ECM Implementation – ISO Standards

Posted by

I am looking at the ECM standards, quoted. It appears these are for the selection of an ECM platform ensuring it complies with standards for managing the validity of records. I have not selected an ECM platform, to date. We are preparing for the implementation. Currently, we are moving forward with the file share cleanup. In parallel, I thought the classification and metadata design and Thesaurus development could take place to be used in the ECM product configuration. The ISO standards I quoted, I was wondering should they be followed for the scope of work I just identified. Is that the standard followed by most organizations?

ISO 15489 – Records Classification
ISO 23081 – Records Metadata
ISO 25964 – Thesaurus

Hi Michael, in your question, you mentioned ECM being adhering to Records Management related standards. I’m assuming you are also referring to the Records Management features combined in the ECM system. If this is true, there are certified ERM products that comes with pre-built file plans adhering to the ISO standards you mentioned but their interoperability will also depend on the underlying ECM repository they are connected to. For example, the IBM Enterprise Records Manager product piggy backs on the IBM FileNet ECM platform for establishing its taxonomy. Also, the enforcement of these standards are not automatic. The pre-built file plans offer only a guidance on how to define new file-plans inherited from an existing pre-built one, but ultimately the business needs will dictate the implementation aspects.

Hope this helps.

Regards,

the 2 implementation related standards associated with the technologies are:
ISO 22957 (ARP 1 – 2009) – currently being updated
ISO 15801
ANSI/AIIM 25

The standards you quoted are records management related and not associated with the technology design, analysis or implementation. These are from the implementation perspectives of ECM, and the records related standards are associated with how these technologies comply with the policies and procedures that are a necessary part of any Trustworthy solution.

I am looking at the ECM standards, quoted. It appears these are for the selection of an ECM platform ensuring it complies with standards for managing the validity of records. I have not selected an ECM platform, to date. We are preparing for the implementation. Currently, we are moving forward with the file share cleanup. In parallel, I thought the classification and metadata design and Thesaurus development could take place to be used in the ECM product configuration. The ISO standards I quoted, I was wondering should they be followed for the scope of work I just identified. Is that the standard followed by most organizations?

ISO 15489 – Records Classification
ISO 23081 – Records Metadata
ISO 25964 – Thesaurus

While ECM and RM have an obviously heavy duty inter-relationship, keep in mind they are individual practices with, very typically, differing target outcomes desired. Typically, ECM is about business efficiency in the creation, storage and use of un/semi-structured data assets.

RM, by contrast, is typically concerned with the appropriate retention and elimination of data assets based upon the value to the organization. That value is usually composed of a combination of regulatory, legal, and internal business operations considerations.

So, while there is obvious huge downstream value in starting to create your classifications (by that I assume you mean records classification – in other words the retention schedule), metadata (again I assume you’re specifically referring to records-related metadata), thesaurus and any other frameworks during the process of cleaning your content in the file shares, the standards you referenced are for records management not ECM per se.

Not sure if that helps or not.

 

Thank you, every one for you input. Any advice is much appreciated!

Hi You may want to look at the IBM Enterprise Records Manager product which complies to the ISO-15489 standard you mentioned. It was also one of the earliest Records Management product to get DOD 5015.2 certification which later became the de-facto standards for RM products. Gartner and other analysts have recommended that customers look for DOD 5015.2 standard which is newer than the ISO-15489 standard while choosing RM products. The IBM Enterprise Records Manager is built leveraging the IBM FileNet P8 (ECM) product. As for the other two ISO standards you listed, those are primarily focused on the implementation best practices and interoperability purposes. These are used as guidelines than to be enforced on products

Hope this helps.

Regards,

Michael:
You’ve gotten some good advice so far, but bear in mind that ISO standards are not mandatory in the U.S. If an organization (including government) wishes to follow the standards, they adopt them as policy. Thus, what is used for implementation is not always any type of national or international standards, and those that do use them use whichever ones work best for their organization. That being said, I am a proponent of adopting national and international standards as part of policy, and including them as required in any ECM or RM contracts that may be let. This way, the organization and their contractors are working from the same page.

For folks who are interested in 15489, the 2016 version (part 1) has been published and is now available.

http://www.iso.org/iso/home/store/catalogue_tc/catalogue_detail.htm?csnumber=62542
As far as I can tell, the 2016 version replaces both the previous version of the standard (part 1) and the TR (part 2).

Leave a Reply

This site uses Akismet to reduce spam. Learn how your comment data is processed.