ISO/TC 171/SC 1 - Quality, preservation and integrity of information

This document specifies the minimum requirements necessary to maintain the authenticity, integrity and readability of documents managed by an electronic document management system. Clarifying the methods and procedures for appropriately handling electronic documents promotes the usability of the documents, in both a legal and business context. This document expresses a general business process as a document handling process. The document handling processes include receiving, processing and delivering the documents as follows: — approving the receipt of a document in a manner that is appropriate for a work process; — storing the formal document in the work process environment; — delivery of the document to another organization. This document establishes the controls for execution of the work processes while maintaining the authenticity and integrity of the document received. This document establishes the policies for the storage of documents used as part of the work process. It also details the controls for performing the receipt and conversion process appropriately.

This document specifies a set of technical specifications and organizational policies to be implemented for the capture, storage and access of electronic documents. This ensures legibility, integrity and traceability of the documents for the duration of their preservation. This document is applicable to electronic documents resulting from: - the scanning of original paper or microform documents; - the conversion of analogue audio or video content; - the "native" creation by an information system application; - other sources that create digital content such as two- or three- dimensional maps, drawings or designs, digital audio/video and digital medical images. This document is not applicable to information systems in which users have the ability to substitute or alter documents after capture. This document is intended for the following users. a) Organizations implementing information systems in which: electronic documents created from scan captures are kept in an environment that ensures fidelity with regard to the original and long-term preservation; digitally born documents are kept in an environment that ensures the content integrity of the information and document legibility; traceability is ensured for all operations relating to the electronic documents. b) Organizations providing information technology services and software publishers seeking to develop information systems that ensure the fidelity and integrity of electronic documents. c) Organizations providing third-party document archiving services.

ISO 11506:2017 specifies techniques for archiving electronic data to ensure their long-term integrity, accessibility, usability, readability and reliability, in order to protect the evidential value of the data. In ISO 11506:2017, long term is considered to be a period of time lasting more than a century (see ISO 18911). Black-and-white microforms processed with liquid chemicals are used in ISO 11506:2017 because the result is always an irreversible record and because of the proven quality of microforms as a long-term preservation media. ISO 11506:2017 also specifies procedures for the parallel recording, by a single production unit, of COM and COLD output from the same data. It applies to many different types of electronic data, such as text and two-dimensional graphic data which can be represented as a black-and-white image. It is not applicable to the following: - animated images or sounds; - three-dimensional images; - images in shades of grey or in colour; - X-ray images. Neither is ISO 11506:2017 applicable to microforms created from dry thermal processes, since they offer insufficient guarantees in terms of irreversibility and longevity.

ISO/TR 15801:2017 describes the implementation and operation of information management systems that store and make available for use electronically stored information (ESI) in a trustworthy and reliable manner. Such ESI can be of any type, including "page based" information, information in databases and audio/video information. ISO/TR 15801:2017 is for use by any organization that uses systems to store trustworthy ESI over time. Such systems incorporate policies, procedures, technology and audit requirements that ensure that trustworthiness of the ESI is maintained. ISO/TR 15801:2017 does not cover processes used to evaluate whether ESI can be considered to be trustworthy prior to it being stored or imported into the system. However, it can be used to demonstrate that, once the electronic information is stored, output from the system will be a true and accurate reproduction of the ESI created and/or imported.

ISO/TR 18159:2015 provides information about environmental laws and regulations that can affect microfilm processing laboratories. These laws and regulations control the following microfilm processing activities: - storage and disposal of effluents; - storage and disposal of hazardous waste, employee safety training; - notification of the public regarding hazardous waste incidents. NOTE This Technical Report includes in an Annex, for information purposes, a discussion of The United States Environmental Protection Agency (EPA) Guidance Manual on the Development and Implementation of Local Discharge Limitations Under Pretreatment Programme and that guidance manual's relationship with state and local requirements in the United States. Also included in this Technical Report are examples of typical discharge limitations.

ISO 12651-2:2014 defines terms and concepts relevant to electronic document workflow management. It is intended to facilitate communication in the field of electronic document management and translation of the terms and concepts it contains into other languages. It identifies the terminology used to describe the concepts and general structure of a workflow management system for electronic images and other electronic documents, its major functional components, and their interfaces. It also provides a list of synonyms variously used within the industry as alternative terms to the preferred terminology

ISO/TR 17797:2014 gives guidelines on a selection of the most appropriate storage media for use in long-term electronic storage solutions. It includes a discussion on magnetic, optical, and electronic storage.

ISO/TR 18160:2014 recommends test methods for evaluating the consistency of the digital images recorded onto black and white silver microfilm using input from both digitally born documents as well as digital documents created from document scanners. Quality control procedures to be used for optimizing and maintaining output quality onto film over time are described. ISO/TR 18160:2014 stresses the use of both commercial and ISO approved standard test targets. The test methods are based on the visual examination of the output of office document scanners and digitally born test targets on film image recorders. It is applicable to assessing the output quality of document scanners used in the office and film image recorders used to record the resultant scanned images to microfilm. Microforms can be any common formats including 16 mm, 35 mm, and 105 mm roll microfilm, as well as microfiche depending on the film image recorder capability.

