Capture

6.2.1.1 The organisation must capture and manage records to ensure it can operate effectively and deliver its services.

• Capture of records and information into records management systems is driven by the business rules and processes of the organisation.
• Not every piece of information created or received needs to be captured and managed. The business rules and processes should aid personnel to identify what type of information created or received is a record which needs to be captured and managed within the governance framework.

6.2.1.2 Appropriate metadata regarding a record must be captured.

• Appropriate metadata provides meaning and context and enables the retrieval and use of records and information, supporting ongoing management. (7)
• Metadata defining a record’s characteristics at its time of creation or capture, fixing it into the business context of the organisation, is point of capture metadata.
• Process metadata also accrues over time as the record is used and managed.

6.2.1.3 Unstructured information which meets the requirements of a record must be captured into a records management system to ensure the integrity of the information.

• Unstructured information outside a records management system or on a local area network does not have strict business rules governing its use, nor business specific protections on the security and integrity of the information.