What is ISO 30301?
ISO 30301:2019 sets out the requirements for establishing, implementing, maintaining, and improving a Management System for Records (MSR) within an organization. It is part of the ISO 30300 series, which focuses on enhancing accountability, transparency, and efficiency by ensuring records are properly created and preserved throughout their lifecycle.
This standard provides a systematic approach to records management that aligns with organizational policies, legal and regulatory obligations, and broader information governance strategies. ISO 30301 is applicable to both digital and physical records and is designed to support organizational objectives, business continuity and compliance requirements.
If you are looking for ISO 30301 certification, contact us at support@pacificcert.com
Purpose of ISO 30301
The purpose of ISO 30301 is to:
- Establish a framework for effective records governance, regardless of format or media
- Support organizational efficiency, accountability, and transparency
- Ensure compliance with legal, regulatory, and business documentation requirements
- Improve accessibility, traceability, and integrity of records
- Facilitate digital transformation by embedding structured records management into organizational systems
- Provide a certifiable standard for organizations that wish to demonstrate robust and standardized records management practices
Scope and Applicability of ISO 30301
ISO 30301 applies to any organization, public or private, large or small, that needs to ensure reliable and systematic records management. It is suitable for organizations across all sectors and industries, including government bodies, educational institutions, healthcare organizations, financial services, legal firms, and more.
Applicability:
Key Definitions of ISO 30301
- Records: Information created, received, and maintained as evidence and as an asset by an organization, in the pursuit of legal obligations or business activities.
- Management System for Records (MSR): A framework of policies, objectives, processes, and controls used to manage records and meet compliance, legal, and operational needs.
- Retention: The duration records must be kept to meet legal or organizational requirements.
- Disposition: The action taken on records once their retention period has expired, such as destruction or archival.
Clause-wise Structure of ISO 30301:2019
Clause | Title | Description |
1 | Scope | Outlines the standard’s applicability and boundaries. |
2 | Normative References | Lists related ISO standards and documents referenced for implementation. |
3 | Terms and Definitions | Provides definitions for core terms such as records, metadata, and management system. |
4 | Context of the Organization | Requires understanding external/internal issues, stakeholders, and records-related obligations. |
5 | Leadership | Outlines leadership roles in setting the policy, direction, and commitment for the records system. |
6 | Planning | Involves identifying risks and opportunities, setting objectives, and aligning the MSR with organizational goals. |
7 | Support | Specifies resource allocation, staff competence, training, and documentation control. |
8 | Operation | Covers the implementation and control of records management processes and procedures. |
9 | Performance Evaluation | Requires monitoring, internal audits, and management review of the MSR’s effectiveness. |
10 | Improvement | Covers nonconformity handling, corrective actions, and continual improvement processes. |
What are the Implementation Requirements of ISO 30301?
To implement ISO 30301 effectively, organizations should:
- Develop a records management policy aligned with corporate governance and information strategy
- Identify legal and regulatory requirements for records retention and access
- Define record types, metadata standards, classification systems, and retention schedules
- Establish secure and auditable recordkeeping environments (physical and/or digital)
- Ensure training and awareness among personnel responsible for creating and maintaining records
- Conduct risk assessments to evaluate potential loss, inaccessibility, or unauthorized access to records
- Monitor the effectiveness of the system through audits, performance metrics, and regular reviews
- Integrate the MSR with other management systems such as ISO 9001 (quality), ISO 27001 (information security), or ISO 14001 (environmental)
If you require support in preparing for ISO 30301 certification, contact us at support@pacificcert.com
What Documentation are Required for ISO 30301?
- Records management policy and objectives
- Records classification schemes and retention schedules
- Roles and responsibilities matrix for records control
- Metadata definitions and access protocols
- Logs of records creation, modification, storage, and disposition
- Records of internal audits and corrective actions
- Training and awareness records for staff
- Documented procedures for digitization, migration, and archival processes
What are the Benefits of ISO 30301:2019 Certification?
- Ensures authenticity, reliability, and traceability of organizational records
- Meets legal and regulatory obligations related to recordkeeping and data governance
- Reduces risks associated with missing, lost, or manipulated records
- Streamlines record lifecycle processes, improving retrieval and reducing duplication
- Provides structure for managing electronic records in complex IT environments
- Enhances transparency and accountability for both internal and external audits
- Demonstrates a proactive commitment to managing sensitive and critical information
- Facilitates better integration with other ISO management systems (e.g., ISO 27001, ISO 9001)
Certification Timeline of ISO 30301
ISO 30301 certification process can span 6 to 10 weeks, depending on the organization’s readiness and complexity.
Week-wise Breakdown:
Week | Activity | Description |
Week 1 | Application Submission & Scope Review | Define scope, number of departments/sites, and record types. |
Week 2–3 | Documentation Review | Review of policies, retention schedules, and recordkeeping procedures. |
Week 4–5 | Stage 1 Audit | Evaluate readiness and compliance of documentation and internal controls. |
Week 6–7 | Stage 2 Audit | On-site or remote audit to verify implementation and operational effectiveness. |
Week 8–9 | Audit Report & Corrective Actions (if any) | Identify nonconformities and allow time for resolution. |
Week 10 | Certification Decision & Certificate Issuance | Issue ISO 30301 certificate upon successful audit results. |
If you are looking for ISO 30301 certification, contact us at support@pacificcert.com
Certification Cost of ISO 30301
The cost of ISO 30301 certification varies depending on:
- Organization size and complexity (number of departments/sites)
- Volume and type of records managed (physical, electronic, hybrid)
- Readiness of documentation and existing systems
- Need for multiple audit stages or additional verification
- Integration with other standards (ISO 27001, ISO 9001)
For a tailored cost estimate, contact us at support@pacificcert.com!
How Pacific Certifications Can Help?
As an ABIS-accredited certification body, Pacific Certifications offers independent audit and certification services for ISO 30301.
We assist with:
- Conducting audits for ISO 30301
- Reviewing documentation and recordkeeping controls
- Verifying compliance with retention, access, and integrity requirements
- Issuing an ISO 30301 certificate after successful audit completion
- Performing surveillance audits and recertification every 3 years
- Ensuring objective and impartial certification, without offering implementation services
If you are looking for ISO 30301 audit and certification, contact us at support@pacificcert.com
FAQs – ISO 30301:2019
Is ISO 30301 only for digital records?
No. It covers both physical and electronic records, including hybrid recordkeeping systems.
Can ISO 30301 be integrated with other management systems?
Yes. It integrates well with ISO 9001 (quality), ISO 27001 (information security), and ISO 14001 (environmental).
Is ISO 30301 mandatory?
It is not mandatory, but it is widely adopted in regulated and documentation-intensive industries.
Who should implement ISO 30301?
Any organization that relies on accurate, secure, and compliant records—especially in public sector, legal, healthcare, education, and finance.
How long does ISO 30301 certification last?
3 years, with annual surveillance audits required to maintain validity.
Ready to get ISO 30301 certified?
Contact Pacific Certifications to begin your certification journey today!
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