SIST EN ISO 41001:2018

SLOVENSKI STANDARD
01-september-2018
Upravljanje objektov in storitev - Upravljanje sistemov - Zahteve z navodili za
uporabo (ISO 41001:2018)
Facility management - Management systems - Requirements with guidance for use (ISO
41001:2018)
Facility Management - Managementsysteme - Anforderungen mit Anleitung für die
Anwendung (ISO 41001:2018)
Facility management - Systèmes de management - Exigences avec directives
d'utilisation (ISO 41001:2018)
Ta slovenski standard je istoveten z: EN ISO 41001:2018
ICS:
03.080.10 Vzdrževalne storitve. Maintenance services.
Upravljanje objektov Facilities management
03.100.70 Sistemi vodenja Management systems
2003-01.Slovenski inštitut za standardizacijo. Razmnoževanje celote ali delov tega standarda ni dovoljeno.

EN ISO 41001
EUROPEAN STANDARD
NORME EUROPÉENNE
May 2018
EUROPÄISCHE NORM
ICS 03.080.10; 03.100.70
English Version
Facility management - Management systems -
Requirements with guidance for use (ISO 41001:2018)
Facility management - Systèmes de management - Facility Management - Managementsysteme -
Exigences avec directives d'utilisation (ISO Anforderungen mit Anleitung für die Anwendung (ISO
41001:2018) 41001:2018)
This European Standard was approved by CEN on 2 April 2018.

CEN members are bound to comply with the CEN/CENELEC Internal Regulations which stipulate the conditions for giving this
European Standard the status of a national standard without any alteration. Up-to-date lists and bibliographical references
concerning such national standards may be obtained on application to the CEN-CENELEC Management Centre or to any CEN
member.
This European Standard exists in three official versions (English, French, German). A version in any other language made by
translation under the responsibility of a CEN member into its own language and notified to the CEN-CENELEC Management
Centre has the same status as the official versions.

CEN members are the national standards bodies of Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia,
Finland, Former Yugoslav Republic of Macedonia, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Lithuania,
Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Serbia, Slovakia, Slovenia, Spain, Sweden, Switzerland,
Turkey and United Kingdom.
EUROPEAN COMMITTEE FOR STANDARDIZATION
COMITÉ EUROPÉEN DE NORMALISATION

EUROPÄISCHES KOMITEE FÜR NORMUNG

CEN-CENELEC Management Centre: Rue de la Science 23, B-1040 Brussels
© 2018 CEN All rights of exploitation in any form and by any means reserved Ref. No. EN ISO 41001:2018 E
worldwide for CEN national Members.

Contents Page
European foreword . 3
European foreword
This document (EN ISO 41001:2018) has been prepared by Technical Committee ISO/TC 267 “Facility
management” in collaboration with Technical Committee CEN/TC 348 “Facility Management” the
secretariat of which is held by NEN.
This European Standard shall be given the status of a national standard, either by publication of an
identical text or by endorsement, at the latest by November 2018, and conflicting national standards
shall be withdrawn at the latest by November 2018.
Attention is drawn to the possibility that some of the elements of this document may be the subject of
patent rights. CEN shall not be held responsible for identifying any or all such patent rights.
According to the CEN-CENELEC Internal Regulations, the national standards organizations of the
following countries are bound to implement this European Standard: Austria, Belgium, Bulgaria,
Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, Former Yugoslav Republic of Macedonia,
France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta,
Netherlands, Norway, Poland, Portugal, Romania, Serbia, Slovakia, Slovenia, Spain, Sweden, Switzerland,
Turkey and the United Kingdom.
Endorsement notice
The text of ISO 41001:2018 has been approved by CEN as EN ISO 41001:2018 without any modification.

