Standards for Establishing Records and Information Management Programs: Organizations That Don't Already Have a Records and Information Management (RIM) Program, as Well as Those Whose Programs Have Lapsed for Lack of Monitoring and Updating and Those That Have Been Affected by the Introduction of New Technologies, Should Consider Using RIM Standards and Best Practices as a Foundation for Their Programs

By Jones, Virginia A. | Information Management, July-August 2012 | Go to article overview

Standards for Establishing Records and Information Management Programs: Organizations That Don't Already Have a Records and Information Management (RIM) Program, as Well as Those Whose Programs Have Lapsed for Lack of Monitoring and Updating and Those That Have Been Affected by the Introduction of New Technologies, Should Consider Using RIM Standards and Best Practices as a Foundation for Their Programs


Jones, Virginia A., Information Management


A large variety of national and international standards, as well as technical reports and best practice guidelines, have been developed to aid records and information management (RIM) professionals in determining the best methods, rationale, components, and processes for managing the life cycle of records and information.

Understanding and applying the guidance these publications provide are essential to developing the efficient procedures, tasks, and processes that are important to a RIM program's success. However, wading through the list of available standards to find those that are most useful for establishing a good program can be time-consuming. This article identifies a number of key standards and best practices that have near-universal usefulness and can form a foundation for a comprehensive records management program.

Setting the Foundation

A good baseline for any RIM program is the adoption of the two publications recognized as the international records management standard and its accompanying technical report:

* ISO 15489-1:2001 Information and documentation--Records management--Part I--General (ISO 15489-1)

* ISO/TR 15489-2:2001 Information and documentation--Records management--Part II--Guidelines (ISO 15489-2).

[GRAPHIC OMITTED]

IS0 15489-1

ISO 15489-1 is a standard developed by representatives of a number of participating countries using a consensus process. It applies to the management of records in any format or media, created or received by any public or private organization during the course of its activities and to "any individual with a duty to create and maintain records."

Specifically, it provides guidance on determining RIM responsibilities, supporting a quality process framework, and designing and implementing a records system. It does not include the management of archival records within archival institutions.

ISO 15489-2

ISO/TR 15489-2 is a technical report, recommended for use with ISO 15489-1. It provides further explanation of the standard, including implementation options and some recommended procedures for achieving the requirements in ISO 15489-1. It provides one methodology to facilitate implementation and serves as a foundation for establishing a solid implementation plan based on pertinent jurisdictional laws and regulations. It gives an overview of the processes and factors to consider for organizations wishing to comply with ISO 15489-1.

Foundational Requirements

The requirements of ISO 15489-1, in particular, can be used to establish a foundation for a basic RIM program that satisfies the RIM needs of most organizations, especially when combined with the recommendations from ISO/TR15489-2.

It outlines the benefits of records management and sets requirements for:

* Considering the needs of the organization's regulatory environment

* Developing, implementing, and maintaining policies and responsibilities

* Establishing principles for records management requirements, including records creation, records form and structure, and the use of technologies; establishing authentic, reliable, and trustworthy records systems; business process analysis; creation and management of metadata; compliance with regulations and laws; determining how long to retain records; and the protection and preservation of records

* Designing and implementing a records system

* Creating records management proeesses and controls

* Establishing and conducting monitoring and auditing of the program

* Launching and conducting training in all aspects of the program

Supporting the Foundation

Once the basic program is determined based on the requirements of ISO 15489-1, other key standards and guidelines can be applied to support it. A detailed matrix listing the requirements of ISO 15489-1 and the key standards that support them is on pages 40-41. …

The rest of this article is only available to active members of Questia

Sign up now for a free, 1-day trial and receive full access to:

  • Questia's entire collection
  • Automatic bibliography creation
  • More helpful research tools like notes, citations, and highlights
  • Ad-free environment

Already a member? Log in now.

Notes for this article

Add a new note
If you are trying to select text to create highlights or citations, remember that you must now click or tap on the first word, and then click or tap on the last word.
One moment ...
Default project is now your active project.
Project items

Items saved from this article

This article has been saved
Highlights (0)
Some of your highlights are legacy items.

Highlights saved before July 30, 2012 will not be displayed on their respective source pages.

You can easily re-create the highlights by opening the book page or article, selecting the text, and clicking “Highlight.”

Citations (0)
Some of your citations are legacy items.

Any citation created before July 30, 2012 will labeled as a “Cited page.” New citations will be saved as cited passages, pages or articles.

We also added the ability to view new citations from your projects or the book or article where you created them.

Notes (0)
Bookmarks (0)

You have no saved items from this article

Project items include:
  • Saved book/article
  • Highlights
  • Quotes/citations
  • Notes
  • Bookmarks
Notes
Cite this article

Cited article

Style
Citations are available only to our active members.
Sign up now to cite pages or passages in MLA, APA and Chicago citation styles.

(Einhorn, 1992, p. 25)

(Einhorn 25)

1

1. Lois J. Einhorn, Abraham Lincoln, the Orator: Penetrating the Lincoln Legend (Westport, CT: Greenwood Press, 1992), 25, http://www.questia.com/read/27419298.

Cited article

Standards for Establishing Records and Information Management Programs: Organizations That Don't Already Have a Records and Information Management (RIM) Program, as Well as Those Whose Programs Have Lapsed for Lack of Monitoring and Updating and Those That Have Been Affected by the Introduction of New Technologies, Should Consider Using RIM Standards and Best Practices as a Foundation for Their Programs
Settings

Settings

Typeface
Text size Smaller Larger Reset View mode
Search within

Search within this article

Look up

Look up a word

  • Dictionary
  • Thesaurus
Please submit a word or phrase above.
Print this page

Print this page

Why can't I print more than one page at a time?

Full screen

matching results for page

Cited passage

Style
Citations are available only to our active members.
Sign up now to cite pages or passages in MLA, APA and Chicago citation styles.

"Portraying himself as an honest, ordinary person helped Lincoln identify with his audiences." (Einhorn, 1992, p. 25).

"Portraying himself as an honest, ordinary person helped Lincoln identify with his audiences." (Einhorn 25)

"Portraying himself as an honest, ordinary person helped Lincoln identify with his audiences."1

1. Lois J. Einhorn, Abraham Lincoln, the Orator: Penetrating the Lincoln Legend (Westport, CT: Greenwood Press, 1992), 25, http://www.questia.com/read/27419298.

Cited passage

Welcome to the new Questia Reader

The Questia Reader has been updated to provide you with an even better online reading experience.  It is now 100% Responsive, which means you can read our books and articles on any sized device you wish.  All of your favorite tools like notes, highlights, and citations are still here, but the way you select text has been updated to be easier to use, especially on touchscreen devices.  Here's how:

1. Click or tap the first word you want to select.
2. Click or tap the last word you want to select.

OK, got it!

Thanks for trying Questia!

Please continue trying out our research tools, but please note, full functionality is available only to our active members.

Your work will be lost once you leave this Web page.

For full access in an ad-free environment, sign up now for a FREE, 1-day trial.

Already a member? Log in now.