ISO Standards 30301 & 30302: Management Systems for Records

Introducing ISO standards 30301 & 30302: Management systems for records

Management Systems and Management System Standards (MSS) A management system is a set of interrelated or interacting elements of an organization to establish policies and objectives, as well as processes to achieve those objectives A management system standard is a group of ISO standards sharing a specific way to implement management systems based on continual improvement. The first and more well-known among them is ISO 9001 ISO 30301 and ISO 30302 are the standards for implementing a management system for records

Management system for records (MSR) MSR is a set of interrelated or interacting elements of an organization to establish policies and objectives, and processes to govern records It is a governance framework for creating, capturing and managing authoritative records aligned with the general strategy of the organization

Standards in the series ISO 30301: 2019. Management systems for records - Requirements is the core standard, containing the requirements for implementing the governance framework. Each requirement is stated in a way that could be easily verified for conformity. Requirements are described in different sections. ISO 30302:2022 Management systems for records - Guidelines for implementation gives guidance for the implementation of an MSR compliant with ISO 30301. It describes the activities to be undertaken when designing, implementing and monitoring an MSR. ISO 30300:2020 Records management - Core concepts and vocabulary contains terms and definitions that are relevant to the core concepts of the records management domain.

Key concepts in the standard The management system standard approach for records includes: To integrate records as part of the strategic objectives To link the overall management system to the operational records activities To implement a systematic framework for continual improvement To commit top management to provide the appropriate leadership, funds and people

Benefits of MSR implementation a) Uses an internationally accepted model to establish and implement records policy and objectives. b)Integrates a risk assessment approach c) Promotes continual improvement through the assessment of performance measures and the implementation of auditing processes d)Allows easy conformity assessment and independent third-party certification e) Integrates use with other commonly used MSS

Requirements for implementing an MSR 1 Analyzing the context of the organization including internal and external aspects, the needs and expectations of interested parties and general requirements for records Ensuring the leadership and commitment of the top management through a records policy and the assignment of organizational roles, responsibilities and authorities Planning the objectives and the form to achieve them, taking into account the risks and opportunities

Requirements for implementing an MSR 2 Establishing operational control, starting with determining the records to be created for each business process and designing and implementing records processes, systems, and controls Evaluating systematically the performance through continuous monitoring, analysis and evaluation of the obtained data; internal formal audits and periodical revision by top management Improving the system by detecting and studying non-conformities and implementing corrective actions

Supporting guidance ISO 30300 series is closely related with a suite of existing standards on records management good practices. ISO 15489 is the foundational standard about concepts and principles Other records management standards can be found here: https://www.iso.org/committee/48856/x/catalogue/p/1/u/0/w/0/d/ 0 9

MSR and conformity assessment Requirements of MSR can be assessed by an independent third party. This is popularly known as certification The conformity assessment process (certification) is performed by auditing and certification bodies, which offer their services in the market ISO/IEC TS 17021-14:2022 Conformity assessment - Requirements for bodies providing audit and certification of management systems Part 14: Competence requirements for auditing and certification of management systems for records is the standard used by the auditing and certification bodies The accreditation bodies of each country are the regulators of the auditing and certification bodies