What is EN ISO 19647:2014?

EN ISO 19647:2014 is a technical standard that provides guidelines for the management of electronic documents and records in any organization. It sets out the requirements for creating, maintaining, and preserving electronic records while ensuring their authenticity, integrity, and reliability.

Why is EN ISO 19647:2014 important?

In today's increasingly digital world, organizations generate and handle vast amounts of electronic information. Proper management of electronic documents and records is crucial for efficient business operations, compliance with legal and regulatory requirements, and safeguarding valuable information.

The use of EN ISO 19647:2014 helps organizations establish policies, procedures, and processes to ensure the effective capture, storage, access, retrieval, and disposal of electronic records. It also provides a framework for the implementation of technologies and systems to support these activities.

Key principles of EN ISO 19647:2014

The standard incorporates several key principles to guide organizations in managing electronic documents and records:

Authenticity: The assurance that electronic records are what they claim to be, providing evidence of their origin, context, and integrity.

Accountability: The ability to trace and attribute actions within an electronic records management system, ensuring responsibility for the creation, modification, or deletion of records.

Accessibility: Ensuring that authorized individuals can retrieve electronic records promptly and efficiently when needed.

Reliability: The confidence in the accuracy, completeness, and consistency of electronic records throughout their lifecycle.

Preservation: The long-term retention of electronic records in a format that ensures their availability, readability, and usability.

Benefits of implementing EN ISO 19647:2014

Adopting EN ISO 19647:2014 brings several benefits to organizations:

Compliance: By following established guidelines, organizations can ensure compliance with legal, regulatory, and industry requirements regarding the management of electronic documents and records.

Efficiency: Properly managed electronic records improve efficiency by facilitating easier access, retrieval, and sharing of information. This leads to streamlined workflows and better decision-making processes.

Risk Mitigation: EN ISO 19647:2014 helps reduce the risk of data loss, unauthorized access, and tampering by providing controls and security measures for electronic records.

Cost Savings: Effective records management reduces storage costs associated with paper records, minimizes the time spent searching for information, and mitigates the potential costs of non-compliance or litigation due to poor record-keeping practices.

Enhanced Reputation: Organizations that demonstrate strong electronic records management practices build trust and credibility among stakeholders, including clients, employees, and regulators.

In conclusion, EN ISO 19647:2014 is a valuable standard that ensures proper management, preservation, and accessibility of electronic documents and records. Its implementation brings numerous benefits to organizations in terms of compliance, efficiency, risk mitigation, cost savings, and reputation enhancement.