A Beginner's Guide to ISO Certification

Quality, safety, reliability. These are the pillars of business excellence. And ISO certification is the brace that connects them all. But what does it take to build these pillars in your organization? How can you guarantee your products and services consistently meet the highest standards?

The answer lies in understanding the fundamentals of ISO certification. In this guide, we'll break down the basics of ISO and show you how to leverage ISO standards to drive success.

What Is ISO Certification?

ISO certification is a formal recognition that a company meets specific international standards. These standards—developed by the International Organization for Standardization (ISO)—cover various aspects of business operations. Quality management, environmental sustainability, and information security are just a few examples.

Think of ISO certification as a stamp of quality. It demonstrates that a company has put in the work to optimize its processes and systems. When a team earns an ISO certification, they prove their commitment to critical objectives such as customer satisfaction, continuous improvement, and streamlined production processes. 

5 Most Common ISO Standards

There's an ISO standard for nearly every industry and business function. This variety allows organizations to choose the certification that best aligns with their goals and priorities. Some of the most popular ISO certifications include:

ISO 9001: Quality Management Systems (QMS)

ISO 9001 focuses on Quality Management Systems (QMS) and pushes companies to deliver high-quality products and services. It helps businesses consistently meet customer expectations and regulatory requirements. By implementing ISO 9001, companies can:

• Streamline processes
• Reduce errors and waste
• Improve customer satisfaction
• Gain a competitive advantage

ISO 14001: Environmental Management Systems (EMS)

ISO 14001 covers Environmental Management Systems (EMS). It assists organizations in reducing their environmental impact and improving sustainability. Companies that implement ISO 14001 can:

• Minimize waste and pollution
• Improve resource efficiency
• Comply with environmental regulations
• Enhance its reputation as an eco-friendly business

ISO 45001: Occupational Health and Safety (OHS)

ISO 45001 addresses Occupational Health and Safety (OHS). It drives organizations to create safe and healthy workplaces where they can:

• Identify and control health and safety risks
• Reduce workplace accidents and incidents
• Improve employee well-being and productivity

ISO 44001: Collaborative Business Relationships

ISO 44001 promotes efficient and effective cooperation between organizations to achieve mutual benefits. Those who foster strong collaborative business relationships can:

• Establish and manage successful partnerships
• Improve communication and trust
• Share knowledge and resources
• Achieve common goals and objectives

ISO 27001: Information Security Management Systems (ISMS)

ISO 27001 deals with Information Security Management Systems (ISMS). It guides organizations on how to protect sensitive information and manage risks related to data security. We got our ISO 27001 certification at Codekeeper so that we can:

• Identify and mitigate information security risks
• Protect confidential data from unauthorized access
• Comply with data protection regulations
• Build trust with customers and stakeholders

» Find out why ISO 27001 certification matters for your business

Note: If your organization licenses software, outsources IT development, or hosts applications externally, Codekeeper can help automate your software escrow and protect these critical assets. We'll make sure your data stays secure in line with ISO 27001 standards.

ISO Compliance vs. ISO Certification: What's the Difference?

ISO compliance and ISO certification may sound similar, but there's a crucial difference. Understanding this distinction can help you make informed decisions about your quality management strategies.

ISO Compliance

ISO compliance means that a company adheres to the requirements of ISO standards through internal audits and self-attestation. In other words, the company believes it meets the ISO standards. But it hasn't undergone a formal, external certification process.

Compliance is voluntary and allows companies to implement ISO standards at their own pace and according to their needs. It can be a cost-effective way to improve processes.

However, because compliance is self-declared, it lacks the external validation and credibility that comes with certification.

ISO Certification

On the other hand, ISO certification involves a formal process where an independent, accredited third-party auditor verifies that a company meets the requirements of ISO standards. This rigorous assessment includes:

• Reviewing documentation and processes
• Conducting site visits and interviews
• Assessing conformity to ISO standards

If the company passes the audit, it receives an ISO certificate that's valid for a specified period. This certificate proves the company has implemented and adheres to the relevant ISO standards.

