ISO 12651-2:2014 Electronic document management Vocabulary Part 2: Workflow management

ISO 12651-2:2014 provides a vocabulary specific to workflow management within the domain of electronic document management. This standard is part of a series that defines terms and concepts used in electronic document management systems (EDMS). Here’s a detailed overview:

Overview of ISO 12651-2:2014

Title: Electronic document management – Vocabulary – Part 2: Workflow management

Scope: This part of ISO 12651 defines terms related to workflow management within electronic document management systems. It ensures clear communication and mutual understanding among stakeholders by providing standardized terminology.

Key Concepts and Terms

1. Workflow: A defined sequence of tasks, typically involving multiple participants and systems, aimed at achieving a specific business goal.
2. Workflow Management System (WfMS): A system that defines, creates, and manages the execution of workflows through the use of software, running on one or more workflow engines.
3. Task: A unit of work within a workflow, often assigned to a specific participant or automated system.
4. Process Instance: A single enactment of a process model, representing a specific workflow being executed.
5. Activity: A specific piece of work to be done within a task or a workflow, which may involve manual or automated actions.
6. Participant: A person, group, or automated system that performs tasks within a workflow.
7. Transition: The movement from one task or activity to the next within a workflow, often governed by specific conditions or rules.
8. Routing: The path taken by a document or task within a workflow, determined by predefined rules or conditions.
9. Workflow Engine: The software component that drives the execution of workflows, ensuring tasks are assigned, transitions are managed, and the overall process is monitored and controlled.
10. Business Process: A broader term encompassing all workflows and related tasks that collectively achieve a business objective.

Purpose and Benefits

• Standardization: Ensures consistent use of terminology across different organizations and systems, facilitating better integration and communication.
• Clarity: Reduces misunderstandings by providing clear definitions of terms used in workflow management.
• Efficiency: Helps in designing, implementing, and managing workflows more effectively by providing a common language and understanding.

Application

ISO 12651-2:2014 is applicable to all organizations and professionals involved in electronic document management, particularly those focused on workflow management. It serves as a reference for developing, deploying, and maintaining workflow management systems.

Conclusion

ISO 12651-2:2014 is an essential standard for anyone involved in electronic document management and workflow management. By standardizing terminology, it enhances communication, integration, and efficiency in managing workflows within electronic document systems.

What is required ISO 12651-2:2014 Electronic document management Vocabulary Part 2: Workflow management

ISO 12651-2:2014, “Electronic document management – Vocabulary – Part 2: Workflow management,” provides standardized terminology and definitions specifically related to workflow management within electronic document management systems (EDMS). While the document itself is a vocabulary standard and does not prescribe specific implementation requirements, it establishes the necessary terms and concepts that organizations should understand and use to ensure consistency and clarity in their workflow management practices.

Key Requirements and Components of ISO 12651-2:2014

1. Standardized Terminology:
   • Establishes a common set of terms and definitions related to workflow management in EDMS.
   • Ensures that all stakeholders use the same language, reducing misunderstandings and improving communication.
2. Key Concepts Defined:
   • Workflow: The sequence of tasks and activities to achieve a business goal.
   • Workflow Management System (WfMS): A system for creating, managing, and executing workflows.
   • Task, Activity, and Process Instance: Specific units and enactments of work within a workflow.
   • Participant and Roles: Entities (individuals or systems) involved in performing tasks.
   • Transition and Routing: Rules and paths for moving between tasks in a workflow.
   • Workflow Engine: The component driving workflow execution.
3. Clarity and Consistency:
   • Provides clear definitions to avoid ambiguity in workflow management discussions and documentation.
   • Facilitates better integration and interoperability between different workflow management systems and software.
4. Documentation and Communication:
   • Encourages the use of standardized terms in all related documentation, training materials, and system interfaces.
   • Helps in creating user manuals, system specifications, and training programs that are easily understandable.

