Have gotten one standard related ISO15489 months ago, but don't know if it is feasible in the company. In my company, management of document & records is so weak, for example, external document control, electronic document control. Normally, system document (3 integrated system) only mentioned how to control procedure, instruction and blank records.

ISO 15489 is Records_management. It's essentially a 'guidance and definitions' document specific to records .

I'm not sure what your question is, but you'll have to give us more details about your existing systems and what you are trying to achieve.

Thanks for your quick reply. I would like to change our procedure - Document & Record control. In the past, we only consider the document and records related to ISO9001(process procedure, working instruction, black form), but normally we have lots of document like HR policies, FI policies, SAP training materials, reporting and records in Shared folder,etc.. are outside the system management. Then I tried to get information from internet to see if any other company can incorporate them into one procedure and got the ISO15489 document. I have no experience in applying this document.
To clear why I want to change, now my company introduced a DB based on Stelent. All staff can introduce their document into this DB, this is really a huge db, we can not search a document easily. As well, we are now facing lots of customer audit like P&G, Cocacola, they required us to provide a clear document system related to site(plant), but not group system. I plan to develop a webpage for the user interface, also for customer. Meanwhile, I need to consider the change of document& records control procedure. This procedure should cover electronic ones like db (SAP, Notes, Access), paper (inside and outside).

I’m not familiar about ISO 15489 but I will speak on ISO 9001 requirements on quality records that I guess the requirement is all the same - includes identification, storage, protection, retrieval, retention, and disposition.

Before we proceed, let’s make distinctions between information and records.

Information
– is knowledge communicated by others or obtained from study and investigation.

Record
– is an object containing information which serves to preserve or perpetuate knowledge of acts, events, facts or ideas.
- is the memory bank of a person or organization

Then think what may happen without records management e.g. loss of record, retrieval difficulties, premature destruction, threat to information security, waste of space, etc.

Now, this is what we do: we control the 1) creation (e.g. forms, reports, correspondences, directives etc), 2) distribution (e.g. inter-company, intra-company, external), 3) processing/use (consider the operating value, administrative, fiscal, legal, historical or research value, etc.), 4) maintenance (files –identification, labeling, define active and inactive status, storage etc), and 5) disposition (transfer, disposal) of records.

Share with you the ISO15489 and pls comment after reading.

Jim posted a link to a ppt. file here (http://elsmar.com/Forums/showpost.php?p=133417&postcount=2).

I have been reading ISO 15489 Pts 1 & 2 quite intensively in recent months - it is worth reading the documents there is some really good advice there - I have attached some documents I found helpful in considering the issue

ISO 15489 Pt 1 - key points I found ..
7. Records Management Requirements
7.1
what records, what form, what metadata,
how to retrieve, use, transmit, organize, make accessible
assess risks - safe and secure environment - business continuity planning and contingency measures - recoverability
retain only as long as needed or required
7.2 Characteristics of a record
structure - business context - links between documents making up a record
authenticity - prove - what it purports to be, that it was created or sent by person purported to have done so, created or sent at time purported
reliability - full and accurate representation
integrity - complete unaltered - must specify if changes are allowed
useability

8. Design & Implement a Record System
8.1
design, document, training, set standards & measure compliance/performance, determine retention - wrt regulatory
convert records to new records systems, formats and controls
8.2
Reliability Integrity Compliance Comprehensiveness Systematic
8.3
Physical storage medium - how long records need to be kept- storage media - disaster preparedness - identify risks and mitigate - integrity during and after recovery from disaster
Conversion & Migration - records should remain authentic, reliable & useable throughout any kind of system change - including format conversion, migration - hardware, operating systems for entire period of retention
Should have audit trails or other method to demonstrate that records were effective protected
Assess existing systems - to measure performance against requirements
Identify strategies for satisfying records requirements
Post Implementation Review - gather information about performance of the records system... ongoing process

10. Monitoring and auditing

Compliance monitoring should be undertaken to ensure that the records systems procedures and processes are being implemented

The regulatory environment may require that external bodies undertake monitoring and auditing

Systems compliance and monitoring should be documented and reports maintained

ISO 15489 Pt 2 - key aspect
3. Strategies, design & implementation

DIRS - Design & Implementation of a Records System

Step A - preliminary investigation - will help define records problems within the organization - assess feasibility and risks of various potential responses

Step B - analysis of business activity - what organization does and how it does it - how records relate to business and its processes - creation, capture, control, storage, access, disposition, - may lead to a business classification system (eg like WesternPort) and map to who which records are produced and received where - Thesaurus of Terms & disposition authority

Step C - identification of requirements for records - list all sources of records, list of all regulatory, business, community requirements to keep records, risk assessment - formal documentation of need to keep records

Step D - assessment of existing systems - inventory, report outlining how systems are meeting requirements for records

Step E- identify strategies for satisfying records requirements - policies, procedures, standards, design new records systems components, implement systems -> list of strategies, model that maps strategies to requirements - report recommending overall design strategy

Step F - design of a records system - design changes to current systems, processes, practices; adapt or integrate technological solutions; determine best way to incorporate any identified changes - this could be quire comprehensive - refer Clause 3.2.7

regards
KerrieAnne aka machrk

:bigwave:

Very useful materials. Could I ask a very basic question?
What is records? what is archive?
http://elsmar.com/Forums/C:\Documents and Settings\bqian\Desktop\图片2.png

Hello to all,

I am new to this forum and for starters, I would like to know if somebody here knows any company or government agency who has or had an ISO 15489 certification...

Anyway, I like the powerpoint presentations and all the links that I got from this forum.

Thanks

othello_rey