Document management -- Minimum requirements for the storage of documents

This document specifies requirements for maintaining the authenticity, integrity and readability of documents during disposal processes.

Gestion de documents -- Exigences minimales pour le stockage des documents

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Status
Withdrawn
Publication Date
26-Sep-2018
Withdrawal Date
26-Sep-2018
Current Stage
9599 - Withdrawal of International Standard
Completion Date
27-Sep-2018
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ISO/TS 19475-3:2018 - Document management -- Minimum requirements for the storage of documents
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TECHNICAL ISO/TS
SPECIFICATION 19475-3
First edition
2018-09
Document management — Minimum
requirements for the storage of
documents —
Part 3:
Disposal
Gestion de documents — Exigences minimales pour le stockage des
documents —
Partie 3: Élimination
Reference number
ISO/TS 19475-3:2018(E)
ISO 2018
---------------------- Page: 1 ----------------------
ISO/TS 19475-3:2018(E)
COPYRIGHT PROTECTED DOCUMENT
© ISO 2018

All rights reserved. Unless otherwise specified, or required in the context of its implementation, no part of this publication may

be reproduced or utilized otherwise in any form or by any means, electronic or mechanical, including photocopying, or posting

on the internet or an intranet, without prior written permission. Permission can be requested from either ISO at the address

below or ISO’s member body in the country of the requester.
ISO copyright office
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CH-1214 Vernier, Geneva
Phone: +41 22 749 01 11
Fax: +41 22 749 09 47
Email: copyright@iso.org
Website: www.iso.org
Published in Switzerland
ii © ISO 2018 – All rights reserved
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ISO/TS 19475-3:2018(E)
Contents Page

Foreword ........................................................................................................................................................................................................................................iv

Introduction ..................................................................................................................................................................................................................................v

1 Scope ................................................................................................................................................................................................................................. 1

2 Normative references ...................................................................................................................................................................................... 1

3 Terms and definitions ..................................................................................................................................................................................... 1

4 Disposal .......................................................................................................................................................................................................................... 2

4.1 General ........................................................................................................................................................................................................... 2

4.2 Benefits and risks ................................................................................................................................................................................. 2

4.3 Policy ............................................................................................................................................................................................................... 3

5 Controls .......................................................................................................................................................................................................................... 3

5.1 Requirements ........................................................................................................................................................................................... 3

5.2 Disposal ......................................................................................................................................................................................................... 4

5.3 Destruction ................................................................................................................................................................................................. 4

5.4 Transfer ......................................................................................................................................................................................................... 4

5.5 Legal hold .................................................................................................................................................................................................... 5

5.6 Early disposal ........................................................................................................................................................................................... 5

Bibliography ................................................................................................................................................................................................................................ 6

© ISO 2018 – All rights reserved iii
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ISO/TS 19475-3:2018(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 procedures used to develop this document and those intended for its further maintenance are

described in the ISO/IEC Directives, Part 1. In particular, the different approval criteria needed for the

different types of ISO documents should be noted. This document was drafted in accordance with the

editorial rules of the ISO/IEC Directives, Part 2 (see www .iso .org/directives).

Attention is drawn to the possibility that some of the elements of this document may be the subject of

patent rights. ISO shall not be held responsible for identifying any or all such patent rights. Details of

any patent rights identified during the development of the document will be in the Introduction and/or

on the ISO list of patent declarations received (see www .iso .org/patents).

Any trade name used in this document is information given for the convenience of users and does not

constitute an endorsement.

For an explanation of the voluntary nature of standards, the meaning of ISO specific terms and

expressions related to conformity assessment, as well as information about ISO’s adherence to the

World Trade Organization (WTO) principles in the Technical Barriers to Trade (TBT) see www .iso

.org/iso/foreword .html.

This document was prepared by Technical Committee ISO/TC 171, Document management applications,

Subcommittee SC 1, Quality, preservation and integrity of information.
A list of all parts in the ISO 19475 series can be found on the ISO website.

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.
iv © ISO 2018 – All rights reserved
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ISO/TS 19475-3:2018(E)
Introduction

When electronic documents are managed in a typical office environment, it is necessary to determine

the processes required for their management. This includes identifying the type of documents to be

managed and their importance to the organization. The volumes of electronic documents that require

management is growing, as electronic documents are being created by an ever-increasing variety of

combinations of hardware and software. It is essential that documents are managed in such a way that

supports the management of the organization and its core business activities.

The ISO 19475 series specifies the minimum requirements necessary to maintain the authenticity,

integrity and readability of documents managed by an electronic document management system.

Clarifying the management of electronic documents promotes usability of the documents, in both a

legal and business context.
The series is composed of three parts.

ISO/TS 19475-1 specifies requirements for the capture of documents into document management

systems.

ISO/TS 19475-2 specifies requirements for the storage of documents. It is aimed at maintaining the

authenticity and integrity of the stored documents.

This document specifies requirements for the evaluation of stored documents and for implementing

decisions to either destroy the documents or transfer them to another storage facility.

This document specifies the minimum requirements that are necessary when operating a document

management system to preserve the authenticity, integrity and readability of an electronic document.

Implementing these requirements helps to demonstrate the authenticity of the documents. The

organization managing the documents is able to maintain the quality of its document management

systems by specifying and implementing the prescribed methods of operation.

The purpose of this document is to specify the minimum requirements that an organization implements

in order to capture electronic documents. This document focuses on those electronic documents that

may be required for legal, regulatory or business evidential purposes.
© ISO 2018 – All rights reserved v
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TECHNICAL SPECIFICATION ISO/TS 19475-3:2018(E)
Document management — Minimum requirements for the
storage of documents —
Part 3:
Disposal
1 Scope

This document specifies requirements for maintaining the authenticity, integrity and readability of

documents during disposal processes.
2 Normative references

The following documents are referred to in the text in such a way that some or all of their content

constitutes requirements of this document. For dated references, only the edition cited applies. For

undated references, the latest edition of the referenced document (including any amendments) applies.

ISO/TS 19475-1, Document management — Minimum requirements for the storage of documents — Part

1: Capture

ISO/TS 19475-2, Document management — Minimum requirements for the storage of documents — Part

2: Storage
3 Terms and definitions
For the purposes of this document, the following terms and definitions apply.

ISO and IEC maintain terminological databases for use in standardization at the following addresses:

— ISO Online browsing platform: available at https: //www .iso .org/obp
— IEC Electropedia: available at http: //www .electropedia .org/
3.1
disposal
actions taken following the expiration of retention periods of documents
3.2
media
material upon which information is recorded
[SOURCE: ISO 18913:2012, 3.114]
3.3
metadata

data about other data, documents or records that describes their content, context, structure, data

format, provenance, and/or rights attached to them
[SOURCE: ISO 5127:2017, 3.1.10.26.01]
© ISO 2018 – All rights reserved 1
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ISO/TS 19475-3:2018(E)
3.4
retention schedule
document describing the records of an organization establishing ret
...

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