Retention Guide is an online, hosted database outlining the mandatory record retention and destruction requirements found in statute and regulations applicable to organisations in South Africa.

The Retention Guide is updated regularly to reflect all the legislative changes that impact on records retention. In this regard we review on average more than 2000 new regulatory instruments annually.
 
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Standards Relevant to Records Management in South Africa

(last updated 15 February 2010 – please contact dewald@enableweb.co.za for an updated list)
© Enable Consulting / Law Explorer (Pty) Ltd 2010


SANS 15489-1:2004 (ISO 15489-1:2001), Information and documentation – Records management: Part 1: General
SANS 15489-2:2004 (ISO 15489-2:2001), Information and documentation – Records management Part 2: Guidelines.

SANS 15801:2005 (ISO/TR 15801:2004), Electronic imaging – information stored electronically – Recommendations for trustworthiness and reliability.

SANS 22310:2006 (ISO 22310:2006) Information and documentation - Guidelines for standards drafters for stating records management requirements in standards

SANS 23081-1:2006 (ISO 23081-1:2006) Information and documentation - Records management processes -- Metadata for records -- Part 1: Principles

SANS 23081-2:2008 (ISO 23081-2:2006) Information and documentation - Records management processes-- Metadata for records -- Part 2: Conceptual and implementation issues

SANS ARP 076 (Based on ISO 14105), Electronic Imaging – Human and organisational issues for successful electronic image management implementations.

SANS: ARP 077 (Based on ISO 18492), Document Management Applications – Long-term preservation of electronic document-based information.


ISO Standards

ISO TR 13028, Information and Documentation – Implementation Guidelines for Digitisation of Records
(SANS TC46SC46D is currently considering this Technical Report for publication in South Africa)

ISO TR 26122, Information and documentation — Work process analysis for records
(SANS TC46SC46D is currently considering this Technical Report for publication in South Africa)


Useful standards from other jurisdictions

United Kingdom

BS 10008:2008 Evidential weight and legal admissibility of electronic information – Specification

BIP 0008-1, Evidential weight and legal admissibility of information stored electronically – Code of practice for the implementation of BS 10008

BIP 0008-2, Evidential weight and legal admissibility of information transferred electronically – Code of practice for the implementation of BS 10008

BIP 0008-3, Evidential weight and legal admissibility of linking electronic identity to documents – Code of practice for the implementation of BS 10008


United States of America

ARMA/ANSI 16/2006, Digital Records Conversion Process: Program Planning, Requirements, Procedures
(ISO is currently working on similar document for Conversion and Migration of Digital Records)

1 September 2013
  ISO TC46 SC11 is currently reviewing ISO 15489. The resultant new standard is expected to be quite different from the current ISO 15489
8 August 2013
  The following standards were adopted in South Africa as part of the new management system standard for records:
  • SANS 30300: Information and documentation - Management systems for records - Fundamentals and vocabulary
  • SANS 30301: Information and documentation - Management systems for records - Requirements