Practical Applications

Organizations using or developing EDMS should incorporate the terminology from ISO 12651-2:2014 to:

• Design Workflows: Use standardized terms to design and describe workflows clearly.
• Develop Systems: Ensure that software and systems use consistent terminology, enhancing user understanding and system interoperability.
• Training and Support: Develop training materials and support documentation using the standardized vocabulary, making it easier for users to learn and operate the system.
• Inter-Organizational Communication: Facilitate clear communication between different organizations, departments, or teams involved in workflow management.

Conclusion

While ISO 12651-2:2014 does not mandate specific implementation practices, it is crucial for ensuring that all stakeholders have a shared understanding of workflow management terms. Organizations should adopt this standardized vocabulary to improve the clarity, efficiency, and effectiveness of their electronic document management and workflow processes.

Who is required ISO 12651-2:2014 Electronic document management Vocabulary Part 2: Workflow management

ISO 12651-2:2014 is primarily aimed at organizations and professionals involved in the management and use of electronic document management systems (EDMS), specifically those dealing with workflow management. The standard helps ensure that these entities use consistent and standardized terminology, facilitating better communication and efficiency. Here are the key stakeholders who would benefit from or are required to adopt ISO 12651-2:2014:

1. Organizations Implementing EDMS:

• Corporations: Large companies managing extensive documents and workflows across various departments.
• Small and Medium Enterprises (SMEs): Businesses looking to streamline their document management and workflow processes.
• Government Agencies: Public sector organizations that manage vast amounts of documents and require efficient workflow management.

2. EDMS Vendors and Developers:

• Software Developers: Companies that design and develop electronic document management systems and workflow management software.
• System Integrators: Firms that implement EDMS solutions for their clients and need to ensure compatibility and standardization.

3. IT and Workflow Managers:

• IT Departments: Teams responsible for managing and maintaining EDMS within an organization.
• Workflow Managers: Professionals tasked with designing, managing, and optimizing workflows within an organization.

4. Quality Assurance and Compliance Officers:

• Quality Assurance Teams: Ensuring that document management and workflow processes adhere to industry standards and best practices.
• Compliance Officers: Professionals responsible for ensuring that document management practices comply with regulatory requirements and standards.

5. Training and Support Staff:

• Trainers: Individuals responsible for educating staff on the use of EDMS and workflow management systems.
• Support Personnel: Helpdesk and technical support staff who assist users with issues related to document and workflow management.

6. Consultants and Auditors:

• Consultants: Experts who advise organizations on implementing and optimizing EDMS and workflows.
• Auditors: Professionals who assess the compliance and effectiveness of document management and workflow systems against established standards.

Benefits of Adoption:

• Standardization: Ensures that all stakeholders are on the same page regarding terminology and concepts.
• Improved Communication: Reduces misunderstandings and enhances clarity in discussions about workflow management.
• Enhanced Efficiency: Streamlines workflow management processes, making them more efficient and effective.
• Better Integration: Facilitates easier integration of different systems and software by using common terminology.
• Regulatory Compliance: Helps organizations meet regulatory requirements by adhering to standardized practices.

Conclusion

Adopting ISO 12651-2:2014 is essential for any organization or individual involved in electronic document management and workflow management. It ensures a standardized approach to terminology, which is critical for effective communication, system integration, and process efficiency.

When is required ISO 12651-2:2014 Electronic document management Vocabulary Part 2: Workflow management

ISO 12651-2:2014 is required or highly beneficial in several scenarios related to electronic document management and workflow management. Here are some key situations when the adoption of this standard is necessary or recommended:

1. Implementation of New EDMS:

• When an organization is implementing a new electronic document management system, adopting ISO 12651-2:2014 ensures that the terminology used in the system is standardized and consistent with industry best practices.

2. Upgrading Existing EDMS:

• When upgrading or enhancing existing EDMS, incorporating the standard vocabulary can improve system functionality, user understanding, and integration with other systems.

