National foreword

This Published Document is the UK implementation of ISO/TR 8344:2024.

The UK participation in its preparation was entrusted to Technical Committee IDT/2/17, Archives/records management.

A list of organizations represented on this committee can be obtained on request to its committee manager.

Contractual and legal considerations

This publication has been prepared in good faith, however no representation, warranty, assurance or undertaking (express or implied) is or will be made, and no responsibility or liability is or will be accepted by BSI in relation to the adequacy, accuracy, completeness or reasonableness of this publication. All and any such responsibility and liability is expressly disclaimed to the full extent permitted by the law.

This publication is provided as is, and is to be used at the recipient’s own risk.

The recipient is advised to consider seeking professional guidance with respect to its use of this publication.

This publication is not intended to constitute a contract. Users are responsible for its correct application.

This publication is not to be regarded as a British Standard.

Compliance with a Published Document cannot confer immunity from legal obligations.

This Published Document was published under the authority of the Standards Policy and Strategy Committee on 30 April 2024.

Foreword

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This document was prepared by Technical Committee ISO/TC 46, Information and documentation, Subcommittee SC 11, Archives/records management.

Any feedback or questions on this document should be directed to the user’s national standards body. A complete listing of these bodies can be found at www.iso.org/members.html.

Introduction

With the digital transformation of government, business, and society, records are increasingly being created in structured data formats in databases, or in business systems that are underpinned by databases. Whilst this has been occurring for several decades, there has been an increase in the volume of data created, stored and analysed with widespread use of sensors and a focus on data driven decision-making. Data structures are also changing, developing from the well-known relational database into new forms which include distributed data systems that are not controlled by a single organization and which may exist across jurisdictions. There is also a significant number of legacy databases that have been decommissioned from active use, but which require ongoing management.

These changes mean that evidence and memory of government, business and society are increasingly represented in structured data formats. This raises issues if structured data is to be trusted as an authoritative source of information, or record, that meets business, legal, and regulatory requirements. As the basis for decision making and operations, structured data becomes the evidence that is subject to e-discovery requirements. If not properly managed, the business, legal, evidential, and information value of structured data can diminish and adversely impact the organization’s productivity, compliance, trustworthiness, transparency, accountability and reputation.

Building the capability to manage records in structured data environments has become essential to the governance and management of organizations and communities. There is a growing business need for guidance and recommendations around the design and implementation of adequate policies and procedures to help ensure that records in structured data environments have the attributes of authenticity, reliability, integrity and usability.

Whilst management systems for records as specified in ISO 30301 can be used to ensure that there is appropriate leadership, planning, support, improvement and evaluation with respect to records in structured data environments, there are also specific records control, process and system issues to be considered.

This document provides a landscape review of records management in structured data environments, and identifies issues and considerations for managing records in these environments.

The primary audiences for this document are data policy makers, systems designers, business system owners, data management professionals, database professionals, and the records management professionals working together to ensure the application of appropriate records management approaches, processes, controls and systems in structured data environments.

1 Scope

This document identifies issues and considerations for managing records in structured data environments.

2 Normative reference

3 Terms and definitions

4 Basic concepts

4.1 Understanding relationships among data, information, records and knowledge

4.2 Concept of structured data

4.3 Different interpretations of the concept of ‘record’

4.4 Metadata for records as structured data

4.5 Characteristics of structured data

5 Issues for managing records in structured data environments

5.1 General

5.2 Individual records are not self-contained

5.3 Systems are not designed to capture records

5.4 Data is often re-used

5.5 Records controls may not be able to be applied in business systems

5.6 Records processes may be different in business systems

5.7 Record meaning may depend on system documentation

5.8 Ownership and control of records in shared systems may not be clear

5.9 Disposition of individual records is not feasible

5.10 Conflict between disposition and the referential integrity rule for relational databases

5.11 Preserving structured data records over the long-term

5.12 Data may be highly dynamic

6 Concerns about managing records in structured data environments

6.1 General

6.2 Approaches to managing records in structured data environments

6.3 Appraisal of records in structured data environments

6.4 Records management by design in structured data environments

6.5 Apply records controls or policies from other applications to business systems

6.6 Implement a management system for records across business systems

Bibliography

PD ISO/TR 8344:2024

Information and documentation. Issues and considerations for managing records in structured data environments

Current

Published:

30 Apr 2024