INTERNATIONAL ISO
STANDARD 41001
First edition
2018-04
Facility management — Management
systems — Requirements with
guidance for use
Facility management — Systèmes de management — Exigences avec
directives d'utilisation
Reference number
ISO 41001:2018(E)
©
ISO 2018
ISO 41001:2018(E)
© ISO 2018
All rights reserved. Unless otherwise specified, or required in the context of its implementation, no part of this publication may
be reproduced or utilized otherwise in any form or by any means, electronic or mechanical, including photocopying, or posting
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Published in Switzerland
ii © ISO 2018 – All rights reserved

ISO 41001:2018(E)
Contents Page
Foreword .iv
Introduction .v
1 Scope . 1
2 Normative references . 1
3 Terms and definitions . 1
4 Context of the organization . 4
4.1 Understanding the organization and its context . 4
4.2 Understanding the needs and expectations of interested parties . 4
4.3 Determining the scope of the FM system . 5
4.4 FM system . 5
5 Leadership . 5
5.1 Leadership and commitment . 5
5.2 Policy . 6
5.3 Organizational roles, responsibilities and authorities. 6
6 Planning . 7
6.1 Actions to address risks and opportunities . 7
6.2 FM objectives and planning to achieve them . 7
7 Support . 8
7.1 Resources . 8
7.2 Competence . 8
7.3 Awareness . 8
7.4 Communication . 8
7.5 Documented information . 9
7.5.1 General. 9
7.5.2 Creating and updating information . 9
7.5.3 Control of documented information . 9
7.5.4 FM information and data requirements .10
7.6 Organizational knowledge .10
8 Operation .11
8.1 Operational planning and control .11
8.2 Coordination with interested parties .11
8.3 Integration of services .11
9 Performance evaluation .11
9.1 Monitoring, measurement, analysis and evaluation .11
9.2 Internal audit .12
9.3 Management review .12
10 Improvement .13
10.1 Nonconformity and corrective action .13
10.2 Continual improvement .14
10.3 Preventive actions .14
Annex A (informative) Guidance on the use of this document .15
Bibliography .45
ISO 41001:2018(E)
Foreword
ISO (the International Organization for Standardization) is a worldwide federation of national standards
bodies (ISO member bodies). The work of preparing International Standards is normally carried out
through ISO technical committees. Each member body interested in a subject for which a technical
committee has been established has the right to be represented on that committee. International
organizations, governmental and non-governmental, in liaison with ISO, also take part in the work.
ISO collaborates closely with the International Electrotechnical Commission (IEC) on all matters of
electrotechnical standardization.
The procedures used to develop this document and those intended for its further maintenance are
described in the ISO/IEC Directives, Part 1. In particular the different approval criteria needed for the
different types of ISO documents should be noted. This document was drafted in accordance with the
editorial rules of the ISO/IEC Directives, Part 2 (see www .iso .org/directives).
Attention is drawn to the possibility that some of the elements of this document may be the subject of
patent rights. ISO shall not be held responsible for identifying any or all such patent rights. Details of
any patent rights identified during the development of the document will be in the Introduction and/or
on the ISO list of patent declarations received (see www .iso .org/patents).
Any trade name used in this document is information given for the convenience of users and does not
constitute an endorsement.
For an explanation on the voluntary nature of standards, the meaning of ISO specific terms and
expressions related to conformity assessment, as well as information about ISO’s adherence to the
World Trade Organization (WTO) principles in the Technical Barriers to Trade (TBT) see the following
URL: www .iso .org/iso/foreword .html.
This document was prepared by Technical Committee ISO/TC 267, Facility management.
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ISO 41001:2018(E)
Introduction
0.1 General
Facility management (FM) integrates multiple disciplines in order to have an influence on the efficiency
and productivity of economies of societies, communities and organizations, as well as the manner in
which individuals interact with the built environment. FM affects the health, well-being and quality of
life of much of the world’s societies and population through the services it manages and delivers.
While FM has such a broad impact, recognition of its principles and practices at a global level has been
lacking. This document provides the basis for a common interpretation and understanding of FM and
the ways in which it can benefit organizations of all kinds.
The development of the market for FM services would be enhanced by the presence of a common global
structure and supporting standard. The sector benefits from a common basis upon which FM can be
assessed and measured. This is the primary driver for, and purpose of, this document.
In a globally-competitive environment, FM organizations and providers need to communicate among
themselves and with interested parties using common principles, concepts and terms, including
assessment and measurement of performance. This document is intended to raise the standard of care
