SIST-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)
SLOVENSKI STANDARD
01-november-2024
Informatika in dokumentacija - Vprašanja in premisleki za upravljanje zapisov v
strukturiranih podatkovnih okoljih
Information and documentation — 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
Ta slovenski standard je istoveten z: ISO/TR 8344:2024
ICS:
01.140.20 Informacijske vede Information sciences
2003-01.Slovenski inštitut za standardizacijo. Razmnoževanje celote ali delov tega standarda ni dovoljeno.
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
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
CP 401 • Ch. de Blandonnet 8
CH-1214 Vernier, Geneva
Phone: +41 22 749 01 11
Email: copyright@iso.org
Website: www.iso.org
Published in Switzerland
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
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 document 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).
ISO draws attention to the possibility that the implementation of this document may involve the use of (a)
patent(s). ISO takes no position concerning the evidence, validity or applicability of any claimed patent
rights in respect thereof. As of the date of publication of this document, ISO had not received notice of (a)
patent(s) which may be required to implement this document. However, implementers are cautioned that
this may not represent the latest information, which may be obtained from the patent database available at
www.iso.org/patents. ISO shall not be held responsible for identifying any or all such patent rights.
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 46, Information and documentation,
Subcommittee SC 11, Archives/records management.
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.
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 an
...
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
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
CP 401 • Ch. de Blandonnet 8
CH-1214 Vernier, Geneva
Phone: +41 22 749 01 11
Email: copyright@iso.org
Website: www.iso.org
Published in Switzerland
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
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 document 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).
ISO draws attention to the possibility that the implementation of this document may involve the use of (a)
patent(s). ISO takes no position concerning the evidence, validity or applicability of any claimed patent
rights in respect thereof. As of the date of publication of this document, ISO had not received notice of (a)
patent(s) which may be required to implement this document. However, implementers are cautioned that
this may not represent the latest information, which may be obtained from the patent database available at
www.iso.org/patents. ISO shall not be held responsible for identifying any or all such patent rights.
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 46, Information and documentation,
Subcommittee SC 11, Archives/records management.
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.
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
...
Questions, Comments and Discussion
Ask us and Technical Secretary will try to provide an answer. You can facilitate discussion about the standard in here.