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There are many record management standards that have been set by the state and federal governments. The two that we will discuss here are the record management standards ISO 15489 and MoReq2.
ISO 15489 works to provide context as to what is required of a business during the process of a record management audit. MoReq2 fits in by providing a specific and comprehensive set of guidelines record systems and management. An understanding of both standards is imperative for businesses of all sizes.
Records Management Standard ISO15489
ISO 15489, is the first international standard devoted to records management, it provides a comprehensive and practical basis for auditing full and partial records management programs. Shown below is a checklist of the documentation required when undergoing a records management audit:
That’s a lot of documents to keep track of, along with these documents it is important equally important to keep in mind how long you are supposed to retain each document.
When keeping track of all these documents it becomes beneficial to have a document storage plan, offsite storage and cloud storage are an easy way to manage record retention as they both include organizational and protective features. Here are some questions to consider when creating a record retention program:
Ensuring that your business adheres to these guidelines is essential. If you find that a document is missing or out of date when preforming an audit it can cause a good deal of hassle and headache for you and your employes. Incompliances can result with legal repercussions for other guidelines such as HIPAA and FACTA. In the long run, it’s safer, easier, and more efficient to make sure that you and your employees stick to the standards of ISO 15489.
Records Management MoReq2
MoReq® is a records management specification published by the DLM Forum that describes “modular requirements for records systems”. The latest edition of the MoReq® specification is MoReq2010®.
MoReq2010® aims to provide a comprehensive, but simple set of requirements for a records system that is intended to be adaptable and applicable to divergent information and business activities, industry sectors and types of organization.
It avoids a “one size fits all” approach to implementing a records management solution by establishing instead a definition of a common set of core services that are shared by many different types of records system.
These core services are also modular and flexible, allowing them to be incorporated into highly specialized and dedicated applications that might not previously have been acknowledged as records systems.
Utilizing MoReq® will expedite any record management decisions that you want to make in the future. Consolidating all information to adhere to these requirements is the quickest and easiest way to organize records and will ultimately save your business time looking for proper records that can be used in more productive and profitable ways.