and increase levels of quality, thereby stimulating organizational maturity and competition for the
delivery of FM.
The benefits of an integrated system standard for FM include:
— improved workforce productivity, safety and health and well-being;
— improved communication of requirements and methodologies among and between public and
private sector organizations;
— improved efficiency and effectiveness, thus improving cost benefits to organizations;
— improved service consistency;
— providing a common platform for all types of organizations.
This document is applicable to any organization that wishes to:
— establish, implement, maintain and improve an integrated FM system;
— assure itself of conformity with its stated management policy;
— demonstrate conformity with this document by:
— making a self-determination and self-declaration;
— seeking confirmation of its conformity by parties having an interest in the organization;
— seeking confirmation of its self-declaration by a party external to the organization;
— seeking certification/registration of its FM system by an accredited third-party certification
body.
0.2 Process approach
This document applies the framework developed by ISO to improve alignment among its International
Standards for management systems.
This document promotes the adoption of a process approach when developing, implementing and
improving the effectiveness of a management system standard to enhance customer satisfaction by
meeting their requirements.
ISO 41001:2018(E)
For an organization to function effectively, it needs to determine and manage numerous interrelated
activities. An activity, or set of activities, using resources and managed in order to enable the
transformation of inputs into outputs, can be considered as a process. Generally, the output from one
process directly forms the input to the next.
The application of a system of processes within an organization, together with the identification,
interactions of these processes and their management to produce the desired outcome, can be referred
to as the “process approach”.
An advantage of the process approach is the ongoing control that it provides over the linkage between
the individual processes within the system of processes, as well as over their combination and
interaction.
When used within an FM system, such an approach emphasizes the importance of:
a) understanding and meeting the demand organization’s requirements through an integrated
planning process;
NOTE A demand organization is an entity which has a need and the authority to incur costs to have
requirements met. It is typically an authorized representative within a functional unit of the organization.
b) the relationship between the integrated planning process and Clauses 4 to 10 of the FM system;
c) the documentation associated with the requirements of the FM system and the subject of
certification assessments;
d) all of the above in the context of management levels;
e) continual improvement of processes based on objective measurement.
To preview the FM system, the core processes start with understanding and defining the following
criteria within a demand organization.
— Context of the organization: understanding and determining the appropriate FM system (see
Clause 4).
— Leadership: understanding organizational roles, responsibilities, policies and authorities (see
Clause 5).
— Planning: understanding risks, strategic objectives and current policies (see Clause 6).
— Support: understanding available versus required resources in the form of financial, human and
technology (see Clause 7).
— Operations: delivering integrated FM services (see Clause 8).
— Performance evaluation: benchmarking standards, monitoring and meeting target requirements
(see Clause 9).
— Improvement: reviewing benchmarked standards, identifying and implementing process
improvement initiatives (see Clause 10).
Reference is made to the demand organization and the organization throughout this document. This
distinction is made due to the variable nature in which FM services may be delivered through internal
staffing within the demand organization, external service providers, or a combination of the two.
The requirements of this document apply to the FM organization. However, as illustrated in Figure 1,
the FM organization and the demand organization need to work together to clearly define needs to
meet the core business strategy, and to develop FM policies and practices that will enable the core
business activities of the demand organization. The organization (and top management) refers to the
FM organization throughout, unless otherwise noted as the demand organization.
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ISO 41001:2018(E)
In addition, the clauses of this document can be considered through the process approach methodology
known as “Plan-Do-Check-Act” (PDCA), as is illustrated in Figure 1. PDCA can be briefly described as
follows.
Plan: establish the objectives and processes necessary to deliver results in accordance with customer
requirements and the organization’s policies.
Do: implement the processes.
Check: monitor and measure processes and product against policies, objectives and requirements for
the product and report the results.
Act: take actions to continually improve process performance.
Figure 1 — Process approach methodology in facility management
