PUTTING ISO 15489 TO WORK FOR YOUR BUSINESS
ISO 15489 provides an effective roadmap for records and information management success through a two-part series: ISO 15489-1 and ISO/TR 15489-2. ISO 15489-1 (Part 1) gives an overview of records management and guidance on how companies can design and implement a quality records management system. ISO/TR 15489-2 (Part 2) is a technical report that gives specific guidelines that will help ensure a quality records management program. It also discusses recommended processes for implementing a system that meets the requirements in Part 1.
The first step in making ISO 15489 a reality in any organization is to obtain the actual guidelines, which are available through the Association of Records Managers and Administrators (ARMA) website at www.arma.org or through ISO's website at www.iso.org. There are two volumes (Part 1 & Part 2), each of which costs approximately $70.
Implementing ISO 15489 seems like a daunting task, but is quite simple when it's broken down into eight key steps:
- preliminary investigation;
- analysis of business activity;
- identification of new records management requirements;
- assessing integration of existing systems;
- defining new records strategies;
- records system design;
- system implementation; and
- review of new system implementation.
1) Preliminary investigation
This involves understanding and assessing an organization's role and purpose within applicable environments and markets.
2) Analysis of business activity
Take an in-depth look at an organization's internal structure, processes and activities. The goal is to get a clear understanding of how the company's records and information are created and utilized throughout the specific business process within the organization.
3) Identification of new requirements
The background gained in steps one and two provides the foundation for identifying what influencing factors affect the creation and maintenance of records in an organization. These requirements can vary, depending on a company's processes and legislative responsibilities and regulations. Compile a list of priorities as well as regulations and compliance issues to address during the RIM redesign process.
4) Assessing integration of existing systems
From an informal "fetch and file" system to a complex program, virtually all companies have some form of records management in place. By assessing existing systems, one can determine what older processes a company needs to integrate with newly created processes.
5) Defining new records strategies
Once all requirements and priorities have been identified, develop a company-wide strategy that incorporates policies, standards and practices that address all needs. In developing strategies for records system design and implementation, remember these key characteristics of a records system:
- Reliability - accuracy and immediacy of recordkeeping
- Integrity - control systems, especially with respect to electronic record-keeping
- Compliance - regulatory expectations
- Comprehensiveness - covering the complete range of business activities
- Systematic creation and maintenance - policies and formal methodologies
6) Records system design
Now it is time to design a records management system that incorporates best practices and, most importantly, mirrors an organization's requirements. Beyond considering all the data generated, the organization's size, its available resources and geographical dispersal must also be considered.
7) System implementation
Implement in easy-to-manage stages, each with an appropriate consultation period to ensure that the new system reflects the needs of its users, as well as the standard's requirements. This involves reconstructing the existing systems to meet the new criteria or phasing them out. Since the new system will have direct impact on staff, it's essential to conduct comprehensive training at this stage.
8) Review new system implementation
Once implemented, ensure all systems are working as designed, all records are accounted for, and that the entire staff has a thorough understanding of how this new system operates on a daily basis. Remember that reviewing, improving and monitoring should be continual parts of every records management program.
Be patient, as it's not uncommon for the entire implementation process to take 3-5 years. Adopting ISO's prestigious reputation to your records management practices is well worth the time and effort. Let the professionals at SYSTEC help make ISO 15489 a reality in your organization.