» Take these steps to ensure security and operational resilience in the digital age

Why ISO Certification Is Important

Compliance is the first step in the right direction. But getting ISO certified offers several advantages:

1. Credibility: Certification provides external validation of a company's commitment to quality, safety, and efficiency. It bolsters your reputation and builds trust with customers and stakeholders.
2. Competitive advantage: ISO certification differentiates a company from its competitors. It demonstrates a higher level of dedication to best practices and continuous progress.
3. Improved processes: The certification process uncovers areas for improvement. For example, it helps companies refine their operations and reduce errors and waste.
4. Regulatory compliance: In some industries, ISO certification may be required to meet regulatory requirements or qualify for certain contracts. Research and obtain the appropriate ISO certifications for your industry. It can open new business opportunities and align your processes with sector-specific standards and requirements.

» Find out how software escrow solutions can help you meet compliance requirements

How to Get ISO Certified

Achieving ISO certification is a significant milestone for any business, particularly those engaged in global trade. If you want to get your ISO certified certification, follow these steps:

1. Define the Scope of Certification

Determine which ISO standards you want to implement (e.g., ISO 9001 for quality management, ISO 14001 for environmental management). At this stage, you can choose to certify your entire management system or focus on accrediting specific processes that are most critical to your business.

2. Conduct a Gap Analysis

Identify areas where your current practices fall short of the ISO standard requirements. Here, you'll need to prioritize your efforts and focus on the most critical areas for improvement.

3. Secure Management Commitment

Secure full commitment from top management to actively participate in and support the implementation of ISO standards. Management involvement is crucial as it often requires changes to organizational processes and culture. Without the support and involvement of top management, these changes might not receive the necessary attention or resources, which could impact the successful implementation and upkeep of the management system.

4. Develop a Management System

Build a management system that fits your business based on the chosen ISO standard(s) by:

1. Identifying core processes, studying them, and pinpointing areas for improvement 
2. Collaborating with managers and teams at all levels to document processes
3. Using the relevant ISO standards as a guide

Once you've gathered all the necessary information, create a comprehensive set of documented policies, processes, and other relevant documents. These files form the core of the assessment and implementation of your management system. Share them with your team to ensure that everyone is clear on their roles and responsibilities.

5. Implement the Management System

To put your management system into action, follow these steps: 

1. Initiate the new system and monitor its progress. 
2. Make sure procedures are followed as outlined in the documentation. 
3. Provide training to teams on new processes and methodologies. 
4. Establish a reporting system for managers and team members to flag issues. 
5. Review and address issues as they arise.

6. Engage Employees

Involve employees at all levels in implementing and maintaining the management system. This engagement will help them understand the benefits of certification and motivate them to contribute to the process.

7. Conduct an Internal Audit

Before pursuing external certification:

1. Conduct an internal assessment of your management system. 
2. Use experienced staff or a third-party consultant to evaluate compliance, identify unmet requirements, and suggest areas for improvement. 
3. Take corrective actions based on their recommendations to enhance your system.

8. Schedule an External Audit

Once you've confirmed that your management system is functioning effectively, it's time to involve an accredited certification body for an external audit. An experienced auditor will:

1. Evaluate your system comprehensively 
2. Identify any potential issues
3. Verify compliance with the applicable ISO standards
4. Offer insights on areas needing improvement

To facilitate this assessment, the auditor will require access to formal documentation for cross-referencing with your operational procedures.

9. Register Your Management System

After completing the external audit, the auditor will compile their findings and submit them to the certifying body for review. The certifying body's technical committee will inspect the auditor's findings and your management system documentation to assess if your organization complies with the relevant ISO standard(s). If the committee is satisfied that your management system is compliant, they'll issue your ISO certification.

10. Maintain Certification

Remember, ISO certification is a commitment to continuous improvement. So, regularly review and update your management system to ensure it remains effective and meets evolving standards. You can do this by:

1. Conducting periodic internal audits of your management system
2. Addressing any noncompliance issues promptly
3. Staying up-to-date with changes to the relevant ISO standards
4. Scheduling recertification audits as required

Build Trust and Open Doors With ISO

Getting ISO certified is challenging. It requires time, effort, and resources. Still, the advantages make it worthwhile. ISO certification shows that your business meets globally recognized standards. It can streamline your processes, satisfy stakeholders, and lead to fresh opportunities.

When first exploring these ISO standards, the process may seem overwhelming. But starting with a basic understanding is a good first step. Identify which ISO standards align with your business goals and how to achieve them. This knowledge will help guide you through the certification process.