ISO 16175 suite: Processes and functional requirements for software for managing records
New ISO 16175 ‘Processes and functional requirements for software for managing records’ consists of separate two parts.
ISO 16175-1:2020 Information and documentation — Processes and functional requirements for software for managing records — Part 1: Functional requirements and associated guidance for any applications that manage digital records
The two new parts of ISO 16175 have not only been significantly updated and consolidated, but they have also been greatly restructured.
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.
Previously ISO 16175 parts 1-3 were published between 2010 and 2011 and underwent systematic review in 2016. SC11 decided ISO 16175-2 and ISO 16175-3 should be consolidated to a single document for functional requirements of a system that manages records as a new 16175-1, and the new draft on records system design, implementation, and maintenance should be combined into new 16175-2 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 guidance, for any form of software application that manages records. This covers software where the primary purpose is to manage records or business applications that capture and manage records in support of the business process. A primary audience for part 1 is IT professionals who are responsible for acquiring or developing office software and who need expert and authoritative guidance on functional requirements for managing records. It is hoped that this new edition of part 1 will exert a positive influence on the global market for office software, in addition to assisting jurisdictional policymakers and standards setters and individual organizations wishing to improve the state of their digital recordkeeping.
Part 2 (a technical specification) - Guidance for selecting, designing, implementing, and maintaining software for managing records: The scope is to provide guidelines for making decisions regarding 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 new part 2 includes some updated content drawn from the original ISO 16175 suite, together with some updated content from the now withdrawn ISO 15489, Part 2 technical report (2001), which provided implementation guidance for ISO 15489 (2001).
The two cross-reference each other where appropriate and deliver consistent messages on the process and functional requirements of systems that manage records. Also, the two parts cancel and supersede the three parts of ISO 16175 that were published by ISO in 2010-2011.