Why an international standard on Record Management? Anki Steen

1. Why an international standard on Record Management? Anki Steen

2. “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.”

4. Stockholm-Arlanda Göteborg-Landvetter Malmö-Sturup Bromma Luleå Umeå Sundsvall/Härnösand Östersund Ängelholm/Helsingborg Visby Karlstad Kalmar Skellefteå Jönköping Ronneby Norrköping Halmstad Kiruna Örnsköldsvik SCAA 19 airports Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Group Staff Communications 2000-08-30 9

5. Laws that controls records management Freedom of the Press Act Act on Secrecy Archives Act Administrative Procedure Act Personal Data Act

6. ISO 15489-1 : Information and documentation – Records management – Part 1: General ISO TR  15489-2 : Information and documentation – Records management – Part 2: Guidelines

7. The records management standard is intended to be used by • managers • employees • records management professionals, information professionals and IT-professionals

8. 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

9. Does not include the management of archival records within archival institutions

10. 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

11. “An organization should provide adequate evidence of its compliance with the regulatory environment in the records of its activities”

12. 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

13. ”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.”

14. 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

15. 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

16. 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

17. 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.”

18. Certificate