INFORMATION MANAGEMENT FACULTY

CLASS GROUP ELEK A

TITLE:

POLICY OF RECORDS MANAGEMENT

SUBMISSION DATE:

9 DECEMBER 2022

PREPARED BY:
STUDENT NAME STUDENT ID

NUR AZIRAH MAULAD ALWIE 2020608706

Report sent to Madam Aniza binti Jamaluddin in fulfilling some requirements for

MANAGEMENT OF RECORDS IN ORGANIZATION (IMR451)

SEMESTER 3

SESSION 2021/2022
ACKNOWLEDGMENT

Assalamualaikum. In the name of Allah the most gracious and the most merciful, I
would like to extend my deepest praise to Allah S. W. T who has given me the patience,
strength, determination and courage to implement this task.

To begin with, my utmost thanks and gratitude goes to my lecturer, Madam Aniza
binti Jamaluddin, for imparting us with her wealth of knowledge, valuable guidance and
experience. Without her support, we may not be able to face and solve the difficulties that we
encounter during the process until we produce this assignment 2 Policy of Records
Management successfully. My appreciation and thanks are also dedicated to all my beloved
family member, for giving me moral support to finish the task. Without them, I would not be
this far. In addition, I would like to take this opportunity to thanks to my friends for their
helpful insights and stimulating comments to complete this assignment.

To end with, I would like to express my apology for any mistake and shortcoming in carrying
out this task.
TABLE OF CONTENTS

1.0 INTRODUCTION 1

2.0 POLICY OF RECORDS MANAGEMENT 2

2.1 CURRENT 2

2.1 SEMI-CURRENT 5

2.1 NON-CURRENT 7

3.0 CONCLUSION 9

REFERENCES i
1.0 INTRODUCTION

The ISO (International Organization for Standardization) is a worldwide organisation

of national standards bodies that works to promote international standards. The International
Organization for Standardization (ISO) is a voluntary organisation that is composed of
standards bodies from more than 160 nations, with one standards body representing each
member nation. It is a document that specifies the standards, specifications, rules, or qualities
that must be followed regularly to guarantee that materials, products, processes, and services
are fit for their intended purpose.

Meanwhile, records management is a well-established theory and technique for

ensuring the systematic management of all records and the data contained within them during
their existence. Records management's objectives are to aid an organisation in retaining
access to critical documentation for company operations and compliance. In some small to
medium-sized businesses, spreadsheets are used to keep track of where documents are stored,
however larger organisations may find that records management software packages that
incorporate both a taxonomy and a records retention schedule are more useful. For example,
Enterprise Information Management (EIM) solutions that may aid a company in managing
both records and routine content may be marketed as such software packages.

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2.0 POLICY OF RECORDS MANAGEMENT

Records management team is responsible for the effective and methodical

administration of the development, reception, preservation, use, and dispose of records, as
well as systems for collecting and retaining evidence of and information about business
operations and transactions in the form of records. A record keeping policy is a collection of
rules that govern the lifetime of documents and information in an organisation, from the time
they are generated or received until they are archived or destroyed.

2.1 CURRENT

A record that is still being used often enough to justify its retention in the office of
creation or active record.

i. ISO 23081

It provides a framework for developing, maintaining, and utilising records

management metadata, as well as an explanation of the underlying ideas. This document
contains instructions for comprehending, applying, and utilising metadata in accordance with
ISO 15489. It discusses the importance of metadata for records management in business
operations and the many functions and types of metadata that assist business and records
management activities. Additionally, it establishes a framework for managing the metadata.

While for ISO 23081-2 and ISO 23801-3 are more comprehensive and give practical
advice on implementation challenges and how to evaluate records management metadata sets
against the document's principles.

 ISO 23081-1:2017

This part discusses the ideas that support and control the metadata used in records
management. Documents and their metadata, all procedures that influence them, any system
in which they are stored, and any organisation that is responsible for their administration
come under the scope of these principles.

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 ISO 23081-2:2009

Provides a framework for deriving metadata components that is compatible with the ideas
and implementation considerations mentioned in Part 1 of this document. The aims of this
framework are to enable standardised description of records and critical contextual entities
for records, to provide common understanding of fixed points of aggregation in order to
enable interoperability of records, and information relevant to records, between
organisational systems, and to enable re-use and standardisation of metadata for managing
records over time, space, and across applications. Descriptions of records and critical
contextual entities for records are included.

