Records system design and requirements

The new ISO 15489-1 (records management) was published in 2016 and SC11 resolved to develop practical guidance for some elements of that Standard. A new working group (WG16) was established to develop guidance for records system design and implementation, as records controls and processes should be implemented in a system that can adequately manage records based on the records requirements of the organization.Laptop

ISO 16175 parts 1-3 were published between 2010 and 2012 and underwent systematic review in 2016. As a result, it was resolved that 16175-1 (overview and statement of principles) should be combined into the new draft on records system design, implementation and maintenance, and ISO 16175-2 and ISO 16175-3 should be consolidated to a single document for functional requirements of a system that manages records.  In 2018 the standards were rename and reorganized as follows:  

ISO 16175 Processes and Functional Requirements for software for managing records

  • Part 1: Functional Requirements and Associated Guidance for Any Applications that Manage Digital Records: The scope is to provide a model and high-level functional requirements, with associated explanatory information and usage guidancew, for any form of software application that manages records. This covers software where the primary purpose is to manage records, or business applications which capture and manage records in support of the business process. The principal audience is staff responsible for designing, reviewing and/or implementing business systems (including: business analysts, application developers, enterprise and solution architects and procurement decision makers). Records professionals involved in advising or assisting in such processes are included as well.

 

  • Part 2: Guidance  for selecting, designing, implementing and maintaining software for managing records: The scope is to provide guidelines for the decision making around selection, design, implementation and maintenance of software for managing records, according to the principles specified in ISO 15489-1. The principal audience is records professional and project teams responsible for designing and implementing and maintaining systems for managing records using a variety of software. Information technology professionals and software vendors seeking to understand records requirements are included as well. 

The two parts will constitute a suite of records system implementation guidance that supports the core international records management standard, ISO 15489-1:2016. 

The two will cross-reference each other where appropriate and deliver consistent messages on the process and functional requirements of systems that manage records.

Subject to ISO balloting outcomes, it is hoped the new versions of ISO 16175 will be published during 2019.

Gemma Lee
Gemma Lee
Convenor WG 16 – Systems design for records
KATS

Rep. of Korea

Adrian Cunningham
Adrian Cunningham
Project Leader WG 16 ISO 16175-1 Functional requirements and associated guidance for any applications that manage digital records
ICA

Australia

Barbara Reed
Barbara Reed
Project Leader WG 16 ISO 16175-2 Guidance for selecting, designing, implementing and maintaining software for managing records
SA

Australia