What are the steps to run a system migration that meets the ISO 16175 functional requirements for records?

ISO 16175 sets out the functional requirements for managing records in digital environments. When you move records from one system to another, the goal is to carry those requirements across the migration intact: the records must remain authentic, reliable, usable, and properly controlled in the new system. A disciplined, well-documented process is what makes that possible.

Plan and Assess

• Inventory the records. Identify what you are migrating, including record types, volumes, formats, and any classifications or access restrictions.
• Map the requirements. Document the metadata, retention rules, audit trails, and disposition status each record must keep. ISO 16175 expects records to retain their context and content, not just their data.
• Define success criteria. Decide in advance how you will confirm completeness, fidelity, and integrity after the move.

Prepare the Migration

• Map source to target. Align metadata fields, classification schemes, and retention/disposition rules between systems so nothing is lost or silently altered.
• Resolve format and structure gaps. Plan any format conversions carefully, preserving the original where feasible and recording what changed.
• Establish governance. Assign responsibility, define authorizations, and set rules for handling exceptions.

Execute and Control

• Migrate in controlled batches rather than all at once, so issues surface early.
• Preserve the audit trail. Capture who moved what, when, and how, and keep records of any transformations applied.
• Maintain chain of custody so authenticity and integrity can be demonstrated later.

Validate and Document

• Verify completeness and fidelity. Reconcile counts, confirm metadata transferred correctly, and test that records render and behave as expected.
• Confirm functional controls. Check that retention, disposition, access, and search work correctly in the new system.
• Document the whole process. A migration report demonstrating what moved, how it was verified, and any decisions made is itself evidence of compliance.

Close Out

Once validated, decommission the source system in line with your retention and disposition rules, and update policies and training to reflect the new environment.

For related guidance, see the compliance and standards hub. Pairing ISO 16175 with ISO 15489 helps ensure both the functional controls and the underlying records management principles are satisfied.