ISO 16175 PDF

ISO — what you need to know ISO — what you need to know Principles and functional requirements for records in electronic office environments ISO provides internationally agreed principles and functional requirements for software used to create and manage digital information in office environments. The standard is divided into three parts. Overview and statement of principles: sets out the fundamental principles for the management of records in a digital environment. Guidelines and functional requirements for digital records management systems: sets out the functional requirements for software systems that are designed principally to manage records. Guidelines and functional requirements for records in business systems: sets out the functional requirements for the management of information held in business systems.

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ISO uses the term digital records management systems for those software applications whose primary function is records management. It does not seek to set requirements for records still in use and held within business systems.

Digital objects created by email, word processing, spreadsheet and imaging applications such as text documents, and still or moving images , where they are identified to be of business value, are managed within digital records management systems which meet the functional requirements established in ISO Records managed by a digital records management system can be stored on a variety of different media formats, and can be managed in hybrid record aggregations that include both digital and non-digital elements.

ISO does not attempt to include requirements that are not specific to, or necessary for, records management, for example, general system management and design requirements. Nor does it include requirements common to all software applications, such as performance, scalability and usability. Given the target audience of ISO , it also assumes a level of knowledge about developing design specifications, procurement and evaluation processes, and therefore these issues are not covered in ISO Nonetheless, the importance of non-records management functional requirements for records management systems is recognized through their inclusion is given in the high-level model for structure and overview of functional requirements.

ISO does not give specifications for the long-term preservation of digital records; this issue needs to be addressed separately within a dedicated framework for digital preservation or "digital archiving" at the strategic level. These digital preservation considerations transcend the life of systems and are system independent; they need to be assessed in a specific migration and conversion plan at the tactical level.

However, recognition of the need to maintain records for as long as they are required is addressed in ISO , and potential format obsolescence issues need to be considered when applying the functional requirements.

ISO articulates a set of functional requirements for digital records management systems. The requirements are intended to: define the processes and requirements for identifying and managing records in digital records management systems; define the records management functionality to be included in a design specification when building, upgrading or purchasing digital records management systems software; inform records management functional requirements in the selection of commercially available digital records management systems; and review the records management functionality of, or assess the compliance of, an existing digital records management system.

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NEN-ISO 16175-1

What is ISO ? ISO articulates a set of functional requirements for digital records management systems. The requirements are intended to: define the processes and requirements for identifying and managing records in digital records management systems; define the records management functionality to be included in a design specification when building, upgrading or purchasing digital records management systems software; inform records management functional requirements in the selection of commercially available digital records management systems; and review the records management functionality of, or assess the compliance of, an existing digital records management system. It gives guidelines: to understand processes and requirements for identifying and managing records in business systems; to develop requirements for functionality for records to be included in a design specification when building, upgrading or purchasing business system software; to evaluate the records management capability of proposed customized or commercial off-the-shelf business system software; to review the functionality for records or assess compliance of existing business systems. ISO lists recordkeeping requirements for business systems, and applications, and can be used as a checklist to assess system functionality.

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ISO 16175 – what you need to know

ISO uses the term digital records management systems for those software applications whose primary function is records management. It does not seek to set requirements for records still in use and held within business systems. Digital objects created by email, word processing, spreadsheet and imaging applications such as text documents, and still or moving images , where they are identified to be of business value, are managed within digital records management systems which meet the functional requirements established in ISO Records managed by a digital records management system can be stored on a variety of different media formats, and can be managed in hybrid record aggregations that include both digital and non-digital elements. ISO does not attempt to include requirements that are not specific to, or necessary for, records management, for example, general system management and design requirements.

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