ISO 16175: Part 2 – information management systems

ISO 16175 Part 2 should be read in conjunction with Part 1 of the standard, which contains an overview of the basic principles for managing records in a digital environment.

What is a digital records management system?

A digital records management system is a software application whose primary function is to manage information as records. In most agencies, these systems take the form of an electronic document and records management system (EDRMS) or an electronic records management system (ERMS). This also includes enterprise content management systems where the primary function is records management.

These systems are specifically designed to manage the capture, maintenance and disposal of records. They maintain the content, context, structure and links among records to enable their accessibility and support their value as evidence.

Not all digital records management systems are limited to the management of records in digital format. Some are specifically designed to provide for the management of physical records (such as paper-based files) or both physical and digital records.

Functional requirements for digital records management systems

ISO 16175 Part 2 sets out the requirements for digital records management systems. These requirements are:

  • to create and capture the content, structure, context and format of records. This includes requirements for the identification, classification and aggregation of records.
  • to maintain the authenticity and reliability of records. This includes requirements for access and security, retention and disposal, maintaining metadata, hybrid records management and support for migration and export.
  • to search, retrieve and render records for access and display.
  • to enable the administration of the records management system including the management of system parameters, and the capacity to back up and restore data, generate system reports and manage metadata.
Copyright National Archives of Australia 2019