ISO 18925:2013 Certification
Imaging materials — Optical disc media — Storage practices
What is ISO 18925:2013 Certification?
ISO 18925:2013 is an international standard that addresses the measurement of image stability in photographic reflection prints. It establishes methodologies to evaluate how prints, whether black-and-white or colour, withstand physical and chemical deterioration over time. The standard provides precise procedures for quantifying changes in colour, image density, and the presence of physical damage like scratches or abrasions. These measurements are crucial for assessing the durability and longevity of photographic prints under normal storage and display conditions.
Furthermore, ISO 18925:2013 outlines specific tests to determine how well prints resist environmental factors such as light exposure, humidity, and temperature variations. By subjecting prints to controlled conditions and evaluating their responses, the standard helps ensure that prints remain visually stable and structurally intact over their intended lifespan. This is particularly important for archival purposes, where long-term preservation of image quality is paramount.
Adherence to ISO 18925:2013 not only aids manufacturers in producing prints that meet quality standards but also guides users in selecting materials and handling practices that optimize print longevity. By following these standardized methods, stakeholders in the photographic industry can confidently assess and maintain the stability of their prints, ensuring they retain their intended appearance and functionality over time.
Benefits of ISO 18925:2013 Certification
Standardization of Preservation Practices
ISO 18925:2013 provides a standardized framework for preserving electronic documents over the long term. This helps organizations adopt consistent practices that ensure the integrity and accessibility of their digital archives.
Ensuring Document Authenticity
By adhering to ISO 18925:2013, organizations can implement measures to ensure the authenticity of electronic documents. This includes maintaining the reliability of content, preventing unauthorized alterations, and verifying the accuracy of stored information.
Long-Term Accessibility
The standard emphasizes strategies for maintaining the accessibility of electronic documents over time. This is crucial for organizations that need to retain and retrieve information from digital archives over extended periods, ensuring compliance with legal, regulatory, or business requirements.
Risk Mitigation
Compliance with ISO 18925:2013 helps mitigate risks associated with data loss, corruption, or technological obsolescence. By implementing preservation strategies outlined in the standard, organizations can reduce the likelihood of losing valuable information due to technical failures or format obsolescence.
Enhanced Information Security
The standard includes provisions for implementing security measures to protect electronic documents from unauthorized access, alteration, or destruction. This helps safeguard sensitive information and maintain confidentiality, integrity, and availability of stored data.
Interoperability and Compatibility
ISO 18925:2013 promotes the use of open formats and standardized metadata to enhance interoperability and compatibility across different systems and platforms. This facilitates seamless exchange and integration of electronic documents within and across organizations.
Compliance and Legal Requirements
Adherence to ISO 18925:2013 helps organizations meet regulatory and legal requirements related to the preservation and retention of electronic documents. This ensures that organizations operate within legal frameworks governing data protection, privacy, and records management.
Cost Efficiency
Implementing ISO 18925:2013 can lead to cost savings by reducing the need for frequent data migrations or conversions. By adopting sustainable preservation strategies, organizations can minimize the resources required to manage and maintain their digital archives over time.
Preservation of Cultural and Historical Heritage
For organizations such as archives, museums, and libraries, compliance with ISO 18925:2013 supports the preservation of cultural and historical heritage. It ensures that valuable digital assets, including rare documents or collections, are protected and accessible for future generations.
Who can apply for ISO 18925:2013 Certification?
Archives
National, regional, or local archives that hold historical, cultural, or governmental records in electronic format can apply ISO 18925:2013 to ensure the long-term preservation and accessibility of these documents.
Libraries
Libraries that manage digital collections, including electronic books, journals, manuscripts, or other digital resources, can adopt ISO 18925:2013 to preserve these materials for future use.
Museums
Museums that store digital replicas of artifacts, photographs, or other cultural heritage items can use ISO 18925:2013 to safeguard and provide access to these digital assets.
Government Agencies
Government bodies at various levels (national, state, local) that maintain electronic records, official documents, or administrative records can implement ISO 18925:2013 to ensure the integrity and longevity of these records.
Businesses and Corporations
Companies that handle electronic documents such as contracts, financial records, intellectual property, or other critical business information can apply ISO 18925:2013 to protect and manage these assets over time.
