The organization should ensure that the data center establishes a fully functional document management system which at a minimum meets the legal, statutory, regulatory, commercial and operational requirements.
The senior management should motivate everybody in the data center to have strong discipline around establishing and maintaining the document management system to ensure that the policies and procedures that are defined in the document management system are adhered to.
Policies and procedures
The organization should define appropriate policies and procedures managing the entire life cycle of every document created within that process. Where appropriate and applicable, continuous communication should take place to inform staff on a ‘need-to-know’ basis. As a minimum, the policies and procedures should address the following:
- Creation.
- Classification.
- Approval.
- Publication.
- Maintenance.
- Archiving.
- Destruction.
