Overview
ISO/TR 12654:1997 - "Electronic imaging - Recommendations for the management of electronic recording systems for the recording of documents that may be required as evidence, on WORM optical disk" - is a Technical Report that provides guidance for capturing, storing and managing electronic images of documents on non‑reversible Write‑Once‑Read‑Many (WORM) optical media (e.g., CD‑ROM). The report focuses on preserving the integrity, retrievability and evidential value of records when originals are destroyed after imaging.
Key message: implement documented policies, controls and audit trails so imaged records on WORM optical disk can be demonstrated as accurate, reliable and managed as part of normal business practice.
Key topics and requirements
- Scope and applicability
- Applies to optical storage systems using non‑reversible WORM media; excludes systems that permit post‑capture erasure or alteration.
- Establishing procedures
- Authorize a policy for capture, storage and management of imaged records and maintain written procedures.
- Assign responsibility for ensuring procedures are followed and periodically review policies.
- Certification and control
- Use certificates (authorization, operator’s, acceptance, destruction) to record key events in capture, acceptance and destruction of originals.
- Indexing and retrieval
- Maintain a comprehensive index; store sufficient index metadata on the WORM disk to locate images and correlate logical addresses to files.
- Recognize that index data is often held on rewritable media but must be protected.
- Integrity and safeguards
- Procedures to prevent and detect image corruption, unauthorized modification of directories, and to log access via audit trails.
- Record and control changes (e.g., software upgrades, repairs) and retain versioned procedures and audit results.
- Backup and storage
- Implement routine backups (including index and system software), record backup details, and maintain environmental/disk maintenance and storage controls.
- Bureau services
- If outsourcing capture to a bureau, verify and periodically inspect the bureau’s procedures and certify equivalence to in‑house processing.
- Legal considerations
- Advises consultation with legal experts: admissibility of electronic images varies by jurisdiction and is ultimately for courts to decide.
Applications and users
- Records managers and information governance professionals implementing electronic document management systems (EDMS).
- Legal teams and compliance officers responsible for evidential records and retention.
- IT architects and system integrators planning WORM‑based archival solutions.
- Organizations transitioning from paper archives to optical storage seeking defensible destruction policies.
Related standards
Relevant ISO/IEC references cited in the report include:
Note: ISO/TR 12654 offers general recommendations; legal admissibility requirements differ by country and legal advice is recommended.