3. Developing Workflow Management Systems:

• For companies developing workflow management software or systems, using the standardized terminology from ISO 12651-2:2014 ensures clarity and consistency in product design and documentation.

4. Compliance and Regulatory Requirements:

• Organizations in regulated industries may be required to adhere to specific standards, including ISO 12651-2:2014, to ensure compliance with industry regulations and standards.

5. Inter-Organizational Collaboration:

• When multiple organizations collaborate and share document management and workflow systems, using a standardized vocabulary helps ensure clear communication and interoperability.

6. Quality Management Systems:

• Incorporating the standard into quality management systems ensures that document and workflow management practices are consistent and meet international quality standards.

7. Training and Education:

• Developing training programs for staff on EDMS and workflow management using standardized terminology helps ensure that all users have a clear and consistent understanding of the system.

8. Consulting and Advisory Services:

• Consultants and advisors working with organizations to optimize their document and workflow management systems should use the standard vocabulary to ensure clear and effective communication with their clients.

9. Auditing and Compliance Checks:

• During audits or compliance checks, using standardized terminology helps auditors assess the systems more effectively and ensures that the organization meets international standards.

Conclusion

ISO 12651-2:2014 is essential in various scenarios where electronic document management and workflow management systems are implemented, upgraded, or managed. Adopting this standard ensures consistency, clarity, and compliance with best practices and regulatory requirements, ultimately leading to more efficient and effective document and workflow management processes.

Where is required ISO 12651-2:2014 Electronic document management Vocabulary Part 2: Workflow management

ISO 12651-2:2014 is relevant in various contexts and settings where electronic document management and workflow management systems are utilized. The specific locations or scenarios where this standard is required or highly beneficial include:

1. Corporate and Business Environments:

• Large Corporations: In multinational and large organizations where document management and workflow processes are complex and need to be standardized across different departments and regions.
• Small and Medium Enterprises (SMEs): In smaller businesses looking to streamline their document and workflow management processes.

2. Government and Public Sector:

• Government Agencies: In federal, state, and local government offices where there is a need to manage vast amounts of documents and ensure efficient workflow management.
• Public Sector Organizations: In entities such as healthcare, education, and public services that require robust document and workflow management systems.

3. Regulated Industries:

• Finance and Banking: Where document management and workflow processes must comply with stringent regulatory requirements.
• Healthcare: In managing patient records, administrative documents, and ensuring compliance with health information regulations.
• Legal: For law firms and legal departments that handle a large volume of legal documents and need efficient workflow management.
• Pharmaceuticals: In managing research documentation, regulatory submissions, and compliance with industry standards.

4. Educational Institutions:

• Universities and Colleges: In managing administrative documents, research papers, and ensuring efficient workflow processes across departments.
• Research Institutions: For managing research documentation and workflows, ensuring compliance with research standards and regulations.

5. Non-Profit Organizations:

• NGOs and Charities: In managing documentation related to operations, funding, and compliance with regulatory requirements.

6. International Organizations and NGOs:

• Organizations that operate across multiple countries and need to standardize their document management and workflow processes globally.

7. IT and Software Development Companies:

• Software Vendors: Developing electronic document management systems and workflow management solutions.
• System Integrators: Implementing EDMS solutions for various clients and ensuring standardization and interoperability.

8. Consulting Firms:

• Management Consultants: Advising organizations on best practices for document and workflow management.
• IT Consultants: Assisting in the implementation and optimization of EDMS and workflow management systems.

9. Quality Assurance and Compliance Bodies:

• Quality Assurance Teams: Ensuring that document and workflow management processes adhere to international standards.
• Compliance Departments: Ensuring that document management practices meet regulatory and industry standards.

