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ISO 15489 | IRMS


 

Co je to Information & Records Management

Spisová služba a správa informací a záznamů (především dokumentů) obecně je jedním z klíčových podpůrných procesů všech organizací státní a veřejné správy. Efektivita správy dokumentů, záznamů a informací je proto jedním z klíčových faktorů efektivity celého úřadu či organizace. Současně je třeba vzít na vědomí, že ve státní a veřejné správě jsou základní parametry provádění správy dokumentů upraveny legislativou, zejména pak zákonem 499/2004 Sb., o archivnictví a spisové službě, a souvisejícími předpisy.

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Co je to Information & Records Management?

Spisová služba a správa informací a záznamů (především dokumentů) obecně je jedním z klíčových podpůrných procesů všech organizací státní a veřejné správy. Efektivita správy dokumentů, záznamů a informací je proto jedním z klíčových faktorů efektivity celého úřadu či organizace. Současně je třeba vzít na vědomí, že ve státní a veřejné správě jsou základní parametry provádění správy dokumentů upraveny legislativou, zejména pak zákonem 499/2004 Sb., o archivnictví a spisové službě, a souvisejícími předpisy.

Předmětem auditu je přezkoumání systému správy záznamů a informací v organizaci. Kontrola bude provedena proti požadavkům standardu ISO/IEC 15 489 – Records Management, který představuje ideovou základnu pro většinu národních i evropských norem (NSESSS, MoReq). Postup a zaměření provádění kontroly respektuje jak národní specifika (národní legislativa, aspekty národního prostředí v elektronických systémech, atp.), tak problematiku a zvláštnosti prostředí státní správy.

3 steps to ISO 15489 Certification

For a more detailed list of the usual steps needed to get certified to the ISO quality standard, please contact us. Briefly, though, here’s what you’ll need to do. Basically, there will be four major steps in your ISO certification process.



  • Internal Audit

    TAYLLORCOX assessment show you how close you are to being ready for an ISO 15489 certification.

  • Training

    Your staff will require training (Internal Auditor, Manager). It is dependent on their responsibilities.

  • Certification

    During an ISO audit, the auditor(s) will examine your organisation records and will talk with your people.

More information

ISO 15489 calls out eight main benefits as a results of record classification:

User Permissions. User permissions or access controls is applied to allowed actions which will be performed on teams of records.

Consistent Naming. The organization provides the structure and methodology for making consistent record names. This ensures an accurate grouping of connected records over time, avoiding gaps that will occur as language will evolve or be obsoleted.

Distributing Records For Action. Again, the grouping of records lets U.S.A. distribute or send all files to somebody. In AN electronic system, somebody may be notified a couple of set of records ANd sent an electronic link that provides them access to those records.

Security and Access applied to teams. once records area unit classified along, access security is simply related to the instrumentality that holds a bunch of records. Retrieve and determine Similar Records. As a result of classification aggregates teams of documents along, it's possible to quickly determine all records that belong to a such as perform or activity.

Distributed Management Responsibility. as a result of records mass in teams, several records can even be acted on at a bunch level, instead of a private record level.

Scheduling of Retention and Disposition. usually classification of a document as a record can straightaway associate a retention arrange and disposition action for the record. Logically grouping records via classification simplifies this task.


:: 95% of references are to records less than 3 years old.
:: 90% of records, once filed, are never referred to again.
:: Large organisations lose a document every 12 seconds.
:: Active files typically grow at a rate of about 25% annually.
:: Paperwork is the largest overhead expense in any organization.
:: Computer users spend 7.5% of their time on a PC looking for files.
:: Office workers can waste up to two hours a day looking for misplaced paperwork.
:: At any given time, between 3 and 5 percent of an organisation’s files are lost or misplaced.
:: 30% of paperwork is useless and could be eliminated; and 37% of photocopies made are unnecessary.
:: Managers spend an average of 4 weeks a year searching for or waiting on misfiled, mislabeled, untracked, or “lost” information.
:: The average cost of recreating a one-page document is $180, Companies typically misfile 2% to 7% of their paper and electronic records.
:: 67% of data loss is directly related to user blunders, making them 30 times more menacing than viruses and the leading cause of data loss.
::Two thirds of records in organizations without records management may be removed from offices and either destroyed as being obsolete or transferred to lower-cost offsite facilities.

TAYLLORCOX is member of Information and Records Management Society (IRMS) leading association for all those engaged in either the management, governance or use of information.



FAQ: IS0 15489 Certification 

  What is records management?
Records management is a process for the systematic management of all records and the information or data that they contain. Traditionally these were held on paper, or more recently on microfilm or fiche, but are now held increasingly within electronic systems.

The core concept is the life cycle of information, which sees information having a series of phases from creation to final disposition either through a controlled destruction process or being added to the long-term or permanent record (the archive).
  Why is ISO 15489 Records Management important?

Whilst each set of practices may seem to be based upon a common sense approach, an uncoordinated approach to managing the records could lead to:

:: Inefficient use of staff time

:: Loss of institutional memory

:: Failure to comply with legislation

:: Poorly informed decision-making

:: Risks to institutional accountability

  How is MoReq® related to ISO 15489?
ISO 15489 is the most influential standard in records management internationally. Determining the information that must be managed as records is only the first of the records management processes it identifies.

MoReq2010® is a specification for defining a records system expressed as a modular set of requirements. It adds a level of specificity in how these processed should be carried out.
  How does records management relate to the Data Protection Act?
The Data Protection Act applies to personal information relating to living individuals. The gathering, storage and processing of that data has to conform with a number of principles including its gathering and retention for specific purposes, the secure retention of the data, the ability to recover it when a Data Subject submits a request, and ensuring that it is kept for no longer than is necessary for the purpose for which it is held. Good records management policies and procedures will ensure that there is compliance with the Act.
  What is the Information and Records Management Society?
The Information and Records Management Society is the foremost professional association for all information professionals, regardless of their professional or organisational status or qualifications.
 
 
 
 
 

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