ISO 15489:2016 RECORDS MANAGEMENT
What is RECORDS MANAGEMENT?
ISO 15489-1:2016 defines the concepts and principles from which approaches to the creation, capture and management of records are developed.
What is ISO 15489:2016?
ISO 15489:2016 is the international standard for records management, published by the International Organization for Standardization (ISO). It establishes the core principles, concepts, and practices for the creation, capture, and management of records in any organisation, regardless of size, sector, or complexity.
The standard provides structured guidance on how records should be created and maintained to ensure they remain authentic, reliable, secure, and usable over time. It outlines methods for identifying records requirements, applying controls, and integrating risk-based thinking into records management.
ISO 15489:2016 consists of nine clauses and defines nineteen key terms and concepts essential for interpreting and implementing the standard. These form the foundation for designing effective recordkeeping systems that support compliance with business, legal, and regulatory obligations.
By adopting ISO 15489:2016, organisations gain a structured approach that ensures records serve as trustworthy evidence of business activities, facilitating improved governance, accountability, and operational efficiency.
Why Does an Organisation Need ISO 15489:2016?
Organisations today handle vast amounts of information across physical and digital platforms. Without proper records management, businesses face risks such as data loss, non-compliance with legal obligations, and inefficiencies in retrieving information.
ISO 15489:2016 provides a globally recognised benchmark that helps organisations:
- Ensure compliance with statutory, legal, and regulatory requirements.
- Support alignment with other ISO management system standards, such as ISO 9001:2015 (Quality), ISO 14001:2015 (Environmental), ISO 45001: 2018(Occupational Health and Safety), and ISO/IEC 27001:2022 (Information Security).
- Reduce risks associated with poor records control, including legal exposure, operational disruption, and reputational damage.
- Improve business resilience by ensuring that records are maintained as evidence of transactions, decisions, and compliance obligations.
Adopting ISO 15489:2016 also demonstrates a commitment to strong governance, transparency, and accountability, reinforcing stakeholder trust and organisational credibility.
What Are the Benefits of Implementing ISO 15489:2016?
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Implementing ISO 15489:2016 provides both operational and strategic benefits that enhance overall business performance. Key benefits include:
- Regulatory Compliance – Ensures records management meets international standards and statutory obligations.
- Risk Reduction – Minimises operational, legal, and reputational risks by safeguarding records.
- Enhanced Efficiency – Improves processes for retrieving, storing, and managing records, saving time and resources.
- Improved Decision-Making – Provides accurate, reliable, and accessible information to support informed business decisions.
- Audit Readiness – Strengthens preparedness for internal and external audits by ensuring traceability and accountability.
- Governance and Accountability – Promotes a culture of transparency, responsibility, and ethical information management.
- Integration with ISO Standards – Aligns seamlessly with other management systems such as ISO 9001:2015, ISO 14001:2015, and ISO/IEC 27001:2022.
- Clear Roles and Responsibilities – Establishes well-defined ownership and accountability for managing records.
- Business Continuity – Ensures critical records remain secure, usable, and accessible during business disruptions.
By embedding ISO 15489:2016 into their operations, organisations not only protect their information assets but also gain a competitive advantage through stronger compliance, improved efficiency, and enhanced trustworthiness.
How do I implement ISO 15489:2016 in a business?
ISO Consulting and Implementation:
We have a range of professional consultants, engineers, and registered auditors to assist in implementing and maintaining any ISO management system. Our industry expertise includes services, telecommunication, manufacturing, construction, engineering services, fast-moving consumer goods, mining, power generation, state owned companies, and government-run businesses. A good consultant takes the time to truly understand the processes of your company. Therefore, they can approach the implementation of ISO requirements accordingly. The cost of hiring a consultant and the time spent to implement your ISO management system will definitely pay off in the long run.
WWISE has a 4-Phase Approach:
- Phase 1: Gap Analysis Audit and Information Gathering
- Phase 2: ISO Documentation, Risk Assessment, and Process Mapping
- Phase 3: Implementation and Training
- Phase 4: Certification
WWISE provides a full turnkey solution which includes the implementation of the management system, on-the-job training, and mentorship. As a consulting firm, we do not provide certification services. However, we will guide you through the certification process and ensure that your business becomes certified.
Why Choose WWISE to Assist your Organisation:
Certification Process:
An organisation can get certified to a requirement standard. You can implement the standard and get certified by a third party.