Conclusion

ISO 12651-2:2014 is essential in a wide range of settings where electronic document management and workflow management systems are utilized. Its adoption ensures that organizations can standardize their terminology, enhance communication, ensure compliance with regulations, and improve the efficiency and effectiveness of their document and workflow management processes.

How is required ISO 12651-2:2014 Electronic document management Vocabulary Part 2: Workflow management

ISO 12651-2:2014 is required in various ways to ensure effective and standardized workflow management in electronic document management systems (EDMS). Here’s a detailed breakdown of how organizations can implement and adhere to this standard:

1. Implementation in EDMS:

System Design and Development:

• Integrate Standard Vocabulary: Ensure that the terms defined in ISO 12651-2:2014 are used in the design and development of EDMS and workflow management systems. This includes user interfaces, documentation, and system processes.
• Software Development: Developers should incorporate the standardized terms in the coding, database schema, and APIs to maintain consistency across the system.

Configuration and Customization:

• System Configuration: Configure the EDMS to use the standard vocabulary for workflows, tasks, activities, and transitions.
• Customization: When customizing workflows to meet specific business needs, ensure that the customizations adhere to the standard terminology.

2. Training and Education:

Staff Training:

• Training Programs: Develop and deliver training programs for employees, ensuring they understand and use the standardized vocabulary.
• User Manuals: Create user manuals and documentation that incorporate the standard terms to help users understand and navigate the system effectively.

Ongoing Education:

• Workshops and Seminars: Conduct workshops and seminars to keep staff updated on the standard and its application in workflow management.
• E-Learning Modules: Develop e-learning modules for ongoing education and reference.

3. Documentation and Communication:

Internal Documentation:

• Policy Documents: Update internal policy documents to include the standardized terms and ensure all workflow-related policies adhere to ISO 12651-2:2014.
• Procedure Manuals: Create and maintain procedure manuals that use the standard vocabulary for workflow management processes.

External Communication:

• Client and Vendor Communications: Ensure that all communications with clients and vendors regarding workflow management use the standardized terms.
• Contracts and Agreements: Include the standardized terminology in contracts and agreements related to workflow management systems and services.

4. Compliance and Quality Assurance:

Compliance Checks:

• Regulatory Compliance: Ensure that the document and workflow management practices comply with industry regulations that may require adherence to ISO standards.
• Internal Audits: Conduct internal audits to verify that the standardized vocabulary is being used consistently across the organization.

Quality Assurance:

• QA Processes: Implement quality assurance processes to ensure that all workflow management activities and documentation conform to the standard.
• Continuous Improvement: Establish a feedback loop to continuously improve and update the use of standardized terminology based on user feedback and audit results.

5. Consulting and Advisory Services:

Consultants and Advisors:

• Standard Adoption: Consultants and advisors should promote the adoption of ISO 12651-2:2014 among their clients to ensure standardized workflow management practices.
• Implementation Support: Provide support in implementing the standard vocabulary within clients’ EDMS and workflow management systems.

6. System Integration and Interoperability:

Integration Projects:

• System Integration: When integrating different systems, ensure that the standardized terminology is used to facilitate interoperability and seamless communication between systems.
• Data Mapping: Map data fields and processes from various systems to the standardized terms defined in the standard to ensure consistency.

Conclusion

Implementing ISO 12651-2:2014 involves a comprehensive approach that includes system design and development, staff training, documentation, compliance checks, consulting, and system integration. By adhering to the standardized vocabulary, organizations can achieve greater clarity, efficiency, and consistency in their workflow management practices, ultimately leading to improved productivity and regulatory compliance.

Case Study on ISO 12651-2:2014 Electronic document management Vocabulary Part 2: Workflow management

Case Study: Implementation of ISO 12651-2:2014 in a Large Multinational Corporation

Company Overview: ABC Corporation is a large multinational company with diverse business units including finance, manufacturing, and services. The company operates in over 30 countries and has a workforce of 50,000 employees. ABC Corporation decided to implement ISO 12651-2:2014 to standardize its workflow management processes across all its global operations.

