What is ISO 117372:2018?

Introduction

The ISO 117372:2018 is a technical standard that focuses on guiding organizations with the implementation of effective document management systems. It provides a framework and guidelines for maintaining, controlling, and improving documents within an organization.

Document management is crucial in today's digital age, as businesses handle large amounts of information and documentation. An efficient system ensures better workflow, increased productivity, and reduced risks.

Key Elements of ISO 117372:2018

ISO 117372:2018 emphasizes several key elements that organizations should consider when implementing a document management system:

Controlled Document Creation: The standard requires organizations to establish clear procedures for creating and approving documents. This ensures consistency and accuracy throughout the document's lifecycle.

Document Access and Security: ISO 117372:2018 advocates for secure access rights to documents based on roles and responsibilities within the organization. It also stresses the importance of safeguarding sensitive or confidential information.

Document Retrieval and Version Control: A robust document management system should enable easy retrieval of documents when needed. It should also maintain a transparent version history, allowing users to identify and access the most up-to-date information.

Document Review and Approval: The standard encourages organizations to establish clear review and approval processes for documents. This includes defining responsibilities, establishing timelines, and ensuring that relevant stakeholders are involved in the process.

Document Change Management: ISO 117372:2018 emphasizes the importance of effectively managing document changes. Organizations should have procedures in place to assess the impact of changes and ensure proper communication and implementation of revised documents.

Benefits of Implementing ISO 117372:2018

Adopting ISO 117372:2018 brings numerous benefits to an organization:

Efficiency: A well-implemented document management system streamlines workflows, reduces duplication of efforts, and improves overall efficiency.

Risk Reduction: By maintaining accurate and up-to-date documents, organizations minimize errors, inconsistencies, and compliance issues.

Improved Collaboration: ISO 117372:2018 encourages collaboration among team members, departments, suppliers, and customers by providing a standardized approach to document management.

Enhanced Compliance: Implementing ISO 117372:2018 helps organizations comply with legal, regulatory, and industry requirements. It ensures proper documentation and establishes audit trails.

Continual Improvement: The standard promotes a culture of continual improvement within an organization, fostering learning, innovation, and growth.