ISO 15489: A Change for the Better

A sound records management program ensures sound business practices. There's no better way to implement a successful records management program than by using a standard that's embraced worldwide: ISO 15489.

ISO 15489: Information and Documentation-Records Management is the global benchmark for quality records management practices. Published in October 2001 by the International Organization for Standardization (ISO), this guide standardizes policies and procedures to ensure that appropriate attention is given to all records within an organization, and that the evidence and information they contain can be retrieved more efficiently and effectively.

Since its 2001 inception, many U.S. and worldwide companies representing a vast number of industries have adopted ISO 15489 and reaped the benefits of improved records management. According to Intel CEO Craig R. Barrett, featured in the February 2005 issue of ISO Focus magazine, "Companies that embrace standards that have been globally adopted and reflect worldwide consensus are in the best position to succeed because they are able to create world-class products based on high-quality standards."

This international standard is not only used on a company-wide level; entire countries are adopting it to organize critical data and improve operations.

Why Implement ISO?

The ISO 15489 standard forces businesses to examine procedures and improve the way they manage crucial records and information. It demonstrates a drive towards constant improvement and a commitment to maintaining the most effective and efficient information management program.

An effective records management system can prevent a negative domino effect on an organization. For instance, the official closing of the Millennium Dome in London took more than 12 months because of the absence of adequate records. A legally binding contract could not be found for 129 suppliers that had submitted invoices totaling more than $78,000 U.S. between October 1998 and September 2000. Consuming $981 million U.S. of England's national lotterymoney, this project embarrassed the British government. ISO 15489 can prevent losses like this by demonstrating how vital controls, checks and balances can be put into place.

Organizations that have implemented the standard have realized valuable benefits. First, it measures the relative effectiveness of a records management program against a widely supported international standard. Also, by adopting ISO processes, management often becomes more aware of the benefits that an improved records management program can offer, which leads to more established, consistent methodology and clearly defined RIM functions. ISO 15489 can also help organizations establish programs or update records management related job descriptions. Plus, it's applicable to any size business, since all sound records programs should have similar components and outcomes.

Another clear benefit of this worldwide standard is protection. Having an ISO-compliant records management system provides continuity in the event of a business disaster. It can also help organizations uphold their reputation and regulatory responsibilities, and avoid costly litigation or counter litigation.

An organization that makes a commitment to implementing ISO into its business' practices sends a clear message to clients, employees and stakeholders that it is dedicated to quality records management on all levels. This builds trust, as it ensures that vital information is organized and secure.