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As noted above, ISO 15489 is primarily intended to:

 – produce and preserve documents while maintaining their authenticity, reliability, integrity and usability in operations in an effective and efficient manner;

 – create a relevant record of the different activities of the company;

 – protect and defend the company’s rights.

By “authenticity”, we mean the possibility of proving at any time that a record “is what it purports to be”, that it was created or received by the person claiming to be its creator or receiver, and at the time it purports to have been created or received. In order to ensure this characteristic of authenticity, a procedural manual must be in place to control the creation and/or receipt of records, their transmission, preservation methods and ultimate disposition.

Reliability refers to the exact representation in the document of the activities and operations described in its contents. In order to guarantee this characteristic, the document must be created at the time of the activity by the people who carried out the activity, and must contain all the information that makes it possible to carry out the same activity again and obtain the same result.

Integrity, on the other hand, is about protecting the document from any possible modification or alteration without documented authorization. In order to do this, a system must be in place to identify and keep a record of every action that affects the document, including consultation, modification and deletion.

Usability consists of maintaining the usability of the document at all times, and therefore it must be kept in a format and in a medium that guarantees its reusability for as long as possible. A policy of migrating to another medium must therefore be established periodically.

Finally, metadata aims to describe the context of the operation, the dependency relationships between documents and document systems, links between the social and legal contexts, and the relationships with the actors involved in the creation, management and use of business documents. To play their role fully, certain metadata must be assigned at the time of the capture or creation of the business record.

According to ISO 15489, in addition to document requirements, records management systems must:

 – comply with the various requirements of the organization’s functions and with the various laws, standards and good practices in the field of activity. This conformity must be maintained throughout the life of the system;

 – be reliable by containing documents and metadata that properly retain the production context. Systems must be scalable to meet the needs of the organization without affecting the integrity of the documents and their value, even after transfer and/or migration operations;

 – be extended to integrate all the activities of an organization, even in stages, given the very high cost of implementing such a system;

 – have integrity by ensuring controls on user identities, access rights, security and the various manipulations of documents;

 – be of a systematic nature by ensuring that the program is linked to all its processes and that all methods of document creation and storage are systematized [COU 06].