Why an international standard on Record Management?

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Why an international standard on Record
Management? Anki Steen
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The standardization of records management
policies and procedures ensures that appropriate
attention and protection is given to all records,
and that the evidence and information they
contain can be retrieved more efficiently and
effectively, using standard practices and
procedures.
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Group Staff Communications 2000-08-30
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Laws that controls records management
Freedom of the Press Act
Act on Secrecy
Archives Act
Administrative Procedure Act
Personal Data Act
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ISO 15489-1 Information and documentation
Records management Part 1 General
ISO TR  15489-2 Information and documentation
Records management Part 2 Guidelines
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The records management standard is intended to be
used by

• managers
• employees
• records management professionals, information
  professionals and IT-professionals

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The standard

•   applies to the management of records, in all
  formats or media, created or received by any
  public or private organization in the conduct of
  its activities
• provides guidance on determining the
  responsibilities of organizations for records and
  records policies
• provides guidance on records management in
  support of a quality process framework to comply
  with ISO 9001 and ISO 14001
• provides guidance on the design and
  implementation of a records system

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Does not include the management of archival
records within archival institutions
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The standard describes

•   why it is necessary to control the records
  management and what benefits it gives to the
  organisation
• how to design and implement a records system,
  digital or not
• what methods can be used when the business
  activities is analysed and the documentation
  structure identified
• what training and information the organisation
  needs, and
• how to monitor and modify the system

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An organization should provide adequate evidence
of its compliance with the regulatory environment
in the records of its activities
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Why should a company or an authority be
interested in this standard?

• Documents and information are assets
• Established procedures gives structured
  information and regulate the records management

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Records are created, received and used in the
conduct of business activities. To support the
continuing conduct of business, comply with the
regulatory environment, and provide necessary
accountability, organizations should create and
maintain authentic, reliable and usable records,
and protect the integrity of those records for as
long as required.
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Such a programme includes

•   determining what records should be created in
  the business processes, and what information
  should be included,
• deciding form and structure for the records,
  and the technologies to be used,
• determining what metadata should be created
  with the record and how that metadata should be
  linked and managed,
•   determining requirements for retreiving the
  records and how long they should be kept to
  answer to the need of the organisation

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• deciding how to organize the records to support
  requirements for use
• assessing the risk if the records are not
  authoritative
• preserving the records and making them
  accessible
• complying with legal demands and applicable
  rules
• ensuring that the records are maintained safely
  
• ensuring that records not needed are disposed
  of
• evaluating and improving the system

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• Why should a company or an authority be
  interested in this standard?
• documents and information are assets
• established procedures give structured
  information and regulate the records management

• the organization can meet the requirements for
  records keeping in both ISO 9001 and ISO 14001

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What training and monitoring is needed?

• Everyone in the organisation must be trained
  and informed about the processes and procedures
  in the system and their own responsibility
• Modifications to the records systems and
  records management processes should be made if
  these are found to be unsuitable or ineffective.

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Certificate