Background and Challenges:

1. Disparate Systems:
   • The company was using different EDMS and workflow management systems in various regions, leading to inconsistency and inefficiencies.
   • Lack of a standardized vocabulary resulted in communication barriers and misunderstandings among departments and regions.
2. Regulatory Compliance:
   • ABC Corporation needed to comply with various international regulations and standards related to document management and workflow processes.
   • Ensuring compliance across different countries with varying regulatory requirements was challenging.
3. Operational Efficiency:
   • The company aimed to improve operational efficiency by streamlining workflow processes and reducing manual interventions.
   • Inconsistent workflows led to delays and increased operational costs.

Objectives:

• Standardize workflow management terminology across all business units and regions.
• Enhance regulatory compliance and reduce the risk of non-compliance.
• Improve operational efficiency by streamlining workflow processes and reducing manual errors.

Implementation Process:

1. Assessment and Planning:
   • Conducted an initial assessment to identify the existing workflow management practices and systems in use.
   • Formed a cross-functional team comprising representatives from IT, compliance, operations, and quality assurance departments.
   • Developed a detailed implementation plan outlining the steps to adopt ISO 12651-2:2014 across the organization.
2. Standardization of Terminology:
   • Integrated the standardized vocabulary defined in ISO 12651-2:2014 into the company’s EDMS and workflow management systems.
   • Updated internal documentation, user manuals, and training materials to reflect the new standardized terms.
3. Training and Education:
   • Developed comprehensive training programs for employees at all levels to familiarize them with the standardized terminology.
   • Conducted workshops and webinars to ensure understanding and proper use of the standardized vocabulary.
4. System Integration and Customization:
   • Worked with software vendors to customize the existing EDMS and workflow management systems to align with ISO 12651-2:2014.
   • Ensured that all new and existing workflows were redesigned to incorporate the standardized terms and definitions.
5. Compliance and Quality Assurance:
   • Established a compliance framework to ensure ongoing adherence to ISO 12651-2:2014.
   • Conducted regular audits and reviews to verify the correct application of the standardized terminology in all workflow processes.
   • Created a feedback loop to continuously improve workflow processes and address any issues related to the standard’s implementation.

Outcomes:

1. Enhanced Operational Efficiency:
   • Standardized workflows across all regions led to improved operational efficiency and reduced delays.
   • Automation of standardized workflows reduced manual errors and operational costs.
2. Improved Communication:
   • Consistent use of standardized terminology improved communication and collaboration among departments and regions.
   • Reduced misunderstandings and increased clarity in workflow management processes.
3. Regulatory Compliance:
   • Enhanced ability to comply with international regulations and standards, reducing the risk of non-compliance.
   • Improved documentation and audit trails facilitated easier compliance reporting and verification.
4. Employee Engagement and Satisfaction:
   • Training and education programs increased employee understanding and engagement with the workflow management systems.
   • Employees felt more confident in using the systems, leading to increased job satisfaction.

Conclusion:

The implementation of ISO 12651-2:2014 at ABC Corporation was a success, resulting in standardized workflow management processes, improved operational efficiency, and enhanced regulatory compliance. The case study demonstrates the importance of adopting standardized terminology in electronic document management and workflow management systems to achieve organizational goals and drive business success.

White Paper on ISO 12651-2:2014 Electronic document management Vocabulary Part 2: Workflow management

White Paper on ISO 12651-2:2014: Electronic Document Management – Vocabulary Part 2: Workflow Management

Executive Summary

The ISO 12651-2:2014 standard provides a comprehensive vocabulary for workflow management within the context of electronic document management systems (EDMS). This white paper explores the importance of standardized terminology, the challenges it addresses, the implementation process, and the benefits for organizations across various industries. By adopting ISO 12651-2:2014, organizations can achieve greater consistency, improved communication, enhanced regulatory compliance, and increased operational efficiency.

