Records systems design and requirements

We have made significant updates and consolidations to the two new parts of ISO 16175. Additionally, we have restructured them.

In 2016, we published the new ISO 15489-1, which focuses on records management. To provide practical guidance for certain aspects of that standard, SC11 decided to develop a new working group called WG16. The purpose of this group is to create guidance for designing and implementing records systems. It is important to have a system that can effectively manage records based on the organization's requirements.

Previously, ISO 16175 parts 1-3 were published between 2010 and 2011 and underwent a systematic review in 2016. After careful consideration, SC11 decided to consolidate ISO 16175-2 and ISO 16175-3 into a single document, which is now known as the new 16175-1. This document contains the functional requirements for a records management system. Records system design, implementation, and maintenance has been combined into the 16175-2.

16175-1: 2020 Functional Requirements and Associated Guidance for Any Applications that Manage Digital Records

The purpose of this Standard is to provide a model and high-level functional requirements, along with explanations and usage guidance, for any type of software application that handles records. This includes software specifically designed for records management, as well as business applications that capture and manage records as part of their processes. The main target audience for Part 1 is IT professionals who are responsible for acquiring or developing office software. They will benefit from expert guidance and authoritative information on the functional requirements for managing records. We hope that this new edition of Part 1 will have a positive impact on the global market for office software. Additionally, it aims to assist policymakers, standards setters, and individual organizations who want to enhance their digital recordkeeping practices.

16175-2: 2020 (a technical specification) - Guidance for selecting, designing, implementing, and maintaining software for managing records

The purpose of this Technical Specification is to provide guidelines that will help individuals and teams make informed decisions about selecting, designing, implementing, and maintaining software for managing records. These guidelines are based on the principles outlined in ISO 15489-1. The main audience for these guidelines includes records professionals and project teams responsible for designing, implementing, and maintaining record management systems using different software options. Information technology professionals and software vendors who want to understand the requirements for managing records are also included. Part 2 incorporates updated content from the original ISO 16175 suite, as well as updated content from the previously withdrawn ISO 15489, Part 2 technical report (2001), which offered guidance on implementing ISO 15489 (2001).

The two parts of the standard refer to each other when necessary and offer consistent information about how records management systems should work and what functional requirements they should meet. Moreover, these two parts replace and render obsolete the three parts of ISO 16175 that ISO published in 2010-2011.

Adrian Cunningham

Convenor WG1, Metadata for records

Australia