The Model Requirements for the Management of Electronic Records (MoReq) is a general specification for systems designed to manage electronic records. MoReq is not an official standard but rather a set of recommended guidelines that can be used to select, design and audit such systems. An electronic records management system (ERMS) may be a separate system or, more likely, an electronic document management system (EDMS) with records management functionality integrated into it.
The MoReq2010 specification was initially launched at the DLM forum meeting in an AGM held in May 2011 in Budapest. The specification is aimed toward all individuals and organizations that are required to retain information and records. MoReq was designed to be as practical as possible by providing essential elements that a records system should possess to ensure that records are properly managed, organized, easily retrievable, retained for as long as needed, and are properly disposed of or archived when the retention period has expired.
Whether records are being deployed to a public body or a private organization, the MoReq standards are recognized as good practice for defining the core functionality and features required of an electronic records management system. The MoReq specification is described as a “modular” specification which means that it can be extended to apply for various applications such as different markets, jurisdictions, and industry sectors. Applicable parts of the specification that are relevant to the type of organization can be incorporated into management policies to help the organization comply with regulations within its business sector.
What is the Aim of MoReq?
According to their website, the aim of MoReq is to provide a comprehensive, but simple and easily understood, set of requirements for a records system that is intended to be adaptable and applicable to divergent information and business activities, industry sectors, and types of organization. They attempt to avoid the “one size fits all” approach by defining a set of common core services that are modular in nature. This allows the specification to be as flexible as possible so that it can be incorporated into various specialized and dedicated applications that may not have been previously thought to be a records system.
MoReq builds on the approaches of other popular recognized records management systems such as the ISO 23081, ISO 15489 and ISO 16175. It attempts to go above and beyond these documents in scope definition and ambition while at the same time catering to the needs of a diverse audience ranging from beginners to the seasoned records management practitioner.
Defining Features of MoReq
MoReq has several unique features and characterizes that makes it different from existing records management specifications.
- It is highly scalable and flexible and can be adapted to fit almost any purpose. Both small businesses and large corporations can benefit from adopting the MoReq 2010 standard;
- MoReq provides an extensible and modular solution that can easily adapt to future expansion and can be continually enhanced by the addition of new modules;
- MoReq allows different records systems to share similar common core services to be implemented centrally;
- The specification is up to date with new and emerging technologies such as cloud computing;
- An XML schema is provided for the export of records that ensures that an organization’s records can be transferred from one records system to another in real time.
How Does MoReq Overlap With Document Management Systems?
MoReq was born out of the need to solve problems associated with records management and production, namely on guaranteeing its truthfulness, authenticity, control of access, and other aims that can only be achieved through the use of a reliable document management system with robust archive and information systems specifically designed for that purpose.
Below we shall outline some of the requirements mentioned in the MoReq 2010 and how document management systems, specifically eFileCabinet, can help achieve compliance with MoReq specifications:
—According to the specification, records management systems should be able to withstand unauthorized access, hacking or tampering, viruses, and other forms of accidental or malicious damage.
eFileCabinet possesses multiple layers of state-of-the art security that ensures that records are kept safe and confidential. Unauthorized access is achieved though physical barriers at the SAS type II data centers that prevent intrusion. Secure Socket Layer (SSL) protection is employed at web resources to keep hackers and viruses away from sensitive information. Also, just to make sure that information remains confidential, all data is encrypted using heavy 256-bit encryption.
—MoReq specifies that should a system fail for any reason, it is important that the organization is able to recover it with its data largely intact. Not only must records be recovered or rebuilt, but the specification notes that it should be done in a manner that is timely and avoids and unnecessary impact to the critical business operation of the organization.
With the eFileCabinet document management system, data is backed up regularly on the Cloud using the latest Cloud-based technology. This ensures that records lost as a result of theft, natural disasters, fires, or hardware failure may be retrieved in the quickest time possible.
—It is also a requirement that records must be, ideally, accessible to all types of users with different capabilities, including those with disabilities.
With eFileCabinet Online, accessibility is a non-issue. Having files and records stored online affords users to access files from anywhere in the world though the convenience of modern technology. All that is required is an internet connection and a laptop, desktop, or mobile phone. All files stored online can be viewed, edited, and shared with the click of a mouse or the tap of a finger. This caters perfectly to disabled users with limited mobility.
There are many other requirements stated in the MoReq2010 that can be met using eFileCabinet DMS. More benefits can be revealed by filling out the form provided for a free 15-minute demo.