Question

You’ve read that the U.S. Department of Defense 5015.2 (Design Criteria Standard for Electronic Records Management Software Applications) is not just applicable for defense organizations. Detail what 5015.2 is all about and how it might be applicable for a company that produces software as its main product. If applicable, could DoD 5015.2 be used in your own organization?

Answer 1

What is DoD 5015.2?

The U.S. Department of Defense's (DoD) Design Criteria Standard for Electronic Records Management Software Applications, better known as DoD 5015.2,
debuted in 1997. Since then, it has become a de-facto standard that government agencies, including
the National Archives and Records Administration (NARA), readily endorse.
Many organizations use the DoD 5015.2-STD Electronic Records Management Software
Applications Design Criteria Standard from the U.S. Department of Defense ( DoD) as a starting point for evaluating records management systems.
The Joint Interoperability Test Command (JITC)
certifies records management software solutions according to this standard. According to the JITC’s website, “ The current version of DoD 5015.2-STD,
signed 25 April 2007, defines the basic requirements based on operational, legislative and legal needs that must be met by records management application
RMA) products acquired by the Department of Defense ( DoD) and its Components. It defines requirements for RMAs managing classified
records and includes requirements to support the Freedom of Information Act (FOIA), Privacy Act, and interoperability.”
Knowing a DoD-certified system has been tested against the DoD’s rigorous standards provides
reassurance to records managers at thousands of organizations across a wide variety of industries.

Why is it important?

Unless you work for the United States Department of Defense or one of its components, you are not required
to select a records management system that meets the specifications of the DoD 5015. 2 standard. However, the possible detrimental impact of non-compliance
with recordkeeping requirements on organizational reputation and value highlights the importance of investing in a records management system that
ensures an organization’ s information assets are safe and well managed.
When you select a system that has achieved full compliance with DoD 5015.2, it is guaranteed to provide a multi-faceted set of information governance
tools that manage document lifecycle from initial capture to long-term archival. With the right processes in place, these tools will break down information
silos and make staff more productive, while also ensuring that information is accessed in a prudent and compliant way.
Records management is vital to the success of your
organization, and an electronic records management system that has been certified to meet stringent requirements for organizing file structures and plans
will ensure that you have the best tools available for keeping your information assets organized, safe and secure.

It might be applicable for a company that produces software as its main product.

The DoD 5015.2 standard helps these efforts by:

• Setting Mandatory Metadata Standards for all records, including for different kinds of files such as email, photos and office documents as well as metadata requirements for classified records;
• Defining the best methodology for destruction of electronic records at the end of their lifecycle;
• Providing a standard approach for transfer of records from one agency to another, and for transfer from an agency to the NARA; and,
• Defining requirements for FOIA and Privacy Act solutions.

The purpose of having DoD 5015.2 is so users have some assurance that products support records management in a standardized way as they work toward compliance with the 2012 NARA/OMB Managing Government Records Directive, OMB 12-18. That mandates that all permanent records be managed in digital format by 2019, as well as calling for management of email in electronic format by 2016.

Electronic records management software enforces organization-wide records policies and reduces the cost of regulatory compliance. Records management systems let organizations centrally, securely and electronically manage their records. This kind of software lets records managers track and store records in a variety of formats, including:
·         Imaged documents
·         Electronic documents generated by programs (e.g., Microsoft Office)
·         PDFs
·         Scanned and digital photographs
·         Audio and video files
·         Output from legacy systems
·         Physical records stored offsite

Other incentives for improving electronic records management include a 2010 requirement that U.S. agencies move to the cloud when possible, other initiatives to streamline business processes and prepare for audits, and concerns about security. Having all federal agencies supporting DoD 5015.2 makes it easier to perform such overarching tasks as populating metadata in records.