The Importance of Effective Records Management for Organizations
Have you ever purchased fried snacks only to be surprised to find them wrapped in important documents such as diplomas, family cards, or even other critical papers? While such a situation might elicit a chuckle, it also serves as a stark reminder of the paramount importance of sound records management. Without proper management, your valuable documents could end up in unforeseen places.
Effective records management is a crucial component in supporting an organization’s sustainability in conducting its business processes. Records not only serve as evidence of business activities but also as strategic information assets that can foster efficiency, accountability, and business continuity when properly managed. To ensure optimal records management, organizations can refer to international standards such as ISO 30301:2019 and ISO 15489:2016, which provide guidelines and a framework for records management tailored to organizational needs.
What is ISO 30301:2019?
ISO 30301:2019 is an international standard for a Management System for Records. These standard outlines requirements that can assist organizations in designing, implementing, and maintaining an effective and efficient records management system.
Steps for Implementing ISO 30301:2019
In implementing ISO 30301, organizations need to formulate a policy for records management, starting with:
- Commitment from top management articulated in a records policy;
- Provision of necessary resources for the implementation of the records management system, including but not limited to human resources, infrastructure, finance, and other available resources;
- Establishment of records management policies;
- Provision of a records system to support records management; and
- Evaluation of the records management system’s performance to ensure its effective and efficient implementation.
What is ISO 15489:2016?
Unlike ISO 30301, which is a standard for a Records Management System, ISO 15489:2016 provides guidelines for records management within organizations, encompassing processes such as creation, storage, loan/use, maintenance, and disposition.
Key Aspects in ISO 15489:2016
- Records Creation Organizations must ensure that records created possess characteristics of authenticity, reliability, and integrity. Records creation in each organization can refer to applicable official correspondence regulations.
- Records Classification and Filing Organizations need to ensure that created records are grouped according to their subject matter, given identification that describes their content, and classified according to their content.
- Records Storage Organizations must ensure that records are stored in adequate storage facilities and spaces that guarantee readability throughout their retention period.
- Records Disposition Records disposition must be carried out in accordance with classification provisions and records retention schedules, and with appropriate records disposition methods.
Key Aspects in Implementing Records Management
Implementing ISO 30301 and ISO 15489 standards requires special attention to various aspects to ensure effective and efficient records management. Both standards provide a comprehensive framework for records management, both in terms of the management system and operational practices. Some aspects that need consideration when implementing these two standards include:
- Leadership and Commitment Top management must demonstrate full support by establishing records policies, ensuring the availability of necessary resources, and promoting the importance of records management.
- Policies and Objectives Organizations must define clear records policies and measurable objectives to ensure all records activities align with business goals and operational needs.
- Establishing Records Classification and Retention Periods Organizations must establish records classification and retention periods as a guide for managing and storing records.
- Records Management Operations Records must be managed from creation to disposition, including filing and classification, storage, maintenance, and destruction.
- Performance Evaluation Regularly evaluate the implementation of the records management system through internal audits and management reviews to ensure effectiveness and conformity with the standards.
Benefits of Implementing ISO 30301 and ISO 15489 for Organizations
The implementation of ISO 30301 and ISO 15489 standards can provide various strategic benefits for organizations, including reducing the risk of losing important information required by the organization and ensuring that records are managed in accordance with applicable national and international regulations and requirements.
Through the adoption of international standards like ISO 30301:2019 and ISO 15489:2016, organizations can ensure that records are managed systematically and in a structured manner. By adopting best practices from both standards, organizations not only protect their information assets but also enhance efficiency, accountability, and competitiveness in the long run. Therefore, sound archival management should be an integral part of an organization’s strategy to achieve sustainable business objectives.
Written by Satrio Adhi Pradana – Lead Consultant GRC Robere & Associates (Indonesia), 2025
For those who wish to discuss further and explore the latest information on records management systems based on ISO 30301 & ISO 15489, Robere & Associates s ready to assist. Contact us now!