ISO 12653-3:2014 specifies a test target for assessing the consistency of the output quality over time from lower resolution reflection scanning systems. It is applicable to assessing the output quality of black-and-white and colour scanners used for black-and-white or colour office documents, with or without half tone.

ISO 12651-1:2012 defines terms and concepts relevant to electronic document management. It is intended to facilitate communication in the field of electronic document management and translation of the terms it contains into other languages. The term "electronic document management" used throughout ISO 12651-1:2012 is intended as an all-encompassing term referring to inputting technologies, management technologies and storage technologies.

ISO 29861:2009 specifies test methods for evaluating the consistency of the colour output quality over time from the colour reflection scanning of office documents. It is applicable to assessing the output quality of colour scanners used in the office. It is particularly applicable where office documents containing half-tone and/or continuous tone colour areas are being scanned. The test methods do not require specialist equipment that is not normally available in the office for the evaluation of the results. The test methods are based on the visual examination of the output of an office document scanner in comparison to the original test target. It is not applicable to black-and-white only scanners or scanners used for the scanning of transparent or translucent documents. ISO 29861:2009 is to be used in conjunction with ISO 12653, which specifies a test method for the evaluation of the quality of output from black-and-white office document scanners.

ISO 23868:2008 specifies test methods to determine the quality of data on recorded media and provides specifications enabling end-user organizations to monitor data quality and ongoing conformance with the error limits required for its class identified by the manufacturer of the drive/media. ISO 23868:2008 defines error rate monitoring capabilities and procedures associated with 130 mm optical media while being used in a production environment to ensure that data is still readable throughout the expected life of the media.

ISO/TR 18492:2005 provides practical methodological guidance for the long-term preservation and retrieval of authentic electronic document-based information, when the retention period exceeds the expected life of the technology (hardware and software) used to create and maintain the information. It takes into account the role of technology-neutral information technology standards in supporting long-term access. This guidance also acknowledges that ensuring the long-term preservation and retrieval of authentic electronic document-based information should involve IT specialists, document managers, records managers and archivists. ISO/TR 18492:2005 does not cover processes for the creation, capture and classification of authentic electronic document-based information. This Technical Report applies to all forms of information generated by information systems and saved as evidence of business transactions and activities.

This part of ISO 12653 specifies a test target for use in assessing the consistency of quality of performance over time of flat-bed and rotary black-and-white reflection scanners used in electronic image management systems. The test target is designed: a) to allow routine checks of the system's performance; b) to establish the performance limits of the system. This part of ISO 12653 is applicable to assessing the output quality of black-and-white scanners used for blackand- white or colour office documents, with or without half-tone or colour. It is not applicable to colour scanners or scanners used for the scanning of transparent or translucent documents. NOTE Additional targets for assessing the output quality of black-and-white scanners using continuous tone and colour are referred to in ISO 12653-2.

This part of ISO 12653 specifies test methods for evaluating the consistency of the output quality over time from the black-and-white reflection scanning of office documents using the test target specified in ISO 12653-1 and other targets. It is applicable to assessing the output quality of black-and-white scanners used for black-and-white or colour office documents, with or without half-tone or colour. It does not apply to colour scanners or scanners used for the scanning of transparent or translucent documents.

This Technical Report applies to the removal of information recorded on write-once optical media systems when expungement is ordered by the court or administrative authority. Expungement requires specific removal actions to occur. This report establishes procedures for both information removal and documentation of the actions taken during removal. Following the recommendations contained in this Technical Report will ensure that the expungements are performed consistently.

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

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

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

ISO/TR 15801:2009 describes the implementation and operation of document management systems that can be considered to store electronic information in a trustworthy and reliable manner. ISO/TR 15801:2009 is for use by any organization that uses a document management system to store authentic, reliable and usable/readable electronic information over time. Such systems incorporate policies, procedures, technology and audit requirements that ensure that the integrity of the electronic information is maintained during storage. ISO/TR 15801:2009 does not cover processes used to evaluate whether information can be considered to be authentic prior to it being stored or imported into the system. However, it can be used to demonstrate that, once the information is stored, output from the system will be a true and accurate reproduction of the original.

ISO 11506:2009 specifies techniques for archiving electronic data to ensure their long-term integrity, accessibility, usability, readability and reliability, in order to protect the evidential value of the data. Long term is considered to be a period of time lasting more than a century (see ISO 5466). Black-and-white microforms processed with liquid chemicals are used in ISO 11506:2009 because the result is always an irreversible record and because of the proven quality of microforms as a long-term preservation media. ISO 11506:2009 also specifies procedures for the parallel recording, by a single production unit, of COM and COLD output from the same data. It applies to many different types of electronic data, such as text and two-dimensional graphic data which can be represented as a black-and-white image.

Applies to the quality testing of microimages produced with a given micrographic system and allows to determine the potential legibility of documents recorded with that system. Annex A gives optional features for ISO test chart No. 1. This second edition cancels and replaces the first editions (ISO 435:1975 and ISO 446:1975), which have been merged into a single International Standard.

Constitutes aminor revision of the first edition (ISO 3334:1970). Described is a method of determining the resolving power of a given camera, film and development combination in a microcoping system or the resolution achieved in microcopies therefrom. A test chart is specified for this purpose. Also specified is the manner in which the resolving power is to be quoted or defined.