Introduction

Electronic document management systems are critical in today’s digital age, helping organizations manage vast amounts of documents and streamline workflows. However, inconsistent terminology and varying practices can lead to inefficiencies, misunderstandings, and compliance issues. ISO 12651-2:2014 addresses these challenges by providing standardized vocabulary specifically for workflow management within EDMS.

Importance of Standardized Vocabulary in Workflow Management

Challenges Addressed

1. Inconsistent Terminology:
   • Different departments and regions using varied terms for similar processes can create confusion and hinder collaboration.
2. Regulatory Compliance:
   • Diverse regulatory environments require standardized practices to ensure compliance.
3. Operational Inefficiencies:
   • Non-standardized workflows can lead to delays, errors, and increased costs.

Benefits of Standardization

1. Improved Communication:
   • A common vocabulary facilitates clear and effective communication among stakeholders.
2. Enhanced Efficiency:
   • Standardized workflows reduce manual interventions and streamline processes.
3. Regulatory Adherence:
   • Ensures that document management practices meet international standards and regulatory requirements.

ISO 12651-2:2014: Key Concepts and Terms

The standard defines key terms and concepts essential for workflow management, including:

• Workflow: A sequence of tasks aimed at achieving a specific business goal.
• Workflow Management System (WfMS): A system that defines, creates, and manages workflows.
• Task: A unit of work within a workflow.
• Activity: A specific piece of work within a task.
• Transition: Movement from one task to another within a workflow.
• Routing: The path taken by a document or task within a workflow.
• Workflow Engine: The software component that drives workflow execution.

Implementation of ISO 12651-2:2014

Steps for Implementation

1. Assessment and Planning:
   • Conduct an initial assessment of existing workflow practices.
   • Develop an implementation plan with a cross-functional team.
2. Standardization of Terminology:
   • Integrate the standardized vocabulary into EDMS and workflow management systems.
   • Update internal documentation and training materials.
3. Training and Education:
   • Develop comprehensive training programs for employees.
   • Conduct workshops and webinars to ensure proper understanding and usage.
4. System Integration and Customization:
   • Customize existing systems to align with the standard.
   • Redesign workflows to incorporate standardized terms.
5. Compliance and Quality Assurance:
   • Establish a compliance framework to ensure adherence to the standard.
   • Conduct regular audits and reviews for continuous improvement.

Case Study: ABC Corporation

Background: ABC Corporation, a multinational company, faced challenges with inconsistent workflow practices and regulatory compliance across its global operations.

Implementation Process:

• Conducted an assessment and formed a cross-functional implementation team.
• Integrated ISO 12651-2:2014 vocabulary into their EDMS.
• Developed and delivered training programs for staff.
• Customized systems and redesigned workflows to align with the standard.
• Established a compliance framework and conducted regular audits.

Outcomes:

• Enhanced operational efficiency and reduced delays.
• Improved communication and collaboration.
• Achieved better regulatory compliance and reduced risk of non-compliance.
• Increased employee engagement and satisfaction.

Conclusion

ISO 12651-2:2014 plays a crucial role in standardizing workflow management terminology within electronic document management systems. By adopting this standard, organizations can achieve improved communication, enhanced efficiency, and better regulatory compliance. The successful implementation at ABC Corporation demonstrates the tangible benefits of standardization, making ISO 12651-2:2014 an essential tool for organizations aiming to streamline their workflow management practices.

Recommendations

Organizations looking to implement ISO 12651-2:2014 should:

• Conduct thorough assessments and develop detailed implementation plans.
• Invest in training and education to ensure staff understand and use the standardized vocabulary.
• Customize their systems and redesign workflows to align with the standard.
• Establish robust compliance and quality assurance frameworks.

By following these recommendations, organizations can fully leverage the benefits of ISO 12651-2:2014 and achieve greater efficiency and compliance in their workflow management practices.