kSIST-TP ISO/TR 8344:2024
(Main)Information and documentation — Issues and considerations for managing records in structured data environments
Information and documentation — Issues and considerations for managing records in structured data environments
This document identifies issues and considerations for managing records in structured data environments.
Information et documentation — Enjeux et considerations pour la gestion des documents d'activité dans les environnements de données structurées
Informatika in dokumentacija - Vprašanja in premisleki za upravljanje zapisov v strukturiranih podatkovnih okoljih
General Information
Standards Content (Sample)
Technical
Report
ISO/TR 8344
First edition
Information and documentation —
2024-04
Issues and considerations for
managing records in structured
data environments
Information et documentation — Enjeux et considerations pour
la gestion des documents d'activité dans les environnements de
données structurées
Reference number
© ISO 2024
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ii
Contents Page
Foreword .v
Introduction .vi
1 Scope . 1
2 Normative reference . 1
3 Terms and definitions . 1
4 Basic concepts . 4
4.1 Understanding relationships among data, information, records and knowledge .4
4.2 Concept of structured data .5
4.2.1 Physical records and structured data .5
4.2.2 Business systems .5
4.2.3 Databases .5
4.3 Different interpretations of the concept of ‘record’ .7
4.4 Metadata for records as structured data .7
4.5 Characteristics of structured data .7
5 Issues for managing records in structured data environments . 8
5.1 General .8
5.2 Individual records are not self-contained .9
5.3 Systems are not designed to capture records .9
5.4 Data is often re-used .9
5.5 Records controls may not be able to be applied in business systems .9
5.6 Records processes may be different in business systems .10
5.7 Record meaning may depend on system documentation .10
5.8 Ownership and control of records in shared systems may not be clear .10
5.9 Disposition of individual records is not feasible .11
5.10 Conflict between disposition and the referential integrity rule for relational databases . 12
5.11 Preserving structured data records over the long-term . 12
5.12 Data may be highly dynamic . 12
6 Concerns about managing records in structured data environments .13
6.1 General . 13
6.2 Approaches to managing records in structured data environments . 13
6.3 Appraisal of records in structured data environments . 13
6.3.1 Appraisal to determine what records need to be captured . 13
6.3.2 Appraisal to determine retention requirements .14
6.4 Records management by design in structured data environments .14
6.4.1 General .14
6.4.2 Policy approach . 15
6.4.3 Technical approach . 15
6.5 Apply records controls or policies from other applications to business systems .16
6.6 Implement a management system for records across business systems .16
6.6.1 Strategic considerations .16
6.6.2 Operational considerations .16
Annex A (informative) Identification of concepts and characteristics of structured data . 17
Annex B (informative) Examples of relational database .18
Annex C (informative) Concepts of record from management perspective and technology
perspective .23
Annex D (informative) Template and use cases on records management in structured data
environments .30
Annex E (informative) Use case-1 as an example .35
Annex F (informative) Use case-2 as an example .40
iii
Annex G (informative) Use case-3 as an example .44
Annex H (informative) Use case-4 as an example .49
Annex I (informative) By design approach .53
Bibliography .60
iv
Foreword
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This document was prepared by Technical Committee ISO/TC 46, Information and documentation,
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v
Introduction
With the digital transformation of government, business, and society, records are increasingly being created
in structured data formats in databases, or in business systems that are underpinned by databases. Whilst
this has been occurring for several decades, there has been an increase in the volume of data created,
stored and analysed with widespread use of sensors and a focus on data driven decision-making. Data
structures are also changing, developing from the well-known relational database into new forms which
include distributed data systems that are not controlled by a single organization and which may exist across
jurisdictions. There is also a significant number of legacy databases that have been decommissioned from
active use, but which require ongoing management.
These changes mean that evidence and memory of government, business and society are increasingly
represented in structured data formats. This raises issues if structured data is to be trusted as an
authoritative source of information, or record, that meets business, legal, and regulatory requirements.
As the basis for decision making and operations, structured data becomes the evidence that is subject
to e-discovery requirements. If not properly managed, the business, legal, evidential, and information
value of structured data can diminish and adversely impact the organization’s productivity, compliance,
trustworthiness, transparency, accountability and reputation.
Building the capability to manage records in structured data environments has become essential to the
governa
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