What is ISO 55236:2018?

ISO 55236:2018 is a professional technical standard that provides guidelines and requirements for effectively managing information within an organization. The standard focuses on the creation, maintenance, and use of records to support business processes and meet legal, regulatory, and organizational requirements.

Key Elements of ISO 55236:2018

The ISO 55236:2018 standard emphasizes several key elements that are essential for a successful information management system:

Identification and classification of records

Record creation and capture

Records management policies and procedures

Storage, retrieval, and preservation of records

Disposal and retention of records

Protection and security of records

Monitoring, measuring, and improving the recordkeeping system

These elements are designed to ensure that records are appropriately managed throughout their lifecycle, from their creation or receipt to their eventual disposal or preservation as archives.

Importance of ISO 55236:2018

Implementing ISO 55236:2018 brings several benefits to organizations:

Better organization and access to information: The standard provides guidelines for consistent classification and indexing, making it easier to locate and retrieve records when needed.

Compliance with legal and regulatory requirements: By following the standard's recommendations, organizations can ensure that they meet legal obligations related to recordkeeping and data protection.

Enhanced efficiency and productivity: A well-structured and documented information management system enables employees to find information quickly, reducing time wastage and improving overall efficiency.

Reduced risk of information loss: ISO 55236:2018 promotes appropriate storage, backup, and disaster recovery measures, minimizing the risk of data loss or destruction.

Implementing ISO 55236:2018

Implementing ISO 55236:2018 requires a systematic approach. Organizations should start by conducting a thorough assessment of their current recordkeeping practices and identifying any gaps or areas for improvement. Based on the assessment, they can develop and implement policies and procedures that align with the standard's requirements.

Training employees on the new processes and providing ongoing support is crucial for successful implementation. Regular audits and reviews should also be conducted to ensure compliance and identify opportunities for continuous improvement.

By adopting ISO 55236:2018, organizations can establish efficient and reliable information management systems, leading to improved productivity, reduced risk, and better decision-making based on accurate and accessible records.