What is EN ISO 26595:2011?

The EN ISO 26595:2011 is a technical standard that provides guidelines for organizations in managing information and documentation related to records management systems. It focuses on the implementation of an effective records management system that ensures the protection, control, and accessibility of records throughout their lifecycle.

Key Concepts

The standard defines several key concepts that are crucial in understanding its requirements. These concepts include records, records management, records management system, metadata, and recordkeeping. Records refer to any information created or received and maintained as evidence by an organization or individual. Records management refers to the field of management responsible for efficient and systematic control of the creation, receipt, maintenance, and disposition of records. A records management system is the set of policies, procedures, and tools used to manage records. Metadata refers to the contextual information associated with records, ensuring their authenticity, reliability, and accessibility. Lastly, recordkeeping encompasses the processes and activities involved in creating, capturing, classifying, storing, securing, retrieving, preserving, and disposing of records.

Implementation and Benefits

To implement EN ISO 26595:2011, organizations should establish a comprehensive records management policy based on the principles laid out in the standard. This involves defining responsibilities, establishing procedures for the creation, classification, and access to records, developing adequate storage and retrieval systems, ensuring compliance with legal and regulatory requirements, and regularly monitoring and auditing the system's effectiveness.

By adhering to this standard, organizations can enjoy a range of benefits. Firstly, it enables efficient and streamlined business operations by providing quick and easy access to relevant records. Secondly, it ensures the integrity and authenticity of records, safeguarding against loss, tampering, or unauthorized access. Thirdly, it enhances compliance with legal and regulatory requirements, reducing legal risks and associated costs. Lastly, it supports effective decision-making and knowledge management by providing accurate and timely information.

Conclusion

EN ISO 26595:2011 is a valuable standard that sets forth guidelines for organizations to effectively manage their records. By following these guidelines, organizations can establish robust records management systems that ensure the protection, control, and accessibility of records throughout their lifecycle. Implementing this standard brings a range of benefits, including increased operational efficiency, improved compliance, enhanced data integrity, and better decision-making capabilities. Organizations should consider adopting EN ISO 26595:2011 to optimize their records management practices and drive overall business success.