1. 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

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

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

4. 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

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

6. 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

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

8. 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??

9. 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

10. 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

11. Examples Electronic Communications and Transactions Act
Requires ability to prove integrity or trustworthiness of records
SANS 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 provides functional requirements for records management systems
Digitisation processes can be defined using SANS 13028
SANS provides metadata for records requirements

12. 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.

13. Thank you
Paul Mullon