ISO/TR 12654:1997
(Main)Electronic imaging — Recommendations for the management of electronic recording systems for the recording of documents that may be required as evidence, on WORM optical disk
Electronic imaging — Recommendations for the management of electronic recording systems for the recording of documents that may be required as evidence, on WORM optical disk
Imagerie électronique — Recommandations relatives à la gestion des systèmes électroniques d'enregistrement, pour l'enregistrement de documents ayant valeur de preuve, sur disque optique WORM
General Information
Standards Content (Sample)
TECHNICAL ISO/TR
REPORT 12654
First edition
1997-12-15
Electronic imaging — Recommendations
for the management of electronic recording
systems for the recording of documents
that may be required as evidence, on
WORM optical disk
Imagerie électronique — Recommandations relatives à la gestion des
systèmes électroniques d’enregistrement, pour l’enregistrement de
documents ayant valeur de preuve, sur disque optique WORM
A
Reference number
ISO/TR 12654:1997(E)
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ISO/TR 12654:1997(E)
Contents Page
1 Scope .1
2 References.1
3 Establishing procedure.1
3.1 Principles.1
3.2 Procedures .2
3.3 Certificates .3
3.3.1 General.3
3.3.2 Authorization certificate.3
3.3.3 Operator’s certificate.3
3.3.4 Certificate of acceptance .3
3.3.5 Certificate of destruction .3
3.4 Bureaux.3
4 General recommendations .3
4.1 Document preparation .3
4.2 Referencing and retrieval.3
4.3 Corruption of image .4
4.4 Backup.4
4.5 WORM optical disks .4
4.6 Disk maintenance .4
4.7 Safeguards .4
4.7.1 Information stored on WORM optical disk.4
© ISO 1997
All rights reserved. Unless otherwise specified, no part of this publication may be reproduced or utilized in any form or by any means, electronic
or mechanical, including photocopying and microfilm, without permission in writing from the publisher.
International Organization for Standardization
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Internet central@iso.ch
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Printed in Switzerland
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© ISO
ISO/TR 12654:1997(E)
4.7.2 Access to WORM optical disks . 5
4.7.3 Access to information. 5
4.7.4 Audit trails . 5
4.8 Storage and inspection. 5
4.9 Documents of archival value. 5
5 Legal status. 5
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© ISO
ISO/TR 12654:1997(E)
Foreword
ISO (the International Organization for Standardization) is a worldwide federation of national standards bodies (ISO
member bodies). The work of preparing International Standards is normally carried out through ISO technical
committees. Each member body interested in a subject for which a technical committee has been established has
the right to be represented on that committee. International organizations, governmental and non-governmental, in
liaison with ISO, also take part in the work. ISO collaborates closely with the International Electrotechnical
Commission (IEC) on all matters of electrotechnical standardization.
The main task of technical committees is to prepare International Standards, but in exceptional circumstances a
technical committee may propose the publication of a Technical Report of one of the following types:
– type 1, when the required support cannot be obtained for the publication of an International Standard, despite
repeated efforts;
– type 2, when the subject is still under technical development or where for any other reason there is the future
but not immediate possibility of an agreement on an International Standard;
– type 3, when a technical committee has collected data of a different kind from that which is normally published
as an International Standard (“state of the art”, for example).
Technical Reports of types 1 and 2 are subject to review within three years of publication, to decide whether they
can be transformed into International Standards. Technical Reports of type 3 do not necessarily have to be
reviewed until the data they provide are considered to be no longer valid or useful.
ISO/TR 12654, which is a Technical Report of type 3, was prepared by Technical Committee ISO/TC 171,
Document imaging applications, Subcommittee SC 3, General issues.
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© ISO
ISO/TR 12654:1997(E)
Introduction
Although this Technical Report refers only to WORM optical disk systems this does not necessarily imply that other
recording systems are unlikely to be legally acceptable. As noted below this is for the courts to decide. Other
documents are in preparation by ISO/TC 171/SC 3 addressing other recording systems.
Many organizations now use optical storage media for keeping records generated or received in the normal course
of business. Optical storage systems provide a particularly compact form of storage that facilitates an efficient
method of retrieval, provided an index is maintained.
For the purpose of legal admissibility, electronic images can replace large volumes of paper files only if the
organization is confident that documents may be destroyed once their images have been recorded. Occasionally
documents produced in the normal course of business have to be produced in evidence and at that stage the legal
admissibility of electronic images of documents becomes important.
Unlike information written on paper, which is directly intelligible, information recorded on optical storage media
requires electronic equipment, e.g. a computer terminal, to make it intelligible to the reader. The integrity of an
electronic image of a document can best be demonstrated by showing that it was made, and the hard copy version
destroyed, with proper safeguards, as, part of normal business practice.
This Technical Report has therefore been prepared to help organizations that use, or plan to use, optical storage for
documents to ensure that properly planned and authorized procedures are introduced and followed, so that, if a
document should be required in evidence, its electronic image can be shown to have been produced as part of
normal business practice and its integrity established. Because the laws of evidence vary from one country to
another, the advice given in this Technical Report is very general. Legal experts should be consulted about the
requirements for legal admissibility that apply in any particular country.
WARNING
Readers should note that it is for their national legal system to decide what is admissible and how much weight is
attached to it. No guarantee can be given that the electronic image of any document will automatically be
admissible.
Any organization that decides to establish a system for storing records on optical disk should seek legal advice in
the country in which the system will operate.
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TECHNICAL REPORT © ISO ISO/TR 12654:1997(E)
Electronic imaging — Recomendations for the management of
electronic recording systems for the recording of documents that
may be required as evidence, on WORM optical disk
1 Scope
This Technical Report makes recommendations to be followed in establishing procedures for the capture and
storage of electronic images of documents that will ensure the preservation and integrity of the information recorded
on the documents.
This Technical Report applies to optical storage systems that use only media of a non-reversible Write-Once-Read-
Many (WORM) type including compact disk (CD-ROM) to store electronic images of documents. It does not apply to
systems that allow an image to be erased or altered after capture.
2 References
ISO/IEC 9171-1:1990, Information technology — 130 mm optical disk cartridge, write-once, for information
interchange — Part 1: Unrecorded optical disk cartridge.
ISO/IEC 9171-2:1990, Information technology — 130 mm optical disk cartridge, write-once, for information
interchange — Part 2: Recording format.
ISO/IEC 10885:1993, Information technology — 356 mm optical disk cartridge for information interchange — Write
once.
ISO/IEC 13403:1995, Information technology — Interchange on 300 mm optical disk cartridges of the write once
read multiple (WORM) type using the CCS method.
ISO/IEC 13614:1995, Information technology — Interchange on 300 mm optical disk cartridges of the write once
read multiple (WORM) type using the SSF method.
ISO/IEC 13490-1:1995, Information technology — Volume and file structure of read-only and write-once compact
disk media for information — Part 1: General.
ISO/IEC 13490-2:1995, Information technology — Volume and file structure of read-only and write-once compact
disk media for information — Part 2: Volume and file structure.
3 Establishing procedure
3.1 Principles
If an electronic image is produced in evidence instead of an original document, the organization responsible should
be able to show that the image can be relied upon as being an accurate and reliable representation of the original.
An organization that plans to destroy originals once they have been captured should therefore establish procedures
that include safeguards against falsification and error. A member of staff should be made responsible for ensuring
that the procedures are followed.
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© ISO
ISO/TR 12654:1997(E)
Documents or part of documents can be electronically modified before they are committed to the optical
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