What is EN ISO 27351:2011?

Introduction

The EN ISO 27351:2011 is a standard that provides guidelines and requirements for the development and implementation of document management systems in organizations. This standard is designed to ensure that documents are produced, controlled, and managed in an efficient and effective manner.

The purpose of EN ISO 27351:2011 is to establish a framework that helps organizations improve their document management processes, reduce errors, increase productivity, and maintain compliance with legal and regulatory requirements.

Main Features of EN ISO 27351:2011

EN ISO 27351:2011 outlines several key features that are crucial for the successful implementation of a document management system. These include:

Document Identification and Classification: The standard emphasizes the importance of accurately identifying and classifying documents. This ensures that documents are stored and retrieved efficiently and enables easy access for authorized users.

Document Control: EN ISO 27351:2011 highlights the need to establish clear procedures for document control. This involves defining who can create, modify, review, approve, and distribute documents. It also includes version control and change management processes.

Document Retention and Disposal: The standard provides guidelines on how long different types of documents should be retained and when they should be disposed of. This helps organizations comply with legal and regulatory requirements while minimizing storage costs and risks associated with keeping unnecessary documents.

Document Access and Security: EN ISO 27351:2011 stresses the importance of ensuring document security and controlling access to sensitive information. It recommends implementing measures such as user authentication, access controls, and encryption to protect documents from unauthorized access or alteration.

Benefits of Implementing EN ISO 27351:2011

The implementation of EN ISO 27351:2011 can bring several benefits to organizations:

Improved Efficiency: By establishing clear document management processes, organizations can streamline their operations and reduce time wasted searching for information.

Enhanced Accuracy and Consistency: The standard helps minimize errors in document creation, revision, and distribution, leading to improved accuracy and consistency across different departments or teams.

Better Compliance: EN ISO 27351:2011 ensures that organizations meet legal and regulatory requirements related to document management, reducing the risk of penalties, fines, or legal action.

Increased Collaboration: Effective document management improves collaboration by providing a central repository for documents and facilitating version control and commenting.

Reduced Costs: Implementing EN ISO 27351:2011 allows organizations to minimize physical storage space, eliminate paper-based processes, and reduce the risk of lost or misplaced documents.

In conclusion, EN ISO 27351:2011 is a valuable standard that provides guidelines for organizations to establish efficient and effective document management systems. By implementing this standard, organizations can improve their operations, increase productivity, and ensure compliance with legal and regulatory requirements.