ISO/TS 19475-1:2018
(Main)Document management — Minimum requirements for the storage of documents — Part 1: Capture
Document management — Minimum requirements for the storage of documents — Part 1: Capture
This document specifies requirements for maintaining the authenticity, integrity and readability of documents during capture processes.
Gestion de documents — Exigences minimales pour le stockage des documents — Partie 1: Capture
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Standards Content (Sample)
TECHNICAL ISO/TS
SPECIFICATION 19475-1
First edition
2018-09
Document management — Minimum
requirements for the storage of
documents —
Part 1:
Capture
Gestion de documents — Exigences minimales pour le stockage des
documents —
Partie 1: Capture
Reference number
ISO/TS 19475-1:2018(E)
©
ISO 2018
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ISO/TS 19475-1:2018(E)
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ISO/TS 19475-1:2018(E)
Contents Page
Foreword .iv
Introduction .v
1 Scope . 1
2 Normative references . 1
3 Terms and definitions . 1
4 Capture . 1
4.1 General . 1
4.2 Benefits and risks . 2
4.3 Policy . 2
5 Controls . 3
5.1 Requirements . 3
5.2 Capture. 3
5.2.1 Document capture . 3
5.2.2 Database transactions . 4
5.2.3 Email and other communications . 4
5.2.4 Paper-based documents . 4
Bibliography . 5
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ISO/TS 19475-1:2018(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.
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ISO/TS 19475-1:2018(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.
This document 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.
ISO/TS 19475-3 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.
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TECHNICAL SPECIFICATION ISO/TS 19475-1:2018(E)
Document management — Minimum requirements for the
storage of documents —
Part 1:
Capture
1 Scope
This document specifies requirements for maintaining the authenticity, integrity and readability of
documents during capture processes.
2 Normative references
There are no normative references in this document.
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
database
collection of machine-readable information organized so that it can be easily accessed, managed
and updated
[SOURCE: ISO 5127:2017, 3.1.13.03]
3.2
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]
3.3
storage system
information technology system with the capability of managing electronically stored documents
4 Capture
4.1 General
Capture is the process of creating or receiving information in the course of business activities and
storing it as documents into a document management system.
The authenticity, integrity and readability of information that is to be captured needs to be assessed
and verified. Capture processes may also need to convert information into an electronic format suitable
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ISO/TS 19475-1:2018(E)
for storage and management, extract related metadata and information necessary for monitoring, and
register the documents into the storage system.
Capture processes may include:
a) the information to be captured that is specified by business requirements;
b) the operational personnel inspecting and documenting the information to be captured for its
authenticity, integrity and readability;
c) the capture operational personnel classifying the information, extracting metadata and recording
this information in the storage system;
d) the capture operational personnel ensuring that the information necessary for monitoring the
...
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