ISO 19475:2021 Document management — Minimum requirements for the storage of documents

标准简介

标准截图

标准文档说明

标准部分原文

INTERNATIONAL STANDARD ISO 19475:2021

Document management — Minimum requirements for the storage of documents

1 Scope

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.

2 Normative references

The following documents are referred to in the text in such a way that some or all of their content constitutes the requirements of this document. For dated references, only the edition cited applies. For undated references, the latest edition of the referenced document (including any amendments) applies.

ISO 14641, Electronic document management — Design and operation of an information system for the preservation of electronic documents — Specifications

3 Terms a nd definiti ons

For the purposes of this document, the following terms and definitions apply.

ISO and IEC maintain terminological databases for use in standardization at the following addresses:

— ISO Online browsing platform: available at https://www.iso.org/obp

— IEC Electropedia: available at https://www.electropedia.org/

3.1

enterprise content management

ECM

strategies, methods and tools used to capture, manage, store, preserve and deliver content and documents (3.6) related to organizational processes

[SOURCE: ISO 12651-1:2012, 4.53, modified — Note 1 to entry has been removed.]

ISO 19475:2021

3.2

electronic document management system

EDMS

software program that manages the creation, storage and control of documents (3.6) electronically

3.3

preservation system

system that maintains the authenticity, integrity (3.7) and readability of documents (3.6) over time

3.4

storage system

information technology system that has the capability of managing electronically stored documents (3.6)

3.5

database

collection of machine‑readable information organized so that it can be easily accessed, managed and updated

[SOURCE: ISO 5127:2017, 3.1.13.03]

3.6

document

information and the medium on which it is contained

[SOURCE: ISO 9000:2015, 3.8.5, modified — The Example and Notes 1 to 3 to entry have been removed.]

3.7

integrity

property of accuracy and completeness

[SOURCE: ISO/IEC 27000:2018, 3.36]

3.8

metadata

data about other data, documents (3.6) or records that describes their content, context, structure, data format, provenance, and/or rights attached to them

[SOURCE: ISO 5127:2017, 3.1.10.26.01]

4 General

4.1 Policy

This document specifies the minimum requirements for the handling of electronic documents in the framework of a business process. Storage of the document(s) involved with the general handling processes are controlled in accordance with EDMS and ECM requirements (see Annex A). The preservation and maintenance of the evidential value of the information used in business processes are in accordance with the preservation system specified in ISO 14641.

This document describes a document handling process. The document handling process includes, but is not limited to, receipt, processing and delivery of documents. The relationships are shown in Figure 1.

When a document is received, the receiving organization stores it and, if necessary, sets the data format and form appropriate for the processing process.

Each receiving organization stores the document in a storage system so that the change history of the document throughout the handling process is securely maintained. Maintaining a log of the handling process in the preservation system also is required.

网盘链接

百度网盘：https://pan.baidu.com/s/17wvUjQ6QBUbRU7MvvA3gOQ
提取码：nq3i