Overview
ISO/TR 14105:2011 - Document management: Change management for successful electronic document management system (EDMS) implementation - is an informative Technical Report that addresses the human, organizational and ergonomic factors essential to planning, selecting and implementing EDMS technologies. Published by ISO in 2011 (second edition), it provides a framework for understanding cognitive, physical, organizational and usability issues that influence EDMS success and long‑term productivity.
Key topics
ISO/TR 14105:2011 covers practical, non‑prescriptive guidance rather than mandatory requirements. Major topics include:
- Human factors and ergonomics: principles to improve usability and reduce physical strain in EDMS workstations.
- Usability criteria and end‑user analysis: methods to evaluate software usability and capture user needs.
- Participation and integration: forming design teams and “champion users” to ensure stakeholder involvement and reduce resistance.
- Strategic planning / organizational change strategy: aligning EDMS with business strategy and defining the organizational change approach.
- Organization assessment and readiness: evaluating culture, processes and employee willingness to adapt.
- Change management program: recommended activities for phased implementation, communication, training and rewards.
- Project management items: time management, project objectives, pilot systems, validation and post‑implementation review.
- Technical considerations: system design implications, backfile conversion planning and use of consultants.
- Workplace ergonomics: environmental and workstation guidelines to support long‑term productivity.
Practical applications
ISO/TR 14105:2011 is designed to be applied throughout the EDMS lifecycle:
- Use during vendor selection and system evaluation to ensure usability and ergonomic fit.
- Incorporate into project plans to structure change management activities (communication, training, pilots).
- Guide organizational assessments to identify non‑technology changes required for successful adoption.
- Help define user participation strategies (design teams, champion users) that reduce resistance and improve acceptance.
- Plan backfile conversion and workload impacts with human factors in mind to avoid unnecessary burden on staff.
Who should use this standard
- Records managers and information governance professionals
- IT project managers and system integrators implementing EDMS/ECM
- Human factors specialists and ergonomists
- Senior management responsible for organizational change and strategy
- Consultants advising on EDMS selection, deployment and training
Related standards
- IEC 82045‑1 (document management system definitions referenced)
- ISO 12651‑1 (enterprise content management components referenced)
ISO/TR 14105:2011 is a practical resource for embedding change management, user‑centered design and ergonomic considerations into successful EDMS implementations. Keywords: ISO TR 14105:2011, EDMS, change management, usability, human factors, document management, electronic document management system.