ISO 30301 Information and documentation -- management systems for records -- requirements

• The second part of this standard
• Lots of repetition from the previous standard..
• Scope: the standard "specifies requirements to be met by a MSR in order to support an organization in the achievement of its mandate, mission, strategy and goals."
• We have a the basic steps:
• Context of organization
• Leadership
• Planning
• Support
• Operation
• Performance evaluation
• Improvement
• Understand the context of the organization:
• External context:
• Social and cultural, legal, financial, technological, economic, natural, and competitive environment
• Drivers and trends that have an impact on the organization
• Relationships with, perceptions, values, and expectations of external stake holders
• Internal context:
• Governance, org structure, roles and accountabilities
• Policies, objectives, and strategies in place
• Capabilities, resources, and knowledge (capital, time, people, processes, systems, and technologies)
• Information systems, information flows, decision making processes (formal and informal)
• Relationships with, perceptions, values, and expectations of internal stake holders
• Standards, guidelines, and models
• Form and extent of contractual relationships
• Business and legal requirements:
• Statue and case law, sector-specific
• Laws and regs relating to evidence, records and archives, access, privacy, data and info protection, electronic commerce
• Constitutional rules of orgs, charters, or agreements
• Treatises or instruments org is legally bound to
• Voluntary codes of best practice
• Voluntary codes of conduct and ethics
• Expectations of the community about what is acceptable
• Management commitment:
• Ensure MSR is compatible with direction of org
• Integrate MSR reqs into business processes
• Provide resources to establish, implement, maintain, and improve
• Communicate importance of MSR
• Ensure MSR achieves intended outcomes
• Continual improvement
• Policy:
• Appropriate to the purpose of the organization
• Provide framework for setting objectives
• Commitment to satisfy requirements
• Commitment to CI
• Communicated within the org
• Be available to parties as appropriate
• Records objectives:
• Who is responsible
• What will be done
• What resources will be required
• When it will be complete
• How the results will be evaluated
• Training. Personnel aware of:
• Relevance and importance of individual activities and how they contribute to achievement of MSR objectives
• Importance of conformance with policy and procedures
• Issues and potential impacts of non-compliance
• Benefits of compliance
• Their responsiblities
• Documentation:
• Scope of MSR
• Policy and objectives
• Interdependence between MSR and other management systems
• Documented procedures
• Documentation for planning, operation, and control of processes
• Control of documentation:
• Approve for adequacy prior to issue
• Review, update, and re-approve
• Changes and current version status are identified
• Documentation is legible and identifiable
• Documentation of external origin is identified and controlled
• Prevent use of obsolete documentation
• Records process design:
• Analyze work processes as per ISO/TR 26122
• Assess risks and ensure that they are acceptable
• Specify processes:
• Creation:
• What, when, and how records shall be captured
• Content, context, and control information (metadata) that will be included
• Decide in what form and structure the records shall be created and captured
• Determine appropriate technology for record creation and control
• Control:
• Determine what metadata is required and how it will be linked
• Establish rules and conditions for use of records over time
• Maintain usability of records
• Establish authorized disposition
• Establish conditions for admin and maintenance of records systems
• There is also some guidance on performance management:
• Assess effectiveness:
• It reflects current business needs
• Records objectives are consistent with policy, achievable, valid, and support CI
• Changes in business, legal, etc.
• Availability and adequacy of resources
• Adequacy or roles, responsibilities, and authorities
• Performance of individuals with responsibility for implementation, reporting, and promotion
• Performance of records processes and systems against objectives
• Adequacy of documentation
• Effectiveness of records systems to achieve strategic, managerial, and financial objectives
• Effectiveness of training and awareness programs
• User and stakeholder satisfaction

• Overall, this standard is pretty awesome. It could form the basis of an effective blue print for information management.