What is ISO 55174:2018

The ISO 55174:2018 standard is a technical specification that provides guidelines for the design and implementation of electronic document management systems (EDMS). In this article, we will take an in-depth look at the key features and requirements of this standard.

Scope and Objectives

The scope of ISO 55174:2018 is to provide organizations with a framework for implementing effective EDMS. The standard defines the necessary processes, controls, and procedures required to ensure the integrity, authenticity, and reliability of electronic documents. It also aims to facilitate interoperability between different document management systems.

Key Requirements

ISO 55174:2018 establishes several key requirements that organizations must address when implementing an EDMS. These include:

Document Control: The standard emphasizes the need for organizations to establish document control processes to manage and track the lifecycle of their electronic documents. This includes version control, access control, and document identification.

Metadata Management: Metadata plays a crucial role in organizing and retrieving electronic documents. The standard requires organizations to define and manage metadata in a consistent and structured manner.

Security and Access: ISO 55174:2018 highlights the importance of ensuring the confidentiality, integrity, and availability of electronic documents. Organizations must implement appropriate security measures to protect against unauthorized access, alteration, or destruction of documents.

Long-Term Preservation: Electronic documents need to be preserved over time to ensure their accessibility and usability. The standard provides guidance on the selection of preservation formats, storage media, and migration strategies.

Benefits of Compliance

Complying with ISO 55174:2018 offers several benefits for organizations. Firstly, it helps establish a robust and reliable document management system, improving overall efficiency and productivity. The standard also enhances information security, reducing the risk of data breaches or loss. Additionally, compliance can boost stakeholder confidence and credibility, as it demonstrates a commitment to quality and compliance with international standards.

In conclusion, ISO 55174:2018 is a valuable standard for organizations seeking to implement effective electronic document management systems. By following its guidelines and requirements, organizations can ensure the integrity, authenticity, and accessibility of their electronic documents, leading to improved efficiency and enhanced information security.