ISO 14641-2018 PDF

Full title and description

St ISO 14641:2018 — Electronic document management — Design and operation of an information system for the preservation of electronic documents — Specifications. This international standard gives technical and organizational specifications for capture, storage, access and preservation of electronic documents to ensure legibility, integrity and traceability for the duration of preservation.

Abstract

This standard specifies a set of technical specifications and organisational policies to be implemented in information systems that capture, store and provide access to electronic documents (including scanned paper, converted audio/video, born-digital files and other digital content). It addresses requirements to ensure document legibility, integrity, traceability and long‑term preservation, and applies to systems where users cannot substitute or alter documents after capture.

General information

• Status: Published (International Standard; confirmed at review).
• Publication date: June 2018.
• Publisher: International Organization for Standardization (ISO).
• ICS / categories: 37.080 (Records management / electronic archiving).
• Edition / version: Edition 1 (ISO 14641:2018).
• Number of pages: 40 pages.

Scope

ISO 14641:2018 applies to electronic documents produced by scanning of paper or microform, conversion of analogue audio/video, native digital creation, and other digital sources (for example maps, drawings, medical images). The standard defines specifications for the design and operation of information systems intended to preserve these documents, excluding systems that allow post-capture substitution or alteration of documents. It is intended for organisations implementing preservation systems, IT service providers, software publishers and third‑party archiving service providers.

Key topics and requirements

• Requirements for capture, metadata, and audit trails to guarantee authenticity and traceability of preserved documents.
• Technical specifications for storage, format management and measures to maintain legibility over time.
• Organisational policies and procedures for operation of electronic preservation systems (roles, responsibilities, access controls).
• Validation and verification measures to ensure integrity and non‑tamperability of archived content.
• Guidance on handling different document origins (scanned, converted, born‑digital) and associated metadata needs.

Typical use and users

This standard is used by records managers, archivists, IT architects, software vendors, third‑party digital preservation service providers and organisations required to preserve electronic records (public administrations, enterprises, healthcare institutions, legal and financial organisations). Typical applications include long‑term retention of legal records, institutional archives, digital evidence preservation, and enterprise electronic document management systems where authenticity and traceability are essential.

Related standards

ISO 14641:2018 revises and replaces the earlier ISO 14641-1 series documents; ISO 14641-1:2012 was withdrawn when the consolidated ISO 14641:2018 was published. Related fields and complementary standards include records management and archival standards (for example ISO 15489 series) and OAIS concepts (ISO 14721) used in digital preservation practices.

Keywords

electronic archiving, electronic document management, digital preservation, capture, metadata, integrity, traceability, information system, records management, ISO 14641

FAQ

Q: What is this standard?

A: ISO 14641:2018 is an international standard specifying technical and organisational requirements for the design and operation of information systems that preserve electronic documents to ensure legibility, integrity and traceability.

Q: What does it cover?

A: It covers capture (scanning and conversion), storage, access, metadata and operational policies for systems that preserve electronic documents, and excludes systems that permit substitution or alteration of documents after capture.

Q: Who typically uses it?

A: Records managers, archivists, IT/system architects, software vendors, third‑party archiving providers and organisations that must retain authentic electronic records for legal, regulatory or historical reasons.

Q: Is it current or superseded?

A: ISO 14641:2018 is the current consolidated edition (published June 2018) and was confirmed at ISO systematic review; it supersedes earlier part-based publications such as ISO 14641-1:2012 which was withdrawn.

Q: Is it part of a series?

A: ISO 14641 consolidates prior part-based work on electronic archiving (previously published as ISO 14641-1 etc.); it is related to other international standards in records management and digital preservation but stands as the specifications document for information systems preserving electronic documents.

Q: What are the key keywords?

A: Electronic archiving, digital preservation, document capture, metadata, integrity, traceability, information system, records management, ISO 14641.