What is EN ISO 12836:2012?

EN ISO 12836:2012 is a professional technical standard that provides guidelines for electronic document management and long-term preservation. It was published by the International Organization for Standardization (ISO) and the European Committee for Standardization (CEN). This standard specifies a framework for creating, managing, and preserving electronic documents in a way that ensures their authenticity, integrity, and accessibility over time.

The Importance of EN ISO 12836:2012

EN ISO 12836:2012 is crucial in today's digital age where organizations and individuals rely heavily on electronic documents. With the proliferation of electronic records, it becomes necessary to have proper standards in place to ensure their longevity and usability. This standard helps organizations establish best practices for managing their electronic documents throughout their lifecycle, from creation to disposition.

Key Elements of EN ISO 12836:2012

EN ISO 12836:2012 covers various aspects of electronic document management and long-term preservation. One of the key elements is the establishment of a metadata schema that provides essential information about the document, such as its title, author, creation date, and file format. This metadata is crucial for identifying, organizing, and retrieving documents in the future.

Another important aspect is the use of open formats for document storage, ensuring that the documents can be accessed and displayed without dependence on proprietary software or technology. This helps prevent obsolescence and ensures the long-term accessibility of the documents.

Benefits of Implementing EN ISO 12836:2012

Implementing EN ISO 12836:2012 brings several benefits to organizations. Firstly, it improves information governance by providing a standardized approach to document management. This helps maintain compliance, reduce the risk of document loss or corruption, and enhance operational efficiency.

Secondly, it supports long-term digital preservation, ensuring that important historical records and cultural heritage can be accessed and utilized for generations to come. By adopting the standard's guidelines, organizations can guarantee the authenticity and integrity of their electronic documents, making them suitable for legal, administrative, and research purposes.

Lastly, EN ISO 12836:2012 fosters interoperability by promoting the use of open standards and formats. This facilitates the exchange and sharing of documents between different systems and platforms, enabling seamless collaboration and information flow.