GB/T 34112-2022Information and documentation - Management systems for records - Requirements (English PDF)

0.1 General

The success of an organization primarily depends on the implementation and maintenance of a management system to continuously improve performance and meet the needs of all stakeholders.

A management system provides a methodology for making decisions and managing resources to achieve organizational goals.

The creation and management of documents is an integral part of any organizational activity, business process and information system and can improve business effectiveness, strengthen

Accountability, risk management, and business continuity enable organizations to capitalize on information resources as strategic assets, which are conducive to the preservation of set

body memory and meet the challenges brought by the globalization and digital environment. The term "document" in this document is equivalent to the organ or organization in the Chinese context

Organised documents and archives (excluding archives holdings archives).

Note. The term "operations" referred to in this document can be understood broadly as activities that are central to the purpose of the organization.

0.2 Management system

In an organizational environment that encourages good business practices, Management System Standards (MSS) provide top management with systematic, measurable

A tool to govern an organization.

Document management system standard designed to help organizations of all types and sizes, or groups of organizations with common business activities, to implement, operate and

Improve an effective document management system (MSR). The document management system guides and controls the organization to formulate and achieve document policies and objectives.

to achieve the above objectives through the following measures.

--- Clarify positions and responsibilities;

--- systematic process;

--- measurement and evaluation;

--- Review and improve.

Based on the organization's requirements for the reasonable implementation of document policies and objectives, to ensure that evidence formed by business activities and relevant authoritative and reliable information are available

Create and manage efficiently, and make it available to those in need when they need it. Successful implementation of the documentation policy and objectives enables documentation and documentation

The software system appropriately meets the overall purpose of the organization.

Implementing a document management system within the organization also helps ensure transparency and traceability of decisions made through accountable management

and clearly define accountability.

0.3 Relationship to other document standards

The document management system standard is completed under the management system standard framework, is compatible with other management system standards, and uses the same

elements and methodology. GB/T 26162.1 and other document management standards and technical reports are designed, implemented, monitored and improved document

Process and its control are the most important tools, these tools in the document management system method when the organization decides to implement the management system standard methodology

run.

Note. GB/T 26162.1 is the basic standard for best practices in document management.

The structure of the document management system standard and the products related to the implementation of the document process and control is shown in Figure 1.

in the making.

Note. The titles of some product and technical reports are subject to change when revised. Headings in the figures above indicate topics or areas and are not published standards and technical reports

The full official title of. The latest illustrations of the new products are available at. https.//committee.iso.org/home/tc46sc11.

Figure 1 Document management system standards and related international standards and technical reports

0.4 Document management system standard family

The document management system family of standards is used to support the work of.

a) top management who decides to establish and implement the management system within the organization;

b) Persons responsible for implementing the document management system, such as professionals in the fields of risk management, auditing, document management, information technology and information security

personnel.

The process approach incorporated into the document management system emphasizes the importance of.

--- Identify the organization's documentation requirements, including stakeholder needs and expectations, and establish documentation policies and objectives;

--- implement and operate controls related to document-related organizational risk management in the context of overall business risk;

--- monitor and review the performance and effectiveness of the document management system;

--- Continuous improvement based on target measurement.

Figure 2 shows a schematic diagram of the structure of this document based on the process approach.

Figure 2 Schematic diagram of the document management architecture based on the process method

0.5 Relationship and compatibility with other management system standards

This document is consistent with the requirements of the ISO management system standard. These requirements include high-level structure, identical core text, common terminology usage

The same definition is intended to help users implement a variety of ISO management system standards.

The term "evidence information" is one of the core terms of management system standards. Requirements related to demonstrative information in all management system standards

Seek is given in 7.5.In addition to constituting a management system standard in itself, this document may also support the organization's demonstration of the implementation of other management systems

Information Request. For more information see. https.//committee.iso.org/home/tc46sc11.

Information and Documentation Documents (Archives) Management System Requirements