What is BS EN ISO 46485:2013?

BS EN ISO 46485:2013 is a standard that provides guidelines and requirements for the implementation and maintenance of a records management system in any organization. It aims to ensure that records are effectively managed across their lifecycle, from creation or receipt to eventual disposal.

The Purpose of BS EN ISO 46485:2013

This standard is designed to help organizations establish and maintain a systematic approach to managing records. It outlines the key principles, concepts, and processes that should be followed to ensure the integrity, authenticity, and accessibility of records over time. By following these guidelines, organizations can improve efficiency, reduce risks, and enhance decision-making based on reliable and accurate information.

Key Elements of BS EN ISO 46485:2013

BS EN ISO 46485:2013 emphasizes the importance of proper records management and provides a framework for achieving it. Some of its key elements include:

Policies and procedures: Organizations need to establish clear policies and procedures that define how records should be created, organized, accessed, and preserved. These policies should align with the organization's objectives and legal requirements.

Records lifecycle: The standard highlights the different stages of a record's lifecycle, including creation, classification, capture, storage, retrieval, and eventually disposition. Each stage requires appropriate management and controls to ensure the record's value is maintained.

Metadata: BS EN ISO 46485:2013 emphasizes the importance of capturing and managing metadata associated with records. Metadata provides valuable context, such as the record's creator, creation date, and its relationship to other records. This information facilitates efficient retrieval and understanding of records.

Records preservation: The standard provides guidance on how to preserve records for as long as they are required. This includes ensuring proper storage conditions, migration to future formats as necessary, and protection against unauthorized access or alteration.

Benefits of Implementing BS EN ISO 46485:2013

Implementing BS EN ISO 46485:2013 can bring numerous benefits to organizations:

Improved efficiency: By following systematic records management practices, organizations can reduce time spent searching for information, increase productivity, and streamline business processes.

Enhanced decision-making: Reliable and accessible records provide a foundation for informed decision-making. Organizations can rely on accurate and complete information to assess performance, identify trends, and make strategic choices.

Compliance with legal requirements: BS EN ISO 46485:2013 helps organizations meet legal obligations related to records management, such as data protection, privacy, and retention requirements.

Mitigation of risks: Well-managed records minimize the risks associated with lost, altered, or falsified information. Effective records management supports auditability, accountability, and transparency.

BS EN ISO 46485:2013 is a valuable tool for organizations looking to establish a comprehensive records management system. By following its guidelines and requirements, organizations can improve their operations, ensure regulatory compliance, and harness the power of information for better decision-making.