ISO 15489-1:2016 - Record Management
What is ISO 15489-1:2016 Records Management?
ISO 15489-1:2016 is an internationally recognized standard developed by the International Organization for Standardization (ISO). It establishes a systematic approach for managing records and documenting processes, decisions, transactions, and communications within an organization.
This standard outlines principles and concepts necessary for effective records management and helps ensure that authentic, reliable, and usable records are created, captured, and maintained. ISO 15489 is adaptable across industries and sectors, making it universally relevant.
Implementing ISO 15489-1:2016 is all about achieving excellence in how information is handled, safeguarded, and utilized to meet strategic, operational, and accountability needs.
Requirements of ISO 15489-1:2016 Information and Documentation – Records Management
Contextualization and Governance: Organizations must analyze their environment to define the scope of their records management strategy. This includes assessing legal, regulatory, and business needs.
Policy and Responsibilities: Developing a records management policy that aligns with organizational objectives is essential. The policy should:
- Assign responsibilities,
- Set performance criteria,
- Establish monitoring and evaluation procedures.
Records Creation and Capture: A record should be authentic, reliable, and usable. ISO 15489-1:2016 mandates the incorporation of recordkeeping in business processes to ensure:
- Metadata capture,
- Proper classification,
- Retention scheduling,
- Adequate storage and security.
Integrity and Compliance: Organizations must maintain the integrity and authenticity of records throughout their lifecycle. This includes:
- Applying controls over access and use,
- Protecting records from unauthorized alteration,
- Ensuring retention and timely disposition.
Systems Design and Implementation: Systems for managing records—whether digital or physical—must support accurate documentation. Organizations should implement tools that enable:
- Information retrieval,
- Searchability,
- Preservation.
Benefits of ISO 15489-1:2016 Information and Documentation – Records Management
Compliance: One of the foremost advantages is ensuring compliance with legal and regulatory requirements. This reduces the risk of non-compliance penalties.
Efficiency: An organized records management system improves workflow, reduces duplication, and helps employees find information more quickly.
Decision-Making: Reliable records support data-driven decisions and ensure that management is informed by accurate historical and real-time information.
Security and Risk Mitigation: The standard enforces strict security protocols for managing sensitive data, thereby reducing exposure to data breaches and legal liability.
Transparency: ISO 15489-1:2016 enables organizations to maintain audit trails and proof of transactions, promoting public trust and internal accountability.
Who Needs ISO 15489-1:2016 Records Management?
This standard is relevant to any entity that creates, receives, and manages records, including:
- Government Agencies: To meet regulatory and transparency requirements.
- Corporations: Especially in finance, legal, and healthcare sectors, where documentation is critical.
- Educational Institutions: For maintaining academic and administrative records.
- Non-Profits and NGOs: To demonstrate accountability to stakeholders.
- Small and Medium Enterprises (SMEs): For improving operational efficiency and compliance readiness.
Certification process
- Complete a profiling form to customize a quote for your organization detailing the cost, planning and time required.
- Conduct a pre-audit to determine if your organization already fulfills the requirements for the standard and identify areas for improvement.
- Stage 1 site visit by our auditors to verify the profile submitted during your application and determine your readiness for Stage 2.
- Stage 2 on-site audit by MOODY auditors.
- Propose and implement corrective actions, if any.
- Receive your audit report and certificate from the committee.
Why choose MOODY?
MOODY is a global leader in management systems solutions, having issued various management systems certifications to date. Our dedicated and experienced auditors across the globe can speak your language and help you explore the ISO 15489-1:2016 - Record Management certification initiative with other management systems. We can also act as a one-stop provider for all your quality certification needs by offering bundled product testing and certification services. With the MOODY certification mark, you demonstrate your commitment to delivering quality products and services.