Canada's Newest RIM Standard
It's HERE (drum roll please)! If you've just embarked upon, or are deep into electronic records and electronic recordkeeping systems, standardized assistance has arrived. Canada's newest RIM standard: Electronic Records as Documentary Evidence (CAN/CGSB-72.34-2005) is for you and your organization.
This National Standard of Canada was written for organizations which receive, create, capture, maintain, use, store, or dispose of electronic records in any form (text, data bases, e-mail systems, audio, etc.) in the private, public and non-profit sectors. It provides principles for developing policies, procedures, practices and documentation for the integrity and authenticity of electronically recorded information. Consequently, compliance with the standard will enhance the admissibility of electronic records as evidence in legal proceedings. The standard also defines best practices for the electronic storage of business or other recorded information; therefore, organizations conforming to its recommendations would benefit even if evidentiary issues are not relevant.
It is important to remember that this standard does not replace an earlier National Standard of Canada, Microfilm and Electronic Images as Documentary Evidence (CAN/CGSB-72.11-1993), which addresses the integrity and authenticity of microfilm and digitized images. Organizations which manage microfilm, electronic images, and electronic records are encouraged to comply with both standards. Note: If you'd like to learn more about the CAN/CGSB-72.11-1993 and CAN/CGSB-72.34-2005 standards, plan to attend the "Canadian National Standards - A Way to Help Establish Best Practices" presentation by Vigi Gurushanta, EVIDA Group & IMERGE Consulting Inc., and the Canadian Legislative and Regulatory Affairs (CLARA) Committee at the ARMA Canada Conference 2006 on May 30th from 9:30 AM to 12:15 PM.
The CLARA Committee assisted greatly in the development of the CAN/CGSB-72.34-2005 standard. In fact, a CLARA member, Paul Fisher, was a voting member of the CGSB 72.34 Committee which developed the standard. Paul attended numerous working meetings over the past few years, liaised between the CGSB 72.34 Committee and CLARA, and reviewed many drafts of the standard. Additionally, Paul wrote the article "Electronic Records as Evidence: The Case for Canada's New Standard" (Information Management Journal, March/April 2004, p. 39-45) describing the standard, its background, and structure.
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