What is EN ISO 26157 2018?

EN ISO 26157:2018 is a professional technical standard that provides guidelines for the management, control, and security of documents in an organization. It focuses on various aspects such as document identification, version control, metadata management, and access rights. This article aims to provide an of EN ISO 26157:2018 and its significance in document management.

Key Components of EN ISO 26157:2018

Document Identification and Version Control

One of the key components of EN ISO 26157:2018 is document identification and version control. It requires organizations to establish a systematic approach for assigning unique identifiers to each document. This ensures that the right document can be easily identified among various versions. Version control mechanisms need to be implemented to track and manage changes made to documents over time. Proper version control not only enhances accountability but also helps in maintaining the integrity and authenticity of documents.

Metadata Management

EN ISO 26157:2018 emphasizes the importance of metadata management in document control. Metadata refers to the information about a document, including its title, author, creation date, last modification date, and keywords. Effective metadata management enables users to search, retrieve, and categorize documents efficiently. Organizations are required to define metadata standards and ensure that all relevant information is captured and maintained accurately.

Access Rights and Security Measures

Another significant aspect of EN ISO 26157:2018 is access rights and security measures. It stresses the need for organizations to implement proper access controls to safeguard sensitive and confidential documents. Access should be granted based on roles and responsibilities, ensuring that unauthorized individuals cannot view or modify critical documents. The standard also emphasizes the protection of documents from physical and digital threats through appropriate security measures like encryption and backup.

Benefits of Implementing EN ISO 26157:2018

Implementing EN ISO 26157:2018 brings several benefits to an organization. Firstly, it streamlines document management processes, reducing the risk of errors and duplications. This leads to improved efficiency and productivity. Secondly, it enhances document traceability, making it easier to retrieve specific versions when needed. Thirdly, it strengthens document security, ensuring sensitive information is protected from unauthorized access or loss. Lastly, compliance with EN ISO 26157:2018 demonstrates an organization's commitment to quality and professionalism, which can enhance its reputation and credibility.

Conclusion

In conclusion, EN ISO 26157:2018 is a professional technical standard that provides guidelines for effective document management in organizations. It covers various aspects such as document identification, version control, metadata management, and access rights. Implementation of this standard brings several benefits, including streamlined processes, enhanced traceability, improved security, and enhanced reputation. By adhering to EN ISO 26157:2018, organizations can ensure efficient and secure management of their documents, contributing to their overall success.