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ISO/TS 7538:2024 Functional requirements for disposition of records offers organizations essential guidance on managing the disposition of records. This technical specification outlines key responsibilities, assessment criteria, and best practices for implementing records disposition processes effectively, ensuring compliance and operational integration.
Working Group 21 has refined the guidelines and recommendations related to records disposition, providing a comprehensive and cohesive resource for organizations seeking guidance on managing their records and executing disposition activities.
The Technical Specification includes detailed guidelines on retention periods, disposition processes and authorities, and destruction requirements. This fills a gap, as no previous SC11 publication offered practical guidance on the disposition of records.
Disposition is a crucial part of records management. It helps organizations save money and time by getting rid of records that are no longer needed. It also ensures compliance, reduces risks and preserves important information.
Disposition refers to the various processes involved in making decisions about retaining, destroying, or transferring records. These decisions are usually documented in disposition authorities or similar documents. Disposition can occur when a record is received or created, when the status of a record changes, when records lose their value, or for long-term preservation and archival purposes.
To effectively manage records, organizations must follow a structured approach outlined in ISO 15489-1. This approach requires them to have a documented plan for retaining and disposing of records. It should be considered during the appraisal of records, the development of retention schedules, and the design of records systems. Disposition should be integrated into regular business activities and aligned with the organization's records requirements.
Having efficient and authorized systems and processes in place for disposition promotes accountability, efficiency, and good governance. It ensures that records are managed appropriately for various purposes.
This specification assumes that the requirements for disposition are identified during the appraisal process, as described in ISO/TR 21946:2018. Appraisal involves analyzing business functions, processes, context, and risks to determine records requirements. It should ideally be done when records are created, either by annotating physical records or using metadata in electronic records management or business systems. The results of the appraisal lead to decisions about retention and disposition, which are documented in disposition authorities or similar documents.
Implementing a disposition authority involves carrying out the actions identified during the appraisal process. This includes reviewing whether it is permissible to dispose of records, actually dispose of them, and documenting the disposal.
