White Paper on Compliance to DoD 5015.2-STD

 

DESIGN CRITERIA STANDARD FOR ELECTRONIC RECORDS MANAGEMENT SOFTWARE APPLICATIONS

  
  Purpose of DOD 5015.2 STD:  
  WinPat’s Software is not currently compliant to the DOD 5015.2-STD for Electronic Records Management Software Applications. To be compliant would require WinPat to introduce a level of Records Management Functionality that is not required for the majority of organizations and which would add a level of complexity and cost that Non DOD related organizations do not require.

The reason that compliance to DOD 5015.2-STD is complex is that this standard was developed for a very specific purpose as described in the following excerpt taken from the Foreword of the June 19, 2002 DOD5015.2-STD:

  This Standard is reissued under the authority of DoD Directive 5015.2, "Department of Defense Records Management Program," March 6, 2000 that provides implementing and procedural guidance on the management of records in the Department of Defense. It sets forth mandatory baseline functional requirements for Records Management Application (RMA) software used by the DoD Components in the implementation of their records management programs; defines required system interfaces and search criteria to be supported by the RMAs; and describes the minimum records management requirements that must be met, based on current National Archives and Records Administration (NARA) regulations.

This Standard applies to the Office of the Secretary of Defense, the Military Departments, the Chairman of the Joint Chiefs of Staff, the Combatant Commands, the Inspector General of the Department of Defense, the Defense Agencies, the DoD Field Activities, and all other organizational entities within the Department of Defense (hereafter referred to collectively as "the DoD Components"). 		 

In summary, the DOD 5015.2 was developed to assure baseline functionality between DOD departments and their suppliers. It is not designed as a standard for Records Management Applications in general and is not mandatory for any other organizations.

Why are Organizations concerned about Compliance to the DOD Standard?

The DOD 5015.2-STD is an excellent reference for establishing requirements for a Records Management Application BUT as the Director of Professional Resources of ARMA Internal, Diane Carlisle, CRM stated in her online presentation ISO 15489: A Business Imperative when asked what roll the DOD Standard played in relation to the International Standard, she said:

• The DOD 5015.2-STD is specific only to electronic records
• The DOD 5015.2-STD may be too rigorous and rigid for many organizations
• Records Management Applications that comply to the DOD 5015.2-STD may be too expensive to implement and maintain for many organizations

So where does the QUEST Records Management System stand in terms of DOD Certification?

WinPat Software provides organizations with a cost-effective and easy to use Records Management System that complies with 80% of the DOD requirements in terms of records management functionality and has a large majority of the electronic document requirements.

WinPat Software does not plan on certifying their software with the DOD standards for several reasons:

• The main reason being that implementing all the functionality listed in the DOD requirements would increase the cost of the software and the cost of its implementation to the point where it would be prohibitive to a vast number of organizations.
• The waitlist for DOD certification is approximately one year long and re-certification every time there are changes is mandatory. Given the speed of technological advancements, we feel that by the time certification does occur the product may already be obsolete or superseded.
• ARMA in participation with AIIM (Association of Information and Image Management) are in the process of developing their own functional requirements for Records Management Software and we feel that these requirements may be more in line and more achievable by standard organizations than the DOD standards.		  


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