Overview

ISO/TS 16175-2:2020 is a Technical Specification from ISO that provides guidance for the selection, design, implementation and maintenance of software for managing records. Focused particularly on digital records but applicable to paper and hybrid systems managed by software, it aligns with the records management principles in ISO 15489-1. The document helps organizations make informed decisions about records management software and ensures that software supports legal, business and evidential requirements over time.

Key Topics and Requirements

This specification covers practical processes and technical considerations for records systems. Major topics include:

Assessing organizational context (clauses 4): evaluate information culture, records maturity, records controls and technical environment (paper, digital, hybrid).
Project scoping and methodology (clauses 5 and Annex A): define stakeholders, resources and an appropriate implementation approach.
Functional requirements (clause 6): develop, document and manage functional requirements for software for managing records (capture, metadata, access controls, disposition).
Configuration decisions (clause 7): document choices for aggregation, agents/users, business processes, metadata schema, classification schemes, access/permission rules, disposition and user interface settings.
Migration and conversion (clause 8): identify requirements to migrate existing records and convert formats while preserving evidential value.
Communication, training and change management (clause 9): plan stakeholder communications, training programs and change-readiness activities.
Post‑implementation review and monitoring (clause 10): conduct reviews, ongoing monitoring and assessment to ensure compliance and continuous improvement.

The specification emphasizes thorough documentation of requirements and configuration decisions and alignment with organizational information governance.

Applications and Who Should Use It

ISO/TS 16175-2 is practical for organizations and teams involved in records and information management, including:

Records professionals and archivists evaluating or implementing records management software
IT procurement decision makers and solution architects selecting or designing systems
Business analysts, owners, developers and testers who need to integrate records requirements into applications
Organizations managing digital, paper or hybrid records seeking robust functional requirement processes, migration guidance, and change management strategies

Use this Technical Specification to build compliant records systems, prepare procurement specifications, design metadata and classification schemes, and manage software configuration and migration projects.

Related Standards

ISO 15489-1 - Records management - Core principles (referenced)
ISO 16175-1 - Model functional requirements for managing digital records
ISO 30300 - Records management - Core concepts and vocabulary

Keywords: ISO/TS 16175-2:2020, records management software, digital records, selection and implementation, functional requirements, metadata, migration, change management.

Overview

Key Topics and Requirements

This specification covers practical processes and technical considerations for records systems. Major topics include:

Assessing organizational context (clauses 4): evaluate information culture, records maturity, records controls and technical environment (paper, digital, hybrid).
Project scoping and methodology (clauses 5 and Annex A): define stakeholders, resources and an appropriate implementation approach.
Functional requirements (clause 6): develop, document and manage functional requirements for software for managing records (capture, metadata, access controls, disposition).
Configuration decisions (clause 7): document choices for aggregation, agents/users, business processes, metadata schema, classification schemes, access/permission rules, disposition and user interface settings.
Migration and conversion (clause 8): identify requirements to migrate existing records and convert formats while preserving evidential value.
Communication, training and change management (clause 9): plan stakeholder communications, training programs and change-readiness activities.
Post‑implementation review and monitoring (clause 10): conduct reviews, ongoing monitoring and assessment to ensure compliance and continuous improvement.

The specification emphasizes thorough documentation of requirements and configuration decisions and alignment with organizational information governance.

Applications and Who Should Use It

ISO/TS 16175-2 is practical for organizations and teams involved in records and information management, including:

Records professionals and archivists evaluating or implementing records management software
IT procurement decision makers and solution architects selecting or designing systems
Business analysts, owners, developers and testers who need to integrate records requirements into applications
Organizations managing digital, paper or hybrid records seeking robust functional requirement processes, migration guidance, and change management strategies

Related Standards

ISO 15489-1 - Records management - Core principles (referenced)
ISO 16175-1 - Model functional requirements for managing digital records
ISO 30300 - Records management - Core concepts and vocabulary

Keywords: ISO/TS 16175-2:2020, records management software, digital records, selection and implementation, functional requirements, metadata, migration, change management.

ISO/TS 16175-2:2020 PDF

Technical details

Abstract

Overview

Key Topics and Requirements

Applications and Who Should Use It

Related Standards

Related standards

Abstract

Overview

Key Topics and Requirements

Applications and Who Should Use It

Related Standards

Related standards

Information and documentation - Records management - Part 1: Concepts and principles

Information and documentation - Processes and functional requirements for software for managing records - Par…

Information and documentation - Processes and functional requirements for software for managing records - Par…

Information and documentation -- Records management -- Core concepts and vocabulary