What is ISO 23090-1:2021?

ISO 23090-1:2021 is an international standard that provides guidelines for managing digital records in electronic information systems throughout their lifecycle. It was published by the International Organization for Standardization (ISO) to ensure the effective and efficient management of digital records, regardless of the technology or medium used.

Importance of ISO 23090-1:2021

In today's digital age, organizations generate and store a vast amount of electronic records. These records are essential for business operations, decision-making, compliance, and accountability. However, without proper management, these records can be at risk of loss, alteration, or unauthorized access.

ISO 23090-1:2021 is crucial because it provides a framework for organizations to establish policies, procedures, and controls to manage digital records effectively. It outlines requirements for recordkeeping processes, metadata, security, preservation, and access. By implementing this standard, organizations can ensure the authenticity, reliability, integrity, and accessibility of their digital records.

Key Requirements of ISO 23090-1:2021

ISO 23090-1:2021 encompasses several key requirements for the management of digital records:

Policies and Procedures: Organizations must establish clear policies and procedures for creating, capturing, organizing, and maintaining digital records. These policies should align with legal, regulatory, and organizational requirements.

Metadata: Metadata plays a vital role in the management of digital records. It provides context, structure, and information about the records, such as creation date, author, and classification. ISO 23090-1:2021 emphasizes the importance of adopting standardized metadata schemas and ensuring its accuracy, completeness, and consistency.

Security: Digital records are vulnerable to security breaches, including unauthorized access, modification, or destruction. The standard requires organizations to implement appropriate security measures, such as access controls, encryption, and audit trails, to protect digital records from threats.

Preservation: Digital records should be preserved for their intended duration. ISO 23090-1:2021 provides guidance on the selection of preservation formats, media, and strategies to ensure the long-term accessibility and usability of digital records.

Access: Organizations should provide authorized users with timely and efficient access to digital records. This includes considerations for user authentication, searchability, retrieval, and restrictions on access based on privacy, confidentiality, or legal requirements.

Conclusion

ISO 23090-1:2021 is a vital standard for organizations seeking to effectively manage digital records in electronic information systems. By implementing the guidelines set forth in this standard, organizations can ensure the authenticity, reliability, integrity, and accessibility of their digital records throughout their lifecycle. Compliance with ISO 23090-1:2021 not only enhances recordkeeping practices but also mitigates risks and supports overall business objectives.