ISO 19223:2016 is a standard that defines the requirements for a document management system within an organization. It provides guidance on establishing, implementing, maintaining, and continually improving the system.
Key Concepts and Definitions
The standard introduces several important concepts and definitions which are essential to understanding ISO 19223:2016.
Document:
A document can be any recorded information, regardless of its format or medium. It includes electronic documents, such as emails and web pages, as well as physical documents, like papers and files.
Document Management System (DMS):
An organized and controlled set of activities used to create, review, approve, distribute, store, retain, and dispose of documents effectively and efficiently throughout their lifecycle.
Document Lifecycle:
The stages through which a document progresses, from creation to disposal. This includes processes such as document creation, revision, approval, control, distribution, and ultimately, disposal.
Benefits of Implementing ISO 19223:2016
Adopting ISO 19223:2016 brings a range of benefits to organizations:
Improved Document Control:
The standard ensures a systematic approach to document control, reducing the risk of using outdated or inaccurate information. It establishes procedures for version control, access control, and change management.
Enhanced Efficiency and Productivity:
A well-implemented DMS streamlines document-related processes, leading to increased efficiency and productivity. Users can easily search for and retrieve documents, collaborate effectively, and avoid duplication of effort.
Enhanced Compliance:
ISO 19223:2016 aligns organizations with legal, regulatory, and contractual requirements. By having a robust document management system in place, businesses can easily demonstrate compliance during audits and inspections.
Implementation of ISO 19223:2016
Organizations can follow these steps to implement ISO 19223:2016:
1. Establish the Scope:
Determine the scope of the document management system, considering factors such as departments, processes, and types of documents involved.
2. Identify Document Requirements:
Identify the organization's document requirements, including creation, revision, control, distribution, retention, and disposal.
3. Develop Document Management Procedures:
Create clear procedures for document creation, review, approval, control, distribution, and disposal. Ensure that these procedures are aligned with the organization's objectives.
4. Implement the DMS:
Roll out the document management system throughout the organization. Provide training to employees on how to use the system effectively.
5. Monitor and Continually Improve:
Regularly assess the effectiveness of the document management system. Use feedback and performance indicators to identify areas of improvement and implement necessary changes accordingly.
Implementing ISO 19223:2016 requires commitment from all levels of an organization. However, the benefits outweigh the effort, leading to better document control, improved efficiency, and enhanced compliance.
Nina She