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BS ISO 14641:2018

BS ISO 14641:2018

$198.66

Electronic document management. Design and operation of an information system for the preservation of electronic documents. Specifications

Published By Publication Date Number of Pages
BSI 2018 52
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This document specifies a set of technical specifications and organizational policies to be implemented for the capture, storage and access of electronic documents. This ensures legibility, integrity and traceability of the documents for the duration of their preservation.

This document is applicable to electronic documents resulting from:

  • the scanning of original paper or microform documents;

  • the conversion of analogue audio or video content;

  • the “native” creation by an information system application;

  • other sources that create digital content such as two- or three- dimensional maps, drawings or designs, digital audio/video and digital medical images.

This document is not applicable to information systems in which users have the ability to substitute or alter documents after capture.

This document is intended for the following users.

  1. Organizations implementing information systems in which:

    1. electronic documents created from scan captures are kept in an environment that ensures fidelity with regard to the original and long-term preservation;

    2. digitally born documents are kept in an environment that ensures the content integrity of the information and document legibility;

    3. traceability is ensured for all operations relating to the electronic documents.

  2. Organizations providing information technology services and software publishers seeking to develop information systems that ensure the fidelity and integrity of electronic documents.

  3. Organizations providing third-party document archiving services.

PDF Catalog

PDF Pages PDF Title
2 National foreword
8 Foreword
9 Introduction
11 1 Scope
2 Normative references
12 3 Terms and definitions
15 4 General characteristics and levels of requirements
4.1 Characteristics
16 4.2 Levels of requirements
18 5 General specifications
5.1 General
5.2 Technical description manual
5.3 Archival system profiles
19 5.4 Operational procedures
5.4.1 General
5.4.2 Scanned documents
5.4.3 Digitally born documents
20 5.5 Security
5.5.1 Management and organization of security
5.5.2 Risk assessment
21 5.5.3 Physical security
5.5.4 Hardware security
5.5.5 Security of custom software and software products
22 5.5.6 Maintenance of the information system
5.5.7 System change-management and migration of media
23 5.5.8 Security backups
5.5.9 Continuity of access to archives
5.6 Date and time stamping
24 5.7 Audit trail
5.7.1 General
5.7.2 Secure preservation of the audit trail
5.7.3 Archive lifecycle log
25 5.7.4 Events log
26 6 Storage media considerations
6.1 Media type definition
6.2 Preservation of archival media
7 Systems using removable media
7.1 General
27 7.2 Initialization of removable storage volumes
7.3 Finalization of removable storage volumes
7.4 Labelling of physical WORM media
8 Systems using logical WORM media
9 Systems using rewritable media
9.1 General
28 9.2 Standard security level
9.3 Strong security level
9.4 Advanced security level
29 10 Archival capture
10.1 Electronically born documents
10.1.1 General
10.1.2 Procedure for archives capture (deposit)
10.1.3 Marked-up electronic documents
10.1.4 Electronic documents using a layout format
10.1.5 Other electronic document formats
10.1.6 Print streams
30 10.1.7 Verification of electronic documents
10.1.8 Integrity control of electronic documents transferred from source applications
10.1.9 Metadata capture
31 10.1.10 Indexing and document searches
10.2 Paper-based or microform documents
10.2.1 Scanning devices for documents
10.2.2 Image processing features
32 10.2.3 Paper document or microform capture procedure
33 10.2.4 Audit trails
34 10.3 Analogue audio/video objects on tape media
10.3.1 General
10.3.2 Preparation of original tape media
10.3.3 Original audio and audiovisual object digitization
35 10.3.4 Audio and audiovisual information processing
10.3.5 Events log
36 10.4 Image, audio and video information compression techniques
10.4.1 Compression types
37 10.4.2 Paper or microform documents
10.4.3 Audio or audiovisual recordings objects
10.5 Format conversion
38 11 Archival operations
11.1 Scope
11.2 Access
11.2.1 General
39 11.2.2 Digitized documents
11.2.3 Marked-up electronic documents
11.2.4 Electronic documents using lay-out format
11.3 Restitution
11.4 Archives disposal
40 12 Information system assessment
12.1 General
12.1.1 Audits
12.1.2 Objectives
12.1.3 Auditor responsibilities
12.1.4 Personnel responsible for assessment
41 12.1.5 Verification of documentation
12.1.6 Assessment operations documents
12.2 Internal assessment
12.3 External assessment
13 Trusted third-party archival
13.1 Activities of trusted third-party archive service provider
42 13.2 Service contract model
13.2.1 Service contract
43 13.2.2 Service contract duration
13.2.3 Preservation period
13.2.4 Quality of service
13.2.5 Security and data protection
13.2.6 Information and counsel
44 13.2.7 Transfer and continuity
13.2.8 Transferability
13.2.9 Restitution
13.2.10 Confidentiality and private data
45 13.2.11 Professional insurance
13.2.12 Subcontracting
13.2.13 Assessment
14 Service providers
14.1 General
14.2 Subcontractor agreement
14.3 Contract with subcontractor
46 14.4 Data transfer over telecommunications networks
47 Annex A (informative) Archival policy
48 Annex B (informative) Declaration of archival practices
49 Annex C (informative) General service conditions
50 Bibliography

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BS ISO 14641:2018
$198.66