What is ISO 19726:2018?

ISO 19726:2018 is a technical standard developed by the International Organization for Standardization (ISO). It provides guidelines and requirements for the effective management and control of information stored in electronic form. This standard focuses on the creation, capture, distribution, and preservation of electronic records.

The Importance of ISO 19726:2018

ISO 19726:2018 is crucial for organizations that rely heavily on electronic records. In today's digital age, businesses generate and store massive amounts of electronic data, including financial transactions, customer information, and legal documents. Ensuring the integrity, authenticity, and accessibility of this information is essential.

This standard helps organizations establish processes and controls to maintain the reliability and trustworthiness of their electronic records. By adhering to ISO 19726:2018, businesses can minimize the risk of data loss, corruption, and unauthorized access. It also promotes seamless information sharing and collaboration among different systems and platforms.

The Key Principles of ISO 19726:2018

ISO 19726:2018 is based on several key principles that guide the management of electronic records. These principles include:

Authenticity: Ensuring the accuracy and reliability of records throughout their lifecycle. This involves establishing controls to prevent unauthorized changes and preserving the original content and context of the records.

Integrity: Safeguarding the completeness and unaltered condition of records. This principle involves implementing measures to prevent unauthorized alterations or manipulations of electronic records.

Usability: Ensuring that electronic records remain accessible and usable over time. This includes selecting suitable file formats and technologies, as well as providing necessary metadata and documentation for proper interpretation and understanding of the records.

Accountability: Assigning responsibility to individuals or entities for managing electronic records. This principle emphasizes the importance of clear roles, responsibilities, and accountability mechanisms within an organization.

Implementing ISO 19726:2018

Implementing ISO 19726:2018 requires a systematic approach that involves various stakeholders within an organization. Here are some steps to consider:

Assessment: Conduct a thorough assessment of existing information management practices and identify gaps or areas for improvement.

Policy Development: Develop policies and procedures that align with the principles and requirements of ISO 19726:2018. These policies should address record creation, capture, storage, access, and disposal.

Training and Awareness: Provide training and awareness programs to employees to ensure they understand the importance of complying with ISO 19726:2018 and are equipped with the necessary skills to manage electronic records effectively.

Implementation: Implement the defined policies and procedures, including the use of appropriate technologies and tools for record management.

Monitoring and Review: Continuously monitor and review the implementation of ISO 19726:2018 to identify any issues or areas that require further improvement.

By following these steps, organizations can establish robust information management practices that comply with ISO 19726:2018 and effectively manage their electronic records.