Business information systems (BIS) are those that are intended to create, capture or manage records. BIS include line-of-business systems, case management systems, content management systems, finance and human resource management systems.The Specifications for Business Information Systems Software detail the core requirements for ensuring adequate records management capability in BIS software.

The Specifications are detailed and technical, but relevant to Australian Government agencies and industry software developers and vendors that:

• create, capture or manage records using BIS software
• prepare tender documents to procure BIS software
• audit, assess or review existing BIS software
• develop BIS software
• market BIS software to government agencies.

Within the Specifications there are some mandatory requirements, while others are desirable but optional. Meeting mandatory requirements will ensure your BIS software provides adequate records management capability. Meeting desirable requirements will improve your system from one that meets minimum requirements, to one providing best practice capability. You should carefully consider the desirable requirements to decide which are relevant to your agency and should be included within your software design specification.

The companion publication Guidelines for Implementing the Specifications for Business Information Systems Software will help you use and interpret the Specifications.

Within the Specifications, the term ‘system’ has a narrow meaning. It refers to computer systems – including software applications – capable of creating, capturing or managing records. The Specifications do not identify requirements for broader records management policies, procedures and practices at an agency wide level.

Requirements in the Specifications are generic. They do not cover platform-specific or business-related issues. Some requirements are expressed at a high level, while other requirements of particular significance are expressed in more detail. You will need to tailor the requirements to your own needs.

The Specifications deal with business software systems that create, capture or manage records of business activity (for example, line-of-business systems, case management systems, content management systems, finance and human resource management systems). They are not intended to provide functional requirements for software specifically designed for the purpose of keeping and managing records. For records management capability for these systems see: Specifications for Electronic Records Management Systems Software.

This document provides generic requirements that Australian Government agencies can use to ensure that their business information systems (BIS) software has adequate records management capacity to support the creation, capture and management of digital records. These requirements will help agencies develop design specifications to build or purchase new systems, or upgrade functionality in existing systems.

This document has a companion. Guidelines for Implementing the Specifications for Business Information Systems Software helps Australian Government agencies interpret and use the specifications, by explaining the concepts that underpin the functional requirements and providing advice on how the specifications can be applied.