TS 13298 Electronic Document Management

TS 13298 Certificate

Electronic Document Management System Certificate

What is TS 13298

The TS 13298 Electronic Document and Archive Management System Standard sets the standards and guidelines for an electronic document and archive management system. The aim is to set the technical and security measures needed to preserve the documentary status of the electronic records produced or to be produced within institutions. Scope also includes the management, security, and legal validity of electronic records and the use of electronic signature and seal systems.

The standard supports two certification routes:

1) Product Certification (for EDMS Developers):

Firms developing electronic document and archive management systems (EDMS) can request certification for their software products. The process includes the following steps for TS 13298 conformity:

1. Application for TS 13298 PS (product certification)
2. TS 13298 certification audit
3. Functional tests, performance tests, and security tests

2) Institutional Competence Assessment (for ICS applications):

• Public institutions and other bodies using an EDMS in their operations can request certification to assess how effectively the EDMS is used during institutional activities. They do not need to have developed the EDMS themselves. The process includes the application for TS 13298 ICS certification and the TS 13298 ICS certification audit.
• Firms can choose different testing laboratories for the certification process. The important point to keep in mind is that the certification process is completed in a way that meets the standard's requirements. Following these steps matters in confirming conformity with the records management standard.
• Conformity with TS 13298, the records management standard, helps institutions manage their data in an orderly, secure, long-term way. Effective records management is critical to data integrity and security.

How to Obtain the TS 13298 Certificate

The TS 13298 Electronic Document and Archive Management System Certificate is available to organisations and institutions that complete the certification process. The certificate is the formal document that confirms that the electronic document and archive management system conforms with the requirements of the TS 13298 standard.

Obtaining the TS 13298 Certificate may require the following steps:

1. Preparation: The first step is understanding the TS 13298 standard's requirements and making the changes needed to bring your electronic document and archive management system into conformity with the standard.
2. Application: Organisations seeking the TS 13298 Certificate apply to the appropriate certification body. In the application, you provide information on your system and practices and submit your certification request.
3. Certification Audit: The next step in the certification process is the audit in which the certification body assesses your system. During the audit, your records and processes are reviewed, and your conformity and the way you meet the standard's requirements are assessed.
4. Tests and Assessment: The tests and assessments set in the TS 13298 standard are carried out to confirm that your system conforms with the standard.
5. Certification and Certificate Issuance: If the audit shows that your system meets the requirements of the TS 13298 standard, the certification body will issue the TS 13298 Certificate to you. The certificate shows that your system conforms with the standard and has been certified.
6. Renewal: The TS 13298 Certificate is valid for a defined period and is renewed at set intervals. This is done to confirm that your system keeps meeting the standard's requirements on an ongoing basis.

Obtaining the TS 13298 Certificate requires a detailed, careful certification process.

TS 13298 Electronic Document and Archive Management System Certificate Cost

The cost of the TS 13298 Electronic Document and Archive Management System Certificate varies with several factors. The factors may include:

1. Institution Size and Complexity: The size and complexity of the institution seeking the certificate affect the difficulty of the certification process. Large institutions and those with complex systems may require a more thorough audit and assessment, which can drive cost.
2. Consultancy Services: Some institutions bring in certification consultancy firms to make the certification process easier. Consultancy services are also a cost driver.
3. Tests and Assessment: Tests and assessments carried out during the certification process can be additional costs borne by the institution seeking the certificate.
4. Certification Body: The pricing policy of the certification body that issues the certificate also affects the price. Different bodies may offer different prices.
5. Certification Process Duration: Completing the certification process can take a few weeks or several months. The duration can affect the price.

To determine the TS 13298 Certificate price, you contact certification bodies and explain the characteristics of the institution that will receive the certificate. Certification bodies generally provide a quote with more detailed information on the process and price.

The key is that the institution seeking the certificate completes the processes required to meet the TS 13298 standard and, under the guidance of the certification body, finds a reasonably priced approach.