ISO 30300:2020 pdf free download.Information and documentation Records management – Core concepts and vocabulary.
1 Scope
ISO 30300 contains terms and definitions that are relevant to the core concepts of the records
management domain, IL does not limit the definition of new terms in ISO/TC 46/SC 11 standards.
2 Normative references
There are no normative references in this document.
3 Terms and definitions
ISO and IEC maintain Lerntinological databases for use in standardization at the following addresses:
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— IEC Electropedia: available at hLtpJJwww,eIectropedia.ar!J
3.1 Terms relating to the concept of organization
3.1.1
accountability
condition where an organizocion (11i9) Is answerable to its governing bodies, legal authorities, and more broadly, its other stokeholders (J,J,3) regarding its decisions and activities
[SOURCE: ISO 26000:2010. 2.1, modified — Replaced state” by condltion” and rephrased for better understanding
3.1.2
activity
task performed by an organizat Von (1L19)
3.1.3
agent
person or group of people responsible for, or involved in records processes (3A.13)
Note Ito entry: A technological tool such as a software application can be con sidered an agent when substituting for Individuals or workgroups it the tool routinely perform records processes
3.1.4
audit
systematic, independent and documented process (1L23) for obtaining audit evidence (3.2.b) and evaluating it objectively to determine the extent to which the audit criteria are fulfilled
Note ito entry: An audit can be an internal audit (first party) or an external audit (second party or third party). and it also can be a combined audit (combining two or more disciplines).
Note 2 to entry: An Internal audit Is conducted by the organization Itsel1 or by an external party on Its behalf. Note 3 to entry: Audit evidence and “audit criteria are defined in ISO 19011.
Note 4 to entry: This term Is part of thr high level structure’s core terms and dflniiIuns for management systems stated In ISO/IEC Directives. Part 1:2019, Annex L.
3.4.2
archival description
capturing, collating, analysing, and organizing Information (.12,.2) that Identifies, manages, locates, and interprets archival materials and their context
[SOURCE: ISO 5127:2017.3.7.2,07, modified — Shortened in words keeping the meaning.j
3.4.3
capture
deliberate action that results in the registration of a record (12.10) into a records system (3Jz.4)
LSOLJRCE: IS(J/TS 22220:2011, 3.1, modiFied — record keeping system has been replaced by records system.j
3.4.4
classification
systematic arrangement of records (12.10) or business activities (11.2) into categories according to methods, procedures or conventions represented in a scheme
3.4.S
conversion
changing records (3.2.10) from one format to another
3.4.6
description
creation ola representation of an object and Its component parts
3.4.7
destruction
eliminating or deleting a record (12.1.0). beyond any possible reconstruction
3.4.8
disposition
range of records processes (3.4.13) associated with implementing records (3.2.10) retention (14J4), destructIon (3.4.7) or transfer (14.15) decisions which arc documented In disposItion authorIties (154) or other instruments
3.4.9
indexing
allocating Index terms to records (IZJ.0) based on analysis of the records (12.10)
Note ito entry: Indexing can be carried out by humans or b1, automated means.
3.4.10
migration
moving records (3.2.10) from one hardware or software configuration to another
3.4,11
preservation
measures taken to maintain the useabibty (1212). authenticity (12.2), rehability (12.11) and integrity (3.2.) of records (12.10) over time
Note 1 to entry: Measures indude principles, policies, rules. strategies, processes and operations.
3.4.12
records management (preferred term)
recordkeeping (admitted term)
field responsible for the efficient and systematic governance of records (3lJi)). using records processes
(14.13). records controls (i5.) and records systems (1f,4)
3.4.13
records process
set of activities for managing authoritative records (a.3)
3.4.14
retention
keeping a record (iLIQ) according to records requirements (iiZ)
3.4.15
transfer
moving olthe custody of records (ILU) from one organization (3.119) to another, which may or may not involve change of location, control or legal ownership
3.5 Terms relating to the concept of records control
3.5.1
access and permission rule
rule identifying rights, restnctlons and permissions on uccessapplicable to records (ILI.Q) and records systems ((i4I
3.5.2
business classification scheme
tool for linking records (iZJ.) to the context of their creation
3.5.3
description rule
documented conventions, guidelines or principles governing the source, structure, semantics and syntax of the information (i21) constituting an archival description (3.42)
3.5.4
disposition authority
instrument that defines the disposition (i4.a) actions that are authorized or required For specified records (3211?)
3.5.5
metadata schema
logical plan for metadata for records (3.23) showing the relationships between elements, establishing rules for semantics, the syntax and the optionality (obligation level) of values
3.5.6
records control
instrument for helping in the conduct of records processes (14.13)
EXAMPLE Examples of records controls include mttudata schemes (3.) for records, buslnessdossiuicutiois schemes (1), access and permissicm rules (111). and disposition authorities (1A).
3.6 Terms relating to the concept olsystem and records system
3.6.1
information system
system (3.fz.5) that processes, provides and distributes information (122) together with associated organizational resources
ISOURCE: ISO/IEC 20944-1:2013, 3,6.1.9, modified — Substituting “information processing system for system that process and rephrased for bester understanding.
3.6.2
management system
set of interrelated or Interacting elements alan organization (3.119) to establish policies and objectives (L1). and processes to achieve those objectives (iL1)
Note 1 to entry: A management system can address a single discipline or several disciplines.
Note 2 to e1Iry: The system elements iiidude the orgaiilzation’s structure, roles and responsibdifles. planning. operation. etc.
Note 3 to entry: The scope of a management system may include the whoLe of the organization, specific and identified functions of the organization, specific and Identified sections of the organizatIon, or one or more functions across a group olorganlzatians.
Note 4 to entry: This term is part 01 the high level structure’s core terms and definitions for management systems stated in ISO/IF.C Directives, Part 1:2019. Annex L.
3.6.3
management system br records
nwnuqenicri system (3..&Z) to govern records (12.10)
3.6.4
records system
information system (Ib.1) that manages records (3.2JJ.1) over time
3.6.5
system
set of interrelated or interacting elements
ISOURCE: ISO 9000:2015.3.5.11.