A New International Standard for Describing Functions: ICA-ISDF Padre Baroan - Claire Sibille ICA...
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Transcript of A New International Standard for Describing Functions: ICA-ISDF Padre Baroan - Claire Sibille ICA...
A New International Standard for Describing
Functions:ICA-ISDF
Padre Baroan - Claire SibilleICA Committee on Best Practices and Standards
Presentation summary
Any definitionWhy an international standard for
describing functions of records creators? - PurposeProcess of development of ISDFStructure and elementsAdvantageExamplesFuture developments
Any definitions
“Function. 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)
Any definitions
“Function 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.)
Why 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 don’t have access to all the necessary contextual information
Sometimes, 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
Functions are used by records managers to analyse and classify records, rather than an organisational structure
Purpose of ICA-ISDF
Provides a framework for the standardization and exchange of archival descriptions that identify and describe functions to enable:
Structured 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
Users to understand the context of records creation
Linking of and access to all the records created or used in connection with a single function
Process of developmentICA/CBPS Working group
A working group established during the meeting of the provisional Section of Professional Standards and Best Practices at Bern, Switzerland, June, 2005: Representatives from Brazil, France,
Germany, Spain, Sweden, Switzerland, UK and Cote d’Ivoire
Development of a first draft
The 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
This draft has been completed, discussed and extended during the first meeting of the WG (Paris, 2006, May)
Call for comments
Then, the draft circulated to the archival community for comments (2007, January-March): more than 30 pages of comments Australia, Belgium, Brazil, Canada,
Denmark, Finland, France, Iceland, ISO/TC46, Latvia, Mexico, Romania, Spain, Sweden, Switzerland, UK, United States
Revision of the draft
The comments were taken into account during the second meeting of the WG (Dresden, Germany, 2007, May): terminology and functional classification changing names of elements, removing
and adding elements 1 unique chapter about relationships
between functions, records and their creators
Structure and elementsIdentification Area
5.1.1 Type5.1.2 Authorised form(s) of
name5.1.3 Parallel form(s) of name5.1.4 Other form(s) of name5.1.5 Classification
Context Area
5.2.1 Dates5.2.2 Description5.2.3 History5.2.4 Legislation
Relationships Area
5.3.1 Authorised form of name/Identifier of the related function
5.3.2 Type5.3.3 Category of relationship5.3.4 Description of relationship5.3.5 Dates of relationship
Control Area
5.4.1 Function description identifier5.4.2 Institution identifiers5.4.3 Rules and/or conventions used5.4.4 Status5.4.5 Level of detail5.4.6 Dates of creation, revision or deletion5.4.7 Language(s) and script(s)5.4.8 Sources5.4.9 Maintenance notes
Chapter 6
Relating functions to corporate bodies, archival materials and other resources 6.1 Identifier and/or authorised
name/title 6.2 Nature of relationship 6.3 Date of relationship
The knowledge of functions offers many advantages:
It serves as a basis for the appraisal of records
It serves as a basis for the arrangement and description of records
It serves as a tool for control of accessIt serves the users of archives as a tool
for retrieval and historical analysis
Identification Area
5.1.1 Type Fonction
5.1.2 Authorised form(s)of name
Contrôle de légalité
5.1.3 Parallel form(s) ofname
5.1.4 Other form(s) ofname
5.1.5 Classification
Context Area
5.2.1 Dates 1982 - ….5.2.2 Description Ensemble des procédures
garantissant que les actesadministratifs pris par lescollectivités territoriales sontconformes à la légalité
5.2.3 History Avec la loi de décentralisationdu 2 mars 1982, le contrôle delégalité a remplacé la tutelleadministrative (contrôle a priori)
5.2.4 Legislation Constitution du 4 octobre 1958Loi n° 82-213 du 2 mars 1982Code général des collectivitésterritoriales (CGCT)Décret n° 93-1080 du 9septembre 1993
Relationships Area
5.3.1 Authorised form(s) of name -Identifier of the related function
Contrôle administratif descollectivités locales et desorganismes publics
5.3.2 Type Fonction
5.3.3 Category of relationship Hiérarchique
5.3.4 Description of relationship Le contrôle administratif descollectivités locales comprend à lafois le contrôle de légalité et lecontrôle budgétaire de leurs acteset ceux de leurs établissementspublics.
5.3.5 Dates of relationship 1982 - ….
Control Area5.4.1 Function descriptionidentifier
FRDAF0000000001
5.4.2 Institution identifier FRDAF
5.4.3 Rules and/orconventions used
Norme internationale pour ladescription des fonctions,2008
5.4.4 Status Notice non validée
5.4.5 Level of detail Notice complète
Control Area5.4.6 Dates of creation,revision or deletion
Juin 2008
5.4.7 Language(s) andscript(s)
français
5.4.8 Sources Site Internet de laDocumentation française,rubrique « Dossiers /Collectivités locales »(consulté en juin 2008)
5.4.9 Maintenance notes Notice rédigée par ClaireSibille (direction des Archivesde France)
Relating functions to corporate bodies, archival materials and other resources6.1 Identifier and/orauthorised name/title
Préfectures
6.2 Nature of relationship Le préfet s'assure de laconformité à la loi des actespris par les collectivitésterritoriales et certainsétablissements publics
6.3Dates of relationship 1982 - ….
Relating functions to corporate bodies, archival materials and other resources6.1 Identifier and/orauthorised name/title
Pôle interrégional d’appui aucontrôle de légalité
6.2 Nature of relationship Le Pôle interrégional d’appuiau contrôle de légalité aideles préfectures pour l’examendes actes des collectivitéslocales.
6.3Dates of relationship 2002 - ….
Relating functions to corporate bodies, archival materials and other resources6.1 Identifier and/or authorisedname/title
Fonds de la Préfecture du Puy-de-Dôme, contrôle de légalité(1159 W)
6.2 Nature of relationship Ces documents correspondent àla mission de contrôle delégalité dévolue au représentantde l'Etat dans le départementpar les lois de décentralisationde mars et juillet 1982
6.3 Dates of relationship 1982 - 2006
DIRKS Methodology (National Archives of Australia)
The National Archives of Australia have developed guidelines for Designing and Implementing RecordKeeping Systems (DIRKS)
It gives a methodology to analyse functions
Australian Governments ’ Interactive Functions Thesaurus (AGIFT)
GASHE: Standard for describing activities
Gateway of Archives of Scottish Higher Education Descriptions of records, of their creators and of
activities fulfilled by records creators The descriptive elements for activities are
grouped within four information areas: Identity Area Context Area Area of related material Notes Area
Rules for the description of functions of Swiss Federal Archives
The description tool is structured in two different levels
A system of classification according to the classification of Swiss Federal Law (qSR)
Rules for the description of functions of Swiss Federal Archives
Descriptive elements are grouped into 5 areas: Identity Area Description Area Area of relationships with other functions Control Area Area of relationships of functions with
other entities
Future developments
Development of a single reference model to reconcile and harmonise ISAAR, ISAD, ISDF and ISDIAH and in respect to developments in EAD and EAC
See Functional Requirements for Bibliographic Records (FRBR), CIDOC CRM, ISO 2146 (Registry Services for Libraries and Related Organisations)
Entities / Relationships Model
Records
Functions
Agents (CPF)
Fulfill Are documented in
Are created, managed by