What is BS EN ISO 15685:2021?

Introduction

BS EN ISO 15685:2021 is a technical standard that provides guidelines and requirements for the development, implementation, and maintenance of electronic records management systems (ERMS). This standard was developed by the International Organization for Standardization (ISO) in collaboration with the British Standards Institution (BSI).

Scope and Objectives

The primary objective of BS EN ISO 15685:2021 is to ensure the authenticity, integrity, and reliability of electronic records throughout their lifecycle. It sets out principles and requirements for the management of records, including the capture, organization, retrieval, and preservation of records in both physical and digital formats.

This standard is applicable to organizations of all sizes and domains, regardless of the nature of their business or the types of records they manage. It can be used as a standalone document or integrated into existing quality management systems.

Key Requirements

BS EN ISO 15685:2021 outlines several key requirements that organizations need to fulfill in order to achieve compliance:

Access Control: Organizations must implement appropriate access controls to prevent unauthorized access, alteration, or destruction of records. This includes user authentication, user authorization, and audit trails.

Metadata Management: Metadata plays a crucial role in the effective management of electronic records. The standard requires organizations to define and implement metadata schemas that capture essential information about records' context, content, and structure.

Storage and Preservation: Electronic records must be stored in a secure and accessible manner. This includes proper backup procedures, disaster recovery plans, and regular integrity checks to ensure that records remain usable and trustworthy over time.

Migration and Conversion: As technology evolves, organizations may need to migrate or convert electronic records from one system to another. The standard provides guidelines for ensuring the ongoing availability, usability, integrity, and authenticity of records during such processes.

Monitoring and Continuous Improvement: Compliance with BS EN ISO 15685:2021 is an ongoing effort. Organizations should establish monitoring mechanisms, conduct regular audits, and continuously improve their electronic records management systems to address any deficiencies or emerging risks.

Conclusion

BS EN ISO 15685:2021 is a comprehensive standard that helps organizations establish robust electronic records management systems. By adhering to its guidelines and requirements, organizations can ensure the reliability, authenticity, and accessibility of their records throughout their lifecycle. Compliance with this standard not only improves regulatory compliance but also enhances efficiency, accountability, and decision-making within organizations.

As technology continues to advance, the effective management of electronic records becomes increasingly critical. It is therefore vital for organizations to embrace standards such as BS EN ISO 15685:2021 to stay ahead in today's digital age.