 ISO 23081-3:2011

provides ideas and instructions for performing an internal audit of records metadata in
connection to the development, capture, and control of records. If you want to know what the
current state of metadata captures and management in your organisation or across
organisations is, you can use this self-assessment to find out. It can also help you evaluate
progress in the development of a metadata framework for specific systems and projects, and
it can help you determine whether your system or project is ready to move on to the next
phase when including records metadata functionality in a system. A records metadata
readiness evaluation is provided for important milestones throughout the project lifecycle,
from project inception through implementation and maintenance.

ii. ISO 15489

In 2001, the International Organization for Standardization (ISO) developed the first
worldwide standard for records management. It has been accepted in more than 50 nations
and has been translated into more than 15 other languages. It was published in 2016 after a
three-year process of study and consultation that resulted in a revised version of ISO 15489
Part 1.

In this section, the fundamental ideas, and principles for the generation, capture and
maintenance of records are laid out for you to learn about. In all sorts of commercial and
technology contexts and over a long period of time, the Standard applies to records regardless
of their structure or form. It is this first Part of ISO 15489 that serves as the foundation for

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several International Standards and Technical Reports that provide additional guidance and
instruction on the concepts, techniques, and practises used in the creation, capturing, and
management of records, as well as their application. Parts of ISO 15489 that are presently
under development will include implementation advice on maintaining records, in addition to
the existing suite of guidelines, and will be included in this category.

iii. ISO/TS 20658:2017

Applicable to medical laboratories and other health care providers that perform
laboratory pre-examination activities such as examination request, patient preparation and
identification, sample collection, transportation, reception, and storage. It may also apply to
some biobanks. It establishes requirements and recommends best practises for the collection,
transportation, reception, and processing of samples for medical laboratory investigations.
Additionally, this prohibition does not apply to blood or blood products intended for
transfusion.

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2.2 SEMI-CURRENT

Semi-current records are records that are no longer regularly required in the
performance of current business but must be kept for administrative, fiscal, or legal
considerations.

i. ISO 13485:2016

This International Standard specifies requirements for a quality management system

that can be used by an organization especially in one or more stages of the life-cycle of a
medical device, such as design and development, production, storage and distribution,
installation, servicing, and final decommissioning and disposal, as well as design and
development or provision of associated activities. Suppliers or other external parties
supplying goods such as raw materials, components, subassemblies, medical devices,
sterilizing services, calibration services, distribution services, maintenance services to such
organization can also apply the requirements in this International Standard. The provider or
an external party may freely choose to comply with the standards of this International
Standard, or they may be obliged to comply by contract.

ii. ISO 14001:2015

ISO 14001 is a well-recognized international standard that specifies the specifications

for an environmental management system. It enables firms to enhance their environmental
performance through more effective resource use and waste reduction, therefore obtaining a
competitive edge and stakeholder confidence.

As a result, ISO 14001 may be seamlessly incorporated into any existing ISO
management system. ISO 14001 is applicable to all sorts and sizes of companies, whether
private, not-for-profit, or governmental. It demands organisations to evaluate all
environmental challenges that affect their operations, including air pollution, water and
sewage difficulties, waste management, soil contamination, climate change mitigation and
adaptation, and resource usage and efficiency.

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iii. ISO 17068:2017

Specifies the standards for a trusted third-party repository (TTPR) to assist the
approved custody service in ensuring the verifiable integrity and authenticity of customers'
digital data and serving as a source of credible evidence. It applies to retention or repository
services for digital documents used as evidence throughout legally mandated retention
periods in both the business and governmental sectors. Additionally, it bears the restriction
that allowed possession of stored documents is limited to the TTPR and the client.

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2.3 NON-CURRENT

Records which have been archived and are periodically consulted for legal, historical,
or operational purposes but which are no longer in use in the ordinary course of business.

i. ISO 16245

ISO 16245, the International Organization for Standardization, specifies that materials
used for storage boxes and file covers in archives and libraries that were must does not
include or create any compounds that may be hazardous to the documents that are being
preserved. In spite of the fact that ISO 16245 specifies important material properties such as
alkalinity and resistance to oxidation, as well as the absence of certain additives such as
optical brighteners and plasticizers, it does not provide an appropriate method for evaluating
the potential effects of volatiles formed and emitted by the specific material that is the subject
of this document. This document may be used to complete ISO 16245, and it is a viable tool
for doing so.

ii. ISO 11799:2015

It defines the characteristics of repositories used for the long-term storage of archive
and library materials, and it is applicable to both public and private institutions. It includes
the planning, design, construction, and renovation of the building, as well as the installation
and equipment that will be used both inside and outside the structure. In repositories where
mixed media materials may be stored alongside paper-based materials, it applies to all
archive and library materials stored in those facilities. Individual repositories can be divided
into separate areas or compartments, and the environment can be controlled to create
conditions that are appropriate for the needs of specific archive materials.

