Document Control - Disposing of Outdated Records

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T

toto2010

#12
Please tell me where I can find this definition...
Hi Andy,

I got it from a website. But I look through the ISO 9001:2005... no specific definition on disposition. However, I found another source which is similar to yours and I like it. Please see below highlighted in blue. :]

Records must eventually be disposed off once past their defined retention times. Disposition could range from permanent destruction of records to permanent storage in a secure onsite or off-site archive. The intent here is to remove the risk of inadvertent use and availability for current activities and unauthorized access. Depending upon the industry, specific records may be kept indefinitely.

There are some who would argue that disposition means the permanent destruction of records. The ISO ‘Guidance on terminology” defines disposition as the action of getting rid of or making over, to arrange, a putting in order. This supports the interpretation I have taken.
 
#13
When you take other people's definitions of that they "think" it means, you are on the road to mythology. Since the standard doesn't define "disposition", it's better to use common definition: http://www.merriam-webster.com/dictionary/disposition

It states that disposition is the final arrangement - not "dispose of". If you look at the control of non-conforming product, disposition can mean "rework", "replacement", "regrading", "scrap" and so on. You can't simply change the meaning when it applies to records and say "scrap" (which is what you're doing).
 

John Broomfield

Staff member
Super Moderator
#14
toto2010,

All we need is our ordinary dictionary.

Although disposition means several things, this definition is the best fit for what we mean when we disposition records we no longer need:

"final settlement of a matter".

Naturally, our procedures for controlling records provide options according to the facts of the matter.

For example, the outdated records may cost next to nothing to keep so we keep them with a periodic review to ensure we still have the equipment to retrieve them. Or the outdated records include confidential personal information so we securely destroy them.

John
 

Richard Regalado

Trusted Information Resource
#15
My take on the disposition requirement is that the implementing organization makes a decision on what to do with the records. A valid disposition therefore, is extending the retention period for whatever reason the management deems it to be. Plus all the other things the members previously mentioned - selling, scrapping, reusing, etc.

From another perspective, there is what we call information security classification in ISO 27001 which looks at how you handle information up until its disposal. If an organization is subscribing to ISO 27001, the proper handling procedures must be accorded to each classification or level of information (in this case, records) for destruction, should the disposition be to dispose.
 
T

toto2010

#16
My take on the disposition requirement is that the implementing organization makes a decision on what to do with the records. A valid disposition therefore, is extending the retention period for whatever reason the management deems it to be. Plus all the other things the members previously mentioned - selling, scrapping, reusing, etc.

From another perspective, there is what we call information security classification in ISO 27001 which looks at how you handle information up until its disposal. If an organization is subscribing to ISO 27001, the proper handling procedures must be accorded to each classification or level of information (in this case, records) for destruction, should the disposition be to dispose.
Hi Richard,

Well answered. Thanks for sharing.

Regards,
Toto2010
 
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