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General FAQ

FAQs - General FAQ

In March 2010, the DLM Forum announced that it has signed a contract for the development of a new version of MoReq, to be called MoReq2010.  The project has started, and the resulting product - MoReq2010 - was orignally due to be available in about the third or fourth quarter of 2010 - but as of April 2011 it still has not been published.  The contractor is JournalIT, a consultancy based in the UK, whose Principal is extremely knowledgeable about MoReq and electronic records management.

The intention was that MoReq2010 would be developed on an open, consultative basis.  In practice, there have been two public consultations, both in 2010, both deeply flawed.

A key intention of MoReq2010 was to reorganise the existing requirements of MoReq2 to produce a smaller, less complex and less demanding "core" module.  However, the draft version published for consultation indicates that even the core of MoReq2010 will instead be longer and more complex than the corresponding parts of MoReq2;  that the two specifications will not be compatible, and that there is no upgrade path between them.

This website exists to provide useful collateral for MoReq2.  Its aim is to supplement – not to compete with – the MoReq website established by the DLM Forum (the body responsible for MoReq2).   You will find here a wide range of useful documents and information that are not brought together in one place anywhere else. Use the menus at the top or the left or the site map to find these resources.

MoReq2 is a Model Requirements Specification for the Management of Electronic Records. It defines generic requirements for an electronic records management system, or ERMS. MoReq2, published in 2008, builds on the earlier MoReq, which was published in 2001. It is intended for use throughout the European Union, though in practice it can be applied elsewhere.

Both MoReq and MoReq2 were produced at the request of the DLM Forum, an independent European community of public archives and parties interested in archiving and records and information management.  Their development was funded by the European Commission.

MoReq2 is destined to become the guiding principle used by ERM system suppliers and developers to provide required functionality, and by outsourced records management service providers to define their service offerings. This ‘de facto’ standard also promises to revolutionise ERM procurement, auditing and training schemes around the globe. It is already used by a broad spectrum of public sector and commercial organisations when preparing requests for proposals, evaluating existing systems and preparing records management training materials. It also provides a valuable teaching resource for educators.

The most recent version of MoReq2 is version 1.04.

This is the only version that has been piublished in paper form.  It is very similar to previous versions (1.00, 1.01, 1.02 and 1.03); the differences are minor corrections only.  A complete change log can be downloaded from the DLM Forum website.

MoReq2 consists of four components:

  • The requirements specification (the most important component of MoReq2 for many readers)
  • A metadata model
  • A Testing Framework
  • An xml schema.

All four components can be freely downloaded from the MoReq2 downloads page of this website.

The original MoReq was called "MoReq".  It was never officially called MoReq1.  However, it is often referred to as MoReq1.

The DLM Forum operates a formal testing scheme to evaluate Electronic Records Management Systems for compliance with MoReq2.  The testing scheme opened during 2009, and any supplier of software can submit a product for testing.  Up to date information on tested software can be found on the DLM Forum website.

The testing framework is freely downloadable.  Testing is carried out by Accredited Test Centres – see next question.  To apply for testing, contact an Accredited Test Centre.  All downloads and full details are on the DLM Forum website.

The DLM Forum accredits organisations to evaluate software for MoReq2-compliance on its behalf.  At present, there is one accredited testing centre, imbus AG.  For details, or to apply to become an accredited testing centre, see the DLM Forum website’s “supplier” section.

The testing process always uses the original English language version of MoReq2 for testing purposes.  The software can be developed to work with any languages, but the test scripts, procedures and expected results always refer to the English language version of MoReq2.

Records are important to all organisations. They form the corporate memory, and thus the basis for executive and operational decisions; and they are required for compliance with an ever-increasing set of directives, laws and regulations. Today, almost all new records are created and/or received electronically; but the management of electronic records is problematic. Addressing these difficulties, by defining clearly what is needed to manage electronic records effectively, is one of the reasons for the production of MoReq2.

In the early days of electronic records management, software suppliers had very different interpretations of electronic records management. By providing a model specification, first MoReq and now MoReq2 provide a common language to express the capabilities of software suppliers and the requirements user organisations.

Several other specifications have been written to serve a similar purpose, though MoReq2 is – at the time of writing – the most comprehensive and the most advanced.  Other specifications can be downloaded from the “Other Specifications” page on this site.

MoReq was conceived by the DLM Forum.

The DLM Forum also realised the need for MoReq2 and negotiated with the European Commission to fund it.

The original MoReq was published in 2001.

MoReq2 was published at the beginning of 2008.

