South African Society of Archivists The role of National and International standards in the implementation of Records Management South African Society of Archivists Annual Conference Polokwane 2015 Paul Mullon paulm@corconcepts.co.za 0832736087

Agenda Records Management standards Standards development The role and positioning of standards

Summary of the records management standards framework Management system for records ISO 30300 family The Records Management Standard ISO 15489 family Supporting standards Detailed focus areas Metadata Scanning/digitizing Digital preservation Appraisal Risk for records Retention and disposition Work process analysis/classification Trusted Systems

Understanding ISO ISO (the International Organization for Standardisation) is a worldwide federation of national standards bodies (ISO member bodies). STANSA (Standards South Africa)/SABS is the SA member body South Africa produces SANS documents South African National Standard

Standards Development National standard An idea or need Draft International standard NARS SMEs Other stakeholders National standard International standard

Benefits of standards Developed by global experts Rigid process South Africa very involved in records management standards Don’t need to reinvent the wheel Can be tailored to our specific needs as required Can be treated either as best practice or requirements

Three essential Pillars for records management success Pillars for successful Records and Archives Programmes Instruments Infrastructure Interest Tiers of infrastructure Discussion??

Three essential Pillars Instruments Infrastructure Interest Legislation (enforceable) Technology Change management Regulations Buildings Communications Directives and Guidelines Staffing structures Inclusion (all stakeholders) Policies Internet (Web 2.0) Culture Procedures Systems Involvement Metrics Ability to implement Willingness Measured Education Perceived Benefit Rectified (enforced) Delivery platforms Tiers of infrastructure Discussion??

Implementing standards Private Sector Adopt as is Use as Best Practice Certify where appropriate Incorporate into Company policy Public Sector Incorporate into law where appropriate Incorporate into Country Policy Standards support legislation Use as best practice

Examples SANS 15489 – Records Management. An obvious choice for inclusion in SA Government Policy Useable for private sector too as a standalone standard Supported by a number of detailed technical standards

Examples Electronic Communications and Transactions Act Requires ability to prove integrity or trustworthiness of records SANS 15801 provides a framework within which “trustworthiness” and increased evidential weight can be met. Supports the move to digital records NARS Act and Electronic Records Management policy Government bodies need to meet certain requirements SANS 16175 provides functional requirements for records management systems Digitisation processes can be defined using SANS 13028 SANS 23081 provides metadata for records requirements

Summary Standards are a valuable tool for records management practitioners Can be formalized through legal requirements Or treated as Best practice Applicable equally to private and public sectors.

Thank you Paul Mullon paulm@corconcepts.co.za 0832736087