This paper, authored by Shadrack Katuu, Chief Albert Luthuli Research Chair at the University of South Africa, explores the evolving landscape of archives and records management standards. Published in the Records Management Journal on November 20, 2023, the paper reviews both existing and emerging trends in the development and implementation of standards and good practice guidelines (S&GPG). A key focus is the persistent challenge of categorizing S&GPG based on provenance or subject, given the continuous proliferation of standards. The author examines the need for frequent re-categorization to adapt to the dynamic nature of this field. Additionally, the paper investigates concepts such as ontological representation and frameworks, offering strategic insights for archives and records management professionals. This comprehensive analysis provides valuable perspectives on the contemporary dynamics of standards in the realm of archives and records management.
The paper outlines a notable concern related to the categorization of standards and guidelines for information management, specifically in terms of standards' provenance or subject. The swift creation and release of numerous standards annually present a challenge, necessitating frequent re-categorization to effectively handle the growing volume. The International Organization for Standardization (ISO) and its various technical committees, such as ISO Technical Committee 46 Subcommittee 11 and ISO Technical Committee 171 Subcommittee 1 and 2, have issued a substantial number of standards in records management, quality, preservation, integrity of information, document file formats, electronic document management systems, and authenticity.
The example cites specific figures, such as 19 standards published by ISO Technical Committee 46 Subcommittee 11, 21 standards by ISO Technical Committee 171 Subcommittee 1, and 36 standards by ISO Technical Committee 171 Subcommittee 2, with additional standards in development. Moreover, other ISO Technical Committees, focusing on topics like blockchain, information governance, and quality management, also contribute to the challenge with dozens of published or under development standards. The text emphasizes that professional associations, government entities, and other standard-setting organizations, including the U.S. Department of Defense, continue to release standards and guidelines.
It's noteworthy that the U.S. Department of Defense replaced its initial functional requirements, DOD 5015.2, with DOD MANUAL 8180.01 INFORMATION TECHNOLOGY PLANNING FOR ELECTRONIC RECORDS MANAGEMENT on August 4, 2023. This transition highlights the dynamic nature of standards in the field of information management. The timeline of updates, such as the replacement of DOD 5015.2, adds to the complexity of tracking standards using provenance or subject-based approaches. In essence, the text underscores the challenges in managing the evolving landscape of standards and guidelines for information management due to the continuous development and release of new standards.
You can find the full paper here.