Depending on the field, national or local building regulations may cover topics such
as construction, safety and security for public structures and structures containing valuable
objects, including fire precautions, emergency exits, security against earthquakes, theft,
burglary, and terrorist acts, among other things. They may also cover services and equipment
used in the professional sector. As a result, this International Standard avoids providing
detailed rules and regulations in these fields, apart from recommending what may be
additional requirements to these existing requirements.

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iii. ISO 19154:2014

Given fact that a reference model for universal public access (UPA) to geographic
information has been established Localization-based services (LBS), ubiquitous computing
environments (UCE), linked open data, and other sectors that need seamless public access to
geographic information might benefit from this International Standard. Even though this
International Standard is designed in the context of information technology and information
technology standards, it is not dependent on any particular application development process
or technology implementation methodology.

Specifically, the reference model given here describes a series of models that together
constitute a framework that enables ways of extracting spatially explicit context information
from a variety of information sources, such as a lexicon, pictures, videos, and other sources,
among other things. Additionally, models in the framework specify how geographic data
produced and distributed by the general public can be semantically linked to meet the user's
contextual requests, and how heterogeneous geographic content can be seamlessly accessed,
integrated, and provided to a user regardless of the type of device on which the user is
currently interacting with the system.

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3.0 CONCLUSION

In my opinion, every ISO has their own role to reflect the constrained reach of many
records’ administration programmes. The usage of the standards is to determine the content
and scope of record management and training programmes. Most of the organisation or
corporation are being exposed to the standards, hence, it is absolutely feasible that the
concepts included in the standards are considerably affecting practise.

Other than that, with the requirements of the ISO, an agency or corporation can
develop an approved service scheme and job descriptions for record personnel. The ISO may
enable organisation or corporation to prepare staff at all the relevant levels to deliver effective
records services throughout the life cycle.

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REFERENCES

INTERNATIONAL STANDARD. (2006). Information and Documentation — Records

Management Processes — Metadata for Records — Part 1: Principles , 1. Retrieved
from
https://cdn.standards.iteh.ai/samples/40832/7b4c94e06ec4446f8b781e80cfc86721/ISO-
23081-1-2006.pdf.

INTERNATIONAL STANDARD. (2014). Geographic Information — Ubiquitous Public

Access — Reference Model, 1. Retrieved from
https://cdn.standards.iteh.ai/samples/32572/84d78730ab434ce581625e5cbb48ab02/
ISO-19154-2014.pdf.

INTERNATIONAL STANDARD. (2016). Medical Devices — Quality Management Systems

— Requirements for Regulatory Purposes, 3. Retrieved from
http://www.bonnier.net.cn/download/d_20170812100731.pdf.

INTERNATIONAL STANDARD. (2020). Information and Documentation — Papers and

Boards Used for Conservation — Measurement of Impact of Volatiles on Cellulose in
Paper, 1. Retrieved from
https://cdn.standards.iteh.ai/samples/75439/d62072e10cdf45eba9938a5632297ce5/ISO-
23404-2020.pdf.

ISO 11799:2015. ISO. (2020, December 15). Retrieved December 9, 2021, from
https://www.iso.org/standard/63810.html.

ISO 23081-1:2017 PDF download. Free Standards Download. (2021, September 1).
Retrieved December 9, 2021, from https://www.freestandardsdownload.com/iso-23081-
1-2017-pdf-download.html.

ISO/TR 23081-3:2011. ISO. (2011, August 10). Retrieved December 9, 2021, from
https://www.iso.org/standard/57121.html.

Riaz, S. (n.d.). ISO 15489 Records management. ISO 15489 Records Management. Retrieved
December 9, 2021, from
https://committee.iso.org/sites/tc46sc11/home/projects/published/iso-15489-records-
management.html.