” The standard takes the definition of metadata, in a records management context, from ISO 15489-1: “data describing the context, content and structure of records and their management through time (ISO 15489-1:2001, 3.12)&rdquo
Records Management is and always will be a support function so staff must be trained on proper etiquette and client facing interaction • Become knowledgeable of the myriad of Records and Information based standards that exist such as: ISO 15489-1 and the MOREQ standards for electronic records • Become a champion of your organization’s Document Retention policy and be ready to train end users on proper compliance • Become not simply Records Managers but Content Managers
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You have various versions/drafts of a document/report (hard-copy or electronic), the document/report in paper form, the electronic document, AND underlying data for the same content Potential Decision: The electronic document can be declared the official record, and the other documents and underlying data can be considered duplicate data, as long as the following conditions exist: The electronic document was captured and maintained in a manner that makes it “authoritative” per ISO 15489-1 (2001) There are no unique regulatory, contractual or risk related requirements to keep the hard-copy The underlying data is not needed to prove the reliability of the documentation (e.g., the IRS requires electronic data underlying tax returns to be maintained) or to recreate the output Note: If a firm’s Legal Counsel has stipulated that a Preservation Hold requires that some or all of the shorter term documentation and data be kept, then these must be kept as well. 2
Along with: ISO 15489-1:2001 Information and documentation -- Records management -- Part 1: General, ISO/TR 15489-2:2001 Information and documentation -- Records management -- Part 2: Guidelines ISO 23081-1:2006 Information and documentation -- Records management processes -- Metadata for records -- Part 1: Principles ISO 23081-2:2009 Information and documentation -- Managing metadata for records -- Part 2: Conceptual and implementation issues this standard represents a business driver in your organization
Every day we have two choices 1)Take a risk or 2)Play it safe. The same is true with records and information management. Too often the focus is placed on “records” and not “information.” In the past no one would fault a RIM staff for managing the risk they know. With...
1 Comment - Records Management is and always will be a support function so staff must be trained on proper etiquette and client facing interaction • Become knowledgeable of the myriad of Records and Information based standards that exist such as: ISO 15489-1 and the MOREQ standards for electronic records • Become a champion of your organization’s Document Retention policy and be ready to train end users on proper compliance • Become not simply Records Managers but Content Managers
The movie Night at the Museum is a fun way to picture artifacts being preserved for future generations. Just as we preserve these artifacts of societies long past and our current societal relics, we must also be about the business of preserving our digital information. Take a minute to think...
1 Comment - ProductID=243201 ISO 15489-1:2001 Information and documentation - Records management - Part 1: General https://infostore.saiglobal.com/store/Details.aspx?