which describes how electronic data should be stored - is ensuring that important information is preserved.
The growth of electronic records
Despite recognition that records are managed most effectively if they are stored electronically, the amount of paper held by central government is larger than ever. This is surprising and disappointing given that electronic records management (ERM) facilitates the quick and easy sharing of information, and allows for more flexible working patterns. If more departments took advantage of ERM, the amount of paper stored could be significantly reduced - saving money, and benefiting the environment.
In the Modernising Government White Paper, all central government organizations were set targets to manage more records electronically. The advantages of meeting these targets increased following the publication of the Data Protection Act and the Freedom of Information Act, which enshrine individuals' rights to request to see government records.
The National Archives, whose collection spans over a thousand years of British history, works with government departments to develop, implement and improve the standard of electronic records management. It has also worked on the development of a standard that is of potential use to all government departments.
A standard to trust
If electronic records are to be kept and used, there has to be public confidence that they possess the critical characteristics of authenticity, reliability and usability.
Adrian Brown, a digital analyst for The National Archives, says inspiring trust in users is fundamental to his work:
"Members of the public have to have faith in the quality of our records. If they didn't trust the credibility of documents, our service would have little worth. We've used this innovative standard in an attempt to instil confidence."
In collaboration with Essex University, The National Archives has developed a standard (ISO 14721) that describes the essential attributes of a repository of digital information. By providing a benchmark against which the quality of an electronic record can be judged, users can trust in the integrity and accessibility of documents.
ISO 14721 also provides guidance for other companies that want to match The National Archives' exacting standards.
Adrian explains:
"While we look after many digital archives ourselves, we also rely on 'places of deposit', which store records on our behalf. The standard helps ensure that records are treated with a consistent quality of care."
Adrian believes the standard has enhanced The National Archives' reputation as a best practice organization.
"We work hard to do the best possible job we can. The standard doesn't just advertise our values, it helps ingrain them in our work."
Universal relevance
Government policy requires the volume of records transferred to The National Archives to increase dramatically in the next few years.
Adrian says:
"By ensuring that electronic records are exactly what they purport to be, standards allow for the growth of ERM and the more efficient sharing of information,"
Departments will not only save money and work more effectively; they will reduce their adverse impact on the environment.
