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If ERM involves all types of documents and is essentially concerned with the ease of daily records management, Records Management (RM) is essentially concerned with the management of archival documents (records) that provide evidence of a company’s activities.

The concept of records management has its origins in the late 1940s in the United States based on the theory of archiving for the benefit of producers (Schellenberg in the United States and Pérotin in France). In the mid-1990s, an Australian RM standard was very successful and later became ISO 15489 in 2001, being revised in 2016. This standard defines RM as “a field of organization and management concerned with the effective and systematic control of the creation, receipt, retention, use and ultimate disposition of records, including methods of securing and preserving evidence and information related to the form of records”.

Applying the ISO 15489 standard essentially consists of:

 – identifying documents that are binding for the company (records), whatever their format and medium;

 – managing the documents throughout their lifecycle, in order to protect them and make them accessible over time. This management includes the organization of documents, their indexing, their conservation and the procedures for transmitting them.

In other words, the purpose of the RM is to guarantee the existence, accessibility, authenticity, reliability, integrity and usability of all documents.

The 15489 standard “complements the ISO 9001 (2000) quality management systems and ISO 14001 (2000) environmental management standards. Indeed, while these standards contain requirements for the production of documents known as ‘quality’ documents, to attest and testify to the activities of an organization, they do not contain any precision on what specifically constitutes a ‘quality document’. These clarifications are contained in ISO 15489, which aims to implement standards of quality and excellence in the management of routine and intermediate records in organizations of all categories” [COU 06].