MoReq2 is an evolutionary development of MoReq. The basic structures of the two specifications are similar, and they are based on the same concepts. However, there are many differences at a detailed level. The main differences are:

 

  • MoReq2 is accompanied by a testing framework and a testing regime. MoReq had neither.  One effect of this is that the language used in MoReq is more precise and rigorous – which is why MoReq2 is much longer than MoReq.
  • MoReq2 is under formal governance by the DLM Forum. MoReq was not governed.
  • There is a roadmap for MoReq2 development; there was no roadmap, and no development of, MoReq.
  • MoReq2 is accompanied by an XML schema. MoReq was not.
  • MoReq2 is modular. There is a “core” of basic record keeping requirements, and optional modules for functionality that is needed by some organisations but not others.
  • MoReq2 includes a metadata model that is much more complete than the model in MoReq.
  • MoReq2 includes many functional enhancements compared to MoReq, such as sub-files and components.

For more details, see the MoReq2 Scoping Study document; also section 1.2 and appendix 8 of MoReq2.

Not precisely.  But we have something close elsewhere on the site – see under "Reconciliations".

Actually, we hear this question quite often.  If you know of a mapping, or reconciliation, of MoReq2 and US DOD 5015.2, please contact us.

The original MoReq was developed by a small team of consultants from Cornwell Management Consultants plc, an independent management consultancy based in the United Kingdom. The contract to produce the update, MoReq2, was also awarded to Cornwell in a competitive procurement by the European Commission. Cornwell was acquired by Serco during the MoReq2 development.

The consultants were supported by an Editorial Board and by panels of volunteer reviewers – see next question.

MoReq2 was developed by a small team of consultants. They were supported by valuable input from an expert Editorial Board (see pictures on our Images page) composed of experts drawn from several countries; and by panels of volunteer reviewers, drawn from:

  • user organisations
  • software suppliers
  • academics
  • consultants
  • archivists.

All contributors are acknowledged in appendix 4 of MoReq2.

Suppliers

Use MoReq2 as a basis to develop electronic records management functionality. Remember that you can add any functions not specifically prohibited by MoReq2.

User Organisations

Use MoReq2 as the basis for specifying and procuring an Electronic Records Management System (ERMS). Make sure you customise it appropriately. For example, MoReq2 has many requirements in the form:

“the ERMS must do either [A]or [B].”

In these cases, determine which of [A] or [B] is appropriate. Also, add specific requirements for interfaces to your systems, and specify the values of performance requirements for your organisation, particularly in chapter 11.

MoReq2 is provided in the form of editable documents in Microsoft Word format so that you can customise it.  See section 1.9 of MoReq2 for more details.

Inforesight's expert consultants are available to assist you with procurements, as with other phases of electronic records management projects; click here to contact us.

Educators

Use MoReq2 as the basis for training courses and projects.  See section 1.5 of MoReq2 for further details.

This question applies to users of ERMS who are using MoReq2 to procure an ERMS.

If you are using MoReq2 after compliance testing has started, when several compliant solutions are available, you should avoid procurement processes that require potential suppliers to confirm their compliance with all the MoReq2 requirements individually. Asking for responses to hundreds of requirements will use up a lot of effort, in both your organisation and in the suppliers’ organisations. You should instead ask potential suppliers for proof of compliance (the test certificate) and then ask them to respond to specific questions that apply to your situation.

Electronic records management is the management of electronic and physical records using a computer system. Case records have been effectively managed by computer systems for many years (sometimes these systems are called EDMS, or case management systems), without the need for a specification such as MoReq2. The power of MoReq2 is that it allows for the management of non-case records – the mass of records used in the everyday running of an organisation.

As defined by ISO15489, the International standard that defines Records Management, a record is: Information created, received, and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transaction of business.

Records are important to any organisation. They form the “corporate memory”, allowing management to make sound decisions; they describe the operation of the organisation, and they provide evidence of compliance with legislative, regulatory and other requirements.

Today, and in the future, a large proportion of records are created and/or received in electronic form. Details vary by country and by organisation, but already many organisations have newly-created records that are almost all electronic. In virtually all organisations, the electronic records will form the core of the business. For the reasons above – “corporate memory”, description of what has been done, and evidence of compliance – it is essential that they are managed well.

Yes, unless your local legislation or regulations state otherwise.

The answer depends on your local legislation. Keeping your electronic records in an ERMS that is MoReq2-compliant is likely to maximise the probability that they will be acceptable – so long as the system is well implemented, well managed, and well operated.  But no matter what system you use, your local laws still apply.

Yes. In fact, if you are in a user organisation, it would be strange not to customise it – because MoReq2 contains many generic requirements, such as “the ERMS must do either this or that”, and “the ERMS must respond within <xx> seconds”. In these cases, you need to choose between "this" and "that"; and you need to decide how many seconds are appropriate for your circumstances. You are also likely to need to add requirements for your operating system environment, for interfaces to other systems, etc.

Appendix 3 of MoReq2 contains advice on how to customise the requirements.

Please submit suggestions through the DLM Forum website

The MoReq2 structure allows for each country to develop a “Chapter Zero” to represent specific needs of the country (in some cases, more than one Chapter Zero per country). The content of chapter zero should not contradict the content of the rest of MoReq2; the DLM Forum is responsible for monitoring these additional chapters.   The DLM Forum intends to post all Chapters Zero to its website.  If you know of any Chapter Zero that is not already posted, please send it to the DLM Forum.

The master copy of MoReq2 is in English. This will not change.

Some translations have already been published, for example Czech, French, and Russian. Several other translations are at an advanced stage, and others are being started. In all, about 15 translation projects have been idenitifed.  Completed translations are published on the DLM Forum website’s translation downloads page, and translation projects are listed on the translation projects page.

If you know of any translation or translation project that is not already posted, please inform the DLM Forum.

You can still use MoReq. Nothing in it is wrong. Almost all that is in it is compatible with MoReq2 (see appendix 8 of MoReq2 for details). However, MoReq2 extends the specification in several details, and is written in language that is clearer and more precise.

No.

MoReq2 can be used freely.

The copyright notice in MoReq2 states "Reproduction is authorised, except for commercial purposes, provided the source is acknowledged."

MoReq2 is under the governance of the DLM Forum, which has established the MoReq2 Governance Board for this purpose.

Technically, the copyright in MoReq2 belongs to the European Commission.

All current MoReq2 components can be freely downloaded from the downloads page on this site.

A wider range of formats and variations can also be downloaded from the DLM Forum website.

MoReq2 has been, and is being, translated all around Europe - and beyond.

At the time of writing (late 2009), three translations are available, and a further 11 translation projects have been identified.

All available translations, and details of all the translation projects, can be found on the DLM Forum website.

Yes. Or at least, it shoudl be - stocks may have run out.

The European Commission has published Moreq2 in printed form (English language only, requirements specification only, not metadata model or other components). To request a copy:

  • visit the EU Bookshop
  • click on your preferred language
  • search for “MoReq2”
  • choose “Model requirements for the management of electronic records : update and extension, 2008”

The ISBN of the paper version is 978-92-79-09772-0.

Note that if you search just for "MoReq" you will fiind the printed version of the original MoReq, "MoReq1".  And if you order the item that weighs 8 grammes, you will end up with a copy of the 2-page leaflet.

It remains available in electronic form from our downloads page.

An important part of MoReq2 is that it includes a testing framework and an XML schema.

MoReq2 testing framework

The testing framework has been produced by imbus AG, a leading independent specialist software testing organisation based in Germany. The testing framework will allow software to be tested for compliance with the MoReq2 requirements. The framework is available on the downloads page.

MoReq2 testing regime

The DLM Forum has accredited imbus AG to test software packages for compliance with MoReq2.To apply for testing, contact imbus at moreq2@imbus.de.

MoReq2 XML Schema

MoReq2 includes an XML schema. This allows records and their metadata to be exchanged between MoReq2-compliant systems. The schema is posted on the downloads page.

Yes.

If you are a software developer, you can use the test materials to test your product.

If you are a software user, you can use the test materials to evaluate products.

And if you can think of any other application for the test materials, please let us know!

All the test materials can be freely downlaoded from the MoReq2 downloads page.

Events aroud Europe to publicise MoReq2 are listed on the Events page.   If you know of any events that are not on listed please let us know.

Also, AIIM will shortly be launching a convenient online training course on MoReq2.  ABout 4 hours of online study will give you in-depth understanding of the detail that makes up Moreq2.  If you want us to let you know as oon as the course is launched, send us a message by clicking here.

Certainly – please click here to submit a question.

We may be biased, but we think the best source of advice is an independent consultancy with consultants who have demonstrated their expertise and experience in electronic records management through dozens of successful consultancy assignments; and who knows MoReq2 better than anyone else. Inforesight Limited is that consultancy – it was established by the consultant who led both the MoReq2 and MoReq projects. You can see a summary of the consultancy services we offer on our services page, including our MoReq2 services. Contact us by e-mail or call us at +44 20 8645 0080.