What is EN ISO 27257:2011?

EN ISO 27257:2011, also known as the International Standard for Document Management Systems – Fundamentals and Vocabulary, is a technical standard that provides guidelines and terminology for managing documents within an organization. This standard was developed by the International Organization for Standardization (ISO) and is applicable to organizations of all sizes and sectors.

Understanding the Purpose

The main purpose of EN ISO 27257:2011 is to assist organizations in establishing and maintaining effective document management systems. It offers a comprehensive framework that covers various aspects such as document creation, approval, distribution, storage, retrieval, and disposal. The standard aims to ensure that organizations can effectively manage their documents throughout their lifecycle, from creation to final disposition.

Key Requirements of the Standard

EN ISO 27257:2011 outlines several key requirements that organizations should consider when implementing a document management system. These requirements include:

Document Control: Organizations must establish clear procedures for document control, including version control, review processes, and accessibility.

Information Security: The standard emphasizes the need for organizations to protect sensitive information and ensure its confidentiality, integrity, and availability.

Records Management: EN ISO 27257:2011 provides guidance on how organizations should manage records, including their preservation, retrieval, and disposal.

Continual Improvement: Organizations are encouraged to regularly review and improve their document management systems to ensure efficiency and effectiveness.

Benefits of Implementing EN ISO 27257:2011

Adopting EN ISO 27257:2011 can bring several benefits to an organization:

Improved Efficiency: By establishing standardized processes for document management, organizations can streamline operations and reduce duplication of efforts.

Enhanced Compliance: Implementing this standard can help organizations meet regulatory requirements and demonstrate compliance during audits.

Reduced Risk: A well-implemented document management system can mitigate risks associated with document loss, unauthorized access, or incorrect information.

Increased Collaboration: By facilitating easy access to documents and fostering effective communication, EN ISO 27257:2011 can promote collaboration among team members.

In conclusion, EN ISO 27257:2011 provides a comprehensive framework for organizations to establish and maintain effective document management systems. By adhering to the standard's guidelines, organizations can improve efficiency, enhance compliance, reduce risk, and foster collaboration across teams.