International Council of Archives

New standards series and the review of ISO 15489

 New standards series

Recently two new standards in the field of managing records have been published. These are:
• ISO 30300:2011, Management systems for records – Fundamentals and vocabulary
• ISO 30301:2011, Management systems for records – Requirements.
(see http://www.iso.org/iso/catalogue_detail?csnumber=53732 )

The ISO 30300 series of International Standards focuses on the implementation and operation of an effective MSR to ensure that authoritative and reliable information about, and evidence of business decisions and actions are created, managed and made accessible to those who need it, for as long as required. This is fundamental to addressing the challenges of the rapidly changing operational environment, and for supporting corporate accountability, risk management and social responsibility for organizations of any type or size.

The ISO 30300 series is a new addition to the management systems standards group. There has been a long-standing global interest in and adoption of standards relating to records management as shown by:
• the use of ISO 15489-2001 Information and documentation – Records management by over 50 countries and translated into 22 languages across the developed and developing world. ISO 15489 is understood to be in the top of ISO standards sales
• a demand for certification of organizations as formal demonstration of good records management
• the emergence of legislation relating to, or including the management of records.

Internationally ISO 15489 and related products are widely adopted by developed countries in support of good governance and effective business operations. They are gaining increased interest from and adoption by governments of developing nations that are seeking to demonstrate improvements in governance, accountability and appropriate administration to their communities and the wider world.

The ISO 30300 series of MSR standards were initiated to:
• link records management to organizational success and accountability
• provide management with tools to implement a systematic and verifiable approach to the creation and control of records
• support the records management and documentation requirements of organizations implementing other management systems standards, such as risk, quality and social responsibility.

A ‘management system’ is a set of interrelated or interacting elements of an organization to establish policies and objectives and processes to achieve those objectives. A management system for records is the ‘management system to direct and control an organization with regard to records’.

Review of ISO 15489 Records Management

Every 3-5 years an international standard is subject to review. ISO 15489 for instance has been reviewed and confirmed as it is in 2006. In 2011 a new review has started. There are several options. The standard can be
- confirmed and then stays as it is (except perhaps for correction of errors)
- amended or,
- completely revised (that means that the existing standard will withdrawn).

Currently, there is an inquiry where National Member Bodies (members of ISO TC46/SC11) can vote on these options and provide comments. The ballot period ends mid March 2012. In its meeting of May 2012 in Berlin TC46/SC11 then will decide what will happen to ISO 15489.

Now is the time for archivists and records professionals who have an interest in ISO 15489 to express their views to their National Member Bodies.