At its last meeting, ISO TC 46/SC 11/WG10 reviewed its international environmental scan of existing disposition methodologies, practices and documentation. This scan identified and documented relevant guidance and publications available in a number of the Participating and Observing national bodies participating in the Working Group. The scan had an objective of preparing a discussion paper to inform future product development of the Working Group.
The primary conclusion of the Working Group was that there is considerable amount of existing documentation covering paper /physical records disposition, and associated appraisal processes and methods for destruction. There is not, however, a great deal of guidance related to electronic/digital records. This is considered by the Working Group to be in need of a greater emphasis due to its relative complexity in appraisal processes, vulnerability to obsolescence considerations and digital continuity concerns.
The Working Group (WG10) met in Beijing, China, in June 2015 to review its position in relation to the eagerly awaited decisions around the publication of, and relationship with, the new improved and revised ISO 15489, where the results where discussed.
It was decided however that discussion on the status and work of ISO 15489 review had such a large bearing on the next steps and outcomes for the disposition of records. Thus, the Working Group's decision was to note the results of the scan and hold the information pending the final outcome of the revision of ISO 15489 and in particular its proposed Part 2 Guidelines component.
There was discussion on whether the role of the group could expand to encompass appraisal or narrow the scope to just cover methods of destruction and associated processes. It was decided to pause work and scope discussions until the resolutions of the SC 11 meeting were finalised and their impacts understood.
Subsequent to the 2015 Beijing meeting and the increased clarity in the content and approaches in ISO15489 Parts 1 and 2, it has been proposed that WG10 will retain its original scope; however not to produce a standard, but as a supporting Technical Report or guidance publication, to include:
- Principles and high level concepts for disposition;
- Approaches for establishing disposition actions, methods of destruction and transfer processes;
- Implementation guideline(s);
- Self-assessment guide(s).
The working assumption will be to take a much more digitally focused, or content neutral approach, where practicable. This will assist organisations with the assessment of their processes, procedures and activities that relate to the disposition of records and establish a framework for the disposition of records by specifying a set of guidelines and best practice examples.
Next Steps
WG10 will continue the environmental scan of existing disposition methodologies and practices, with particular attention to digital records. Input has been requested from members by 31 March 2016 to support this approach.
WG10 met in Wellington, New Zealand, in 2016 to review the development of the environmental scan report and outcomes from ISO 15489 review process relevant to the Working Group’s scope.