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With the increasing reliance on digital systems, records are now frequently created and stored in structured data formats within databases and business systems. To address the complexities and challenges posed by this shift, ISO has published ISO/TR 8344:2024(en), Information and documentation — Issues and considerations for managing records in structured data environments. This new technical report provides a detailed review of the unique records management issues in structured data environments and offers guidance for organizations on how to effectively manage and preserve these records to meet business, legal, and regulatory requirements.
As governments, businesses, and societies undergo rapid digital transformation, the way records are created, stored, and managed is evolving. Increasingly, records are being generated in structured data formats within databases and business systems supported by databases. This shift has been taking place for decades, but recent technological advancements—such as the proliferation of sensors and a growing reliance on data-driven decision-making—have led to an unprecedented increase in the volume and complexity of data.
In addition to the rise in data volume, data structures are also transforming. Relational databases, once the dominant format, are being supplemented or replaced by distributed data systems that often cross-organizational and jurisdictional boundaries. Compounding this complexity is the existence of legacy databases that have been decommissioned but still require ongoing management.
These developments present new challenges, as records in structured data formats become the primary evidence of government, business, and societal actions. If not properly managed, structured data can fail to meet business, legal, or regulatory requirements as an authoritative source of information. Moreover, improperly managed data can diminish in value, leading to risks in compliance, transparency, accountability, and reputation. Structured data is often subject to e-discovery processes, where its authenticity, reliability, integrity, and usability are essential to legal and operational outcomes.
The Importance of Managing Structured Data as Records
Given these challenges, it is critical for organizations to develop capabilities to manage records within structured data environments. Building such capabilities is now an essential part of governance and organizational management. This technical report provides a comprehensive landscape review of records management issues within structured data environments and offers essential guidance for developing appropriate management systems, policies, and procedures.
Key Challenges and Considerations
The management of records in structured data environments requires careful attention to several key factors:
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Data Authenticity, Integrity, and Usability: For structured data to serve as reliable evidence, it must retain its authenticity, integrity, and usability throughout its lifecycle. Without appropriate controls and processes, the reliability of this data can degrade over time, impacting business decisions, compliance, and trustworthiness.
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Legacy Systems: Many organizations are responsible for managing legacy databases that are no longer in active use but still contain valuable records. These systems often present challenges related to data migration, long-term preservation, and compliance with evolving standards.
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Distributed Data Systems: As data structures evolve, distributed data systems—where data may be stored and managed across different organizations and jurisdictions—present new governance challenges. Ensuring control, transparency, and accountability across such environments is essential to meeting business, legal, and regulatory obligations.
ISO 30301 and Structured Data Management
The management systems for records outlined in ISO 30301 can be applied to structured data environments. ISO 30301 offers a framework for leadership, planning, support, evaluation, and continuous improvement in records management. However, structured data environments introduce specific issues related to records control, processes, and systems that must be carefully considered. ISO/TR 8344:2024 addresses these challenges by providing practical insights into how organizations can ensure that records in structured data environments maintain the necessary attributes of authenticity, reliability, and usability.
Who Should Use This Standard?
The primary audiences for ISO/TR 8344:2024 include data policymakers, systems designers, business system owners, data management professionals, database administrators, and records management professionals. These groups must collaborate to design and implement effective records management approaches, processes, and controls that align with the complexities of structured data environments. By working together, they can ensure that records continue to meet business, legal, and regulatory requirements, regardless of the data format or structure.
Conclusion
The publication of ISO/TR 8344:2024 marks a significant step forward in the management of records within structured data environments. As data becomes increasingly central to decision-making and operations, it is more important than ever to ensure that records in these environments are managed effectively, maintaining their value as evidence and as an asset for organizational productivity and compliance.
With the insights and recommendations provided by this technical report, organizations can better navigate the complexities of structured data management and enhance their records management practices to meet the demands of today’s digital landscape.
