Information and records management: A precondition for a well functioning quality management system

Abstract

Purpose

The purpose of this paper is to present findings of a survey conducted during 2010 in the Icelandic organizations that held certification according to the ISO 9001:2008 quality management standard.

Design/methodology/approach

The organizations were questioned about problems in obtaining and maintaining certification, what motivated the quest and which were the benefits. Information on the software used and the cost and the time it took to obtain certification was also sought. A questionnaire was sent to those in charge of the quality management programme in the organizations. The questionnaire contained both open‐ended and closed questions. A comparison was made to a previous Icelandic survey from 2001.

Findings

The results show that necessary improvements were needed regarding information and records management (IRM). The reasons for obtaining certifications were mainly demands from customers, a way to introduce more disciplined work procedures and transparency, and to gain a better overview in management. The main benefits from receiving the certification were regarded to be improved management and improvement in meeting demands from customers and public authorities as well as improved IRM, more disciplined work procedures and increased traceability. Organizations involved in an international business believed the certification was a great benefit. Obtaining certification took on average two years and five months. The cost amounted to about £65,500.

Research limitations/ implications

Although the survey is limited to Iceland, this knowledge may also be of value to researchers, records managers and managers in other countries. The survey can lay the foundation for further research into the field.

Practical implications

The results could be of value to organizations that want to implement or re‐implement a certified quality management system. They define various factors that can support a better and a more reliable implementation of quality management systems. The results show that certified quality systems bring varied and valuable opportunities to the profession of records managers.

Originality/value

The survey adds valuable information and fulfils a need for a better understanding of the status of ISO 9001 in Iceland.

Citation

Gunnlaugsdottir, J. (2012), "Information and records management: A precondition for a well functioning quality management system", Records Management Journal, Vol. 22 No. 3, pp. 170-185. https://doi.org/10.1108/09565691211283138