BS EN ISO 30310:2019, also known as "Information and Documentation - Principles and Functional Requirements for Records in Electronic Office Environments," is a technical standard that provides guidelines for managing records in electronic office environments. This standard was developed by the International Organization for Standardization (ISO) and the European Committee for Standardization (CEN). It aims to ensure that records are created, organized, maintained, and preserved in a way that supports business activities and legal requirements.
Scope and Objectives
The scope of BS EN ISO 30310:2019 covers various aspects of records management, including the creation, capture, classification, access, retrieval, storage, preservation, and disposal of records in electronic office environments. The standard provides a comprehensive set of functional requirements for managing electronic records effectively throughout their lifecycle. Its primary objective is to establish consistency and interoperability in managing records across organizations and systems.
Main Elements of BS EN ISO 30310:2019
BS EN ISO 30310:2019 outlines several key elements that organizations should consider when implementing records management in electronic office environments:
Policy and strategy: This element emphasizes the importance of establishing clear policies and strategies for records management, including roles and responsibilities, compliance with laws and regulations, and assessment of risks.
Planning and analysis: It involves analyzing and understanding an organization's business activities, processes, and information needs to determine the requirements for managing records effectively.
Metadata management: This element focuses on the creation and management of metadata associated with electronic records, such as provenance, context, and content characteristics. Metadata plays a critical role in ensuring the authenticity, integrity, and reliability of records.
Storage and preservation: It addresses the storage, backup, and preservation of electronic records to ensure their long-term accessibility and usability. This element includes considerations for migration, conversion, and media refreshment.
Access and retrieval: This element outlines requirements for providing authorized access to electronic records and ensuring efficient retrieval based on authorized user needs, search capabilities, and security measures.
Benefits of BS EN ISO 30310:2019
Implementing BS EN ISO 30310:2019 brings several benefits to organizations:
Consistency: The standard provides a consistent framework for managing records across different systems, departments, and locations within an organization.
Compliance: By adhering to this standard, organizations can ensure compliance with legal, regulatory, and industry-specific requirements regarding records management.
Efficiency: Effective records management facilitates better decision-making, reduces duplication of efforts, streamlines processes, and improves overall operational efficiency.
Risk mitigation: Proper recordkeeping helps mitigate legal, financial, and reputational risks by ensuring accurate and reliable information is available when needed.
Long-term accessibility: With proper storage and preservation practices, electronic records remain accessible and usable for the required retention period, eliminating potential loss or data degradation.
In conclusion, BS EN ISO 30310:2019 sets the standards for managing records in electronic office environments. By following its guidelines, organizations can streamline their recordkeeping processes, ensure compliance, mitigate risks, and improve overall efficiency in managing electronic records.
Nina She