ISO 16175-3:2010 Information and documentation - Principles and functional requirements for records in electronic office environments - Part 3: Guidelines and functional requirements for records in business systems
International Organization for Standardization (ISO)
Status
Latest
ISO 16175-3:2010
Scope
This document will help organisations to ensure that evidence (records) of business
activities transacted through business systems are appropriately identified and
managed. Specifically, it will assist organisations to:
• understand processes and requirements for identifying and managing records
in business systems;
• develop requirements for functionality for records to be included in a design
specification when building, upgrading or purchasing business system
software;
• evaluate the records management capability of proposed customised or
commercial off-the-shelf business system software; and
• review the functionality for records or assess compliance of existing business
systems.
It does not provide a complete specification but rather outlines a number of key
records management requirements, with recommended levels of obligation, which
can be used as a starting point for further development. As outlined in the document,
organisations will still need to assess, amend and select their requirements based on
their business, technical and jurisdictional environments and constraints.
This Module only addresses records management requirements and does not
include general system management. Design requirements such as usability,
reporting, searching, system administration and performance are beyond the scope
of this document. It also assumes a level of knowledge about developing design
specifications, procurement and evaluation processes, therefore these related issues
are not covered in any detail.
Requirements for the long-term preservation of digital records are not explicitly
covered within this document. However, the inclusion of requirements for export
supports preservation by allowing the export of records to a system that is capable of
long-term preservation activities, or for the ongoing migration of records into new
systems.
While the guidance presented in this Module should be applicable to records
management in highly integrated software environments based on service-oriented
architectures, such scenarios are not explicitly addressed. Similar principles and
processes will apply in such environments, but additional analysis will be required to
determine what processes and data constitute, across multiple systems, the required
evidence or record of any particular transaction.
Use of the term ’system’ in this document refers to a computer or IT system. This is
in contrast to the records management understanding of the term that encompasses
the broader aspects of people, policies, procedures and practices. Organisations will
need to consider these wider aspects, and to ensure that fundamental records
management supporting tools such as disposition authorities,2 information security
classifications and a records culture are in place, in order to ensure records from
business systems can be appropriately managed.
ISO 16175-3:2010 history
2010ISO 16175-3:2010 Information and documentation - Principles and functional requirements for records in electronic office environments - Part 3: Guidelines and functional requirements for records in business systems