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Top tags: #ISO15489; #RecordsManagement; #Regulatoryenvironm  EmailPreservation 

"You say potato": Summary of IRMS London Meeting, 06/07/2017 - ISO15489:2016 - a new beginning?

Posted By Administration, 23 July 2017

Here is a summary of the IRMS London ISO15489:2016 event that took place in July this year, written by attendee Siobhan King.

“You say potato”

It takes a certain level of grace and charm, as well as records management expertise to bring a standard to life as we learned at the latest IRMS London Group event. Something which was provided to us by Alan Shipman, who took us through the process of reviewing the newest version of ISO15489:2016. Alan took us through the process of drafting the new version of the standard covering off the reasons for the new update, difference between the old version and the new, along with upcoming developments in records standards.

Part One of the standard covers off concepts and principles, while there are working groups working on the following topics to be published in Part Two:

• Metadata

• Records management

• Management systems for records

• Disposition • Enterprise Architecture

• Appraisal

• Systems design for records

• Records in the cloud

It was noted that the issues the profession faced when ISO15489 was first drafted have moved on at pace. There was a very lively discussion about the currency of standards, and how they hold up in business environments constantly under the pressure of change. Of course, blockchain and AI were discussed, as well as GDPR, as sometimes opposing forces within workplaces.

Alan pointed us in the direction of standards that support records management. I was grateful to be made aware of ISO27018 which is a code of practice for the protection of PII in the cloud and the ISO:30300 series which is about the management systems for records.

Concepts and definitions of records management do differ slightly around the globe. Words don’t always translate perfectly between languages or hemispheres, adding an extra challenge to reaching a consensus on an international standard. As a Kiwi working in the UK, I personally am aware of the differences, but also the commonalities which allows an international standard to be agreed. Despite the pressures of time and geography, it is comforting to know that principles of good recordkeeping remain the same.

Tags:  #ISO15489; #RecordsManagement; #Regulatoryenvironm 

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Summary of IRMS London meeting, 02/3/17 – Email Preservation – Which? Why? How long?

Posted By Administration, 10 June 2017
Here is a summary of the IRMS London Email Preservation event that took place in March this year, written by attendee Vanessa Platt.

David Bowen from Audata Ltd. presented an informative talk interspersed with a healthy degree of organised discussion and debate. In summary, there were three key takeaway points for me.  

When considering which emails your organisation needs to keep, analyse your current practices and the organisational appetite for risk in your particular environment, and use this knowledge for communicating effectively with senior stakeholders and staff about email preservation. 

Take the time to get the method of capturing emails for preservation right for your organisation: explore user approaches and behaviours towards managing email, and to records management more generally, and don’t rush to purchase new software or reinvent the wheel. Tools can help address legacy email in particular, but managing current and future email inevitably involves people, who will always be able to beat the system - so focus on the benefits, provide training, be realistic, and limit opportunities for circumventing a new system or process. Remember no system is perfect!

Give thought to the longer term accessibility needs of your captured email records from the start. Consider format and the significance of maintaining specific elements of the email content and context, like links, attachments and email addresses and other metadata. After all, the emails that are really lost are those that have become unreadable – not the ones hidden in personal mailboxes.

This was an excellent event which covered all of the essential requirements for tackling this challenging area. Thanks to David, Lara and Ofwat for hosting, and to former IRMS Chair Meic Pierce-Owen for vicariously providing some light relief from all the seriousness in the form of some quaiche-based antics from last year’s Conference (photos courtesy of RM Girl).

Tags:  EmailPreservation 

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