Educational Institutions
Universities, research institutions, and educational organizations that maintain digital repositories of research data, publications, student records, or institutional archives can benefit from adopting ISO 18925:2013 to preserve these digital resources.
Information Management Providers
Organizations specializing in information management, document preservation services, or digital archiving solutions can use ISO 18925:2013 to guide their practices and ensure compliance with industry standards.
Civil Society Organizations
Non-governmental organizations (NGOs), community groups, and advocacy organizations may engage with IRMA to advocate for responsible mining practices and provide input into certification standards and processes.
Documents Required for ISO 18925:2013 Certification
- System Manual
- System Procedure
- Policy
- Objectives
- Mission & Vision
- Standard Operating Procedure (SOP)
- Checklist
- Forms
- Formats
- Records
The extent of Documented Information differs as per:
- Organization’s size
- Activities performed by the organization
- Processes undertaken by the Organization
- Products and services offered by the organization
- The complexity of processes undertaken
- Competence of persons involved
Role of Shamkris and Process of ISO 18925:2013 Certification
Shamkris adopts a results-oriented approach to effective system implementation in the organization. A simple and practical method of system implementation helps organizations increase business efficiency and sustainability. Shamkris supports 100% documentation to obtain an accreditation body of success in addition to enhanced performance.
The implementation process is described below:
Time Frame
Task
Process
Day 1
GAP Analysis
Certification Body
Selection
Cost Estimates
- Finding the GAP between existing system related to ISO 18925:2013 requirements
- Selecting the appropriate certification Body
- Based on the scope of your business & certification Body you choose
Week 1
Developing Documents
- Management System Manual, Management System Procedures, Policy, Objectives, Forms etc.
- Review of Standard Operating Procedures (SOP)
Week 4
Implementing Management System
- ISO 18925:2013 Awareness training for the top management and staff
- Implementing a well-documented management system throughout the organization
Week 8
Internal Audit
MRM
CAPA
- Internal audits identifying nonconformities related to ISO 18925:2013 requirements
- Management Review Meetings
- Corrective and Preventive Action plan for nonconformities
Week 10
Self Certification/NoBo
Audit
N-C Closing
- Shamkris acts on your behalf and assists you in the third-party audit
- Closing of any nonconformities identified by the certification Body
Week 12
Self Certification/NoBo
- Certificates issued under ISO 18925:2013 do not have a validity period.
- Surveillance Audits yearly
Year on Year
Yearly Compliance
- Support of Yearly documentation for audit
Who can issue the ISO 18925:2013 Certification?
FAQ
ISO 18925:2013 is an international standard that specifies requirements for the long-term preservation and access of electronic documents. It provides guidelines for ensuring the integrity, authenticity, and accessibility of digital archives over extended periods.
Organizations and entities that manage electronic documents and seek to preserve them over time should consider complying with ISO 18925:2013. This includes archives, libraries, museums, government agencies, businesses, educational institutions, and information management providers.
ISO 18925:2013 is important because it establishes best practices and guidelines for preserving electronic documents. It helps organizations mitigate risks associated with data loss, ensure legal and regulatory compliance, and maintain accessibility to valuable digital information over the long term.
Implementing ISO 18925:2013 can lead to benefits such as standardized preservation practices, enhanced document authenticity, long-term accessibility of digital archives, improved information security, compliance with legal requirements, and cost efficiencies in managing digital assets.
ISO 18925:2013 addresses technological obsolescence by recommending strategies for format migration, emulation, or other preservation techniques that ensure electronic documents remain accessible despite changes in hardware, software, or file formats over time.
No, ISO 18925:2013 does not prescribe specific technical solutions or software. Instead, it provides principles, requirements, and guidelines that organizations can adapt to their specific technological environments and preservation needs.
Yes, ISO 18925:2013 can be applied retroactively to existing digital archives. Organizations can assess their current preservation practices against the requirements of the standard and implement necessary improvements to ensure on-going compliance.
Yes, ISO 18925:2013 is an international standard developed and maintained by the International Organization for Standardization (ISO). It is recognized globally and can be implemented by organizations in various countries to enhance the preservation and management of electronic documents.