A frequent question from our customers is whether Athento complies with ISO 15489. The ISO 15489 standard (Document Management) focuses on document management throughout the document lifecycle.
Athento has relevant certifications and alignments in information security and data privacy (SOC 2 Type II, ISO 27001, ISO 27017, ISO 27018, and GDPR compliance).
In this article, we analyze how Athento complies with ISO 15489 by evaluating in detail the requirements of the international standard and the functionality of our document management software.
Yes. Athento is designed to comply with ISO 15489-1 and 15489-2, and its functionalities are aligned with the document management principles defined in this standard.
Athento implements controls and functions that cover everything from document capture to final disposal, following best practices in archiving and document lifecycle management.
ISO 15489 consists of two parts:
ISO 15489-1 defines key concepts such as authenticity, reliability, integrity, and availability, and establishes document requirements and management controls (metadata, classification, lifecycle, roles, supervision, etc.).
ISO 15489-2 offers a structured methodology (eight steps, from analysis to design and implementation of the document system).
Athento comprehensively covers the document cycle: from capture, classification, metadata, storage, retention, publication, approval, and legal signature. This aligns with the records management requirements in ISO 15489.
ISO 15489 requirement: Each document must have metadata that ensures its authenticity, reliability, integrity, and usability.
Athento:
➡️ Technical example: In a “Service contract” documentary type, you can define fields such as contract_id, start_date, customer_name, status, validity, etc., and make the workflow act on them (e.g., send for renewal if validity < 30 days).
ISO 15489 requirement: Documents must be organized in a consistent and controlled classification system.
Athento:
Uses document series and subseries (hierarchical structure similar to the Document Classification Table).
Supports multiple structures per organizational unit, allowing it to be applied to central and management files.
Automate classification assignment using metadata-based rules.
➡️ Example: An incoming document with the field “Type of procedure = Complaint” is automatically classified in the sub-series “Citizen services > Complaints.”
ISO 15489 requirement: Protection against unauthorized access, modification, and improper deletion.
Athento:
➡️ Technical example: If a document changes status (“Pending” → “Approved”), Athento records the user, the time, and the differences between versions.
ISO 15489 requirement: Apply retention periods, transfers, permanent preservation, or secure disposal.
Athento:
Allows you to configure automatic retention policies based on document type or metadata (e.g., “Delete 5 years after closing date”).
Generates alerts and workflows for processes involving transfer to the central archive or deletion with prior approval.
➡️ Functional example: A recruitment file with a closing date in 2020 may be scheduled for “deletion review” in 2025, triggering a workflow that requires the signature of the person responsible.
ISO 15489 requirement: Ensure that documents have not been altered and can be verified.
Athento:
➡️ Technical example: A digitally signed document includes a PDF certificate showing who signed it, when, and with which certificate.
ISO 15489-1 article | Requirement or Principle | Functionality at Athento |
5.2 | Authenticity | Version control, audit logs, advanced electronic signature. |
5.3 | Reliability | Automation of flows, definition of document types with mandatory metadata. |
5.4 | Integridad | Automatic versioning, integrity hashes, permission-based editing control. |
5.5 |
Usability | Search by metadata, preview, tagging, OCR, and automatic classification. |
6.2 | Document management policy | Central configuration of rules by series/subseries, retention policies, provisions. |
6.3 | Responsibilities and roles | User and permission management, custom roles, action traceability. |
7.2 | Document classification | Document classification table configurable by entity or area. |
7.3 | Capture | Capture via email, web form, API, shared folders, scanning. |
7.4 | Registration and metadata | Unique ID assignment, structured fields, mandatory metadata. |
7.5 | Access control | Granular access management by user, role, metadata, or classification. |
7.6 | Secure storage | Cloud infrastructure with encryption, redundancy, ISO 27001/SOC 2 compliance. |
7.7 | Retention and disposal | Automatic configuration by document type and expiration date; auditing and traceability. |
7.8 | Audit and review | System logs, document action control, audit alerts. |
7.9 | Transfer and conservation | Flows for transfer to the central archive, permanent digital preservation. |
Athento complies with ISO 15489 as it is technically and functionally aligned with the principles and requirements of the ISO 15489 standard. Security certifications reinforce Athento’s reliability, and compliance with ISO 15489 is reflected in specific document management functionalities: classification, metadata, traceability, retention, disposal, and authenticity.
Athento implements the principles of ISO 15489 in a practical and automated way, including:
This alignment allows organizations to implement a document management system that complies with international standards, supporting transparency, efficiency, and security in the handling of institutional documents.
For public and private entities or regulated sectors, adopting software such as Athento not only improves file management but also ensures structured, transparent, and auditable document management.
If your organization is evaluating document management solutions in accordance with ISO 15489, Athento represents a strategic tool to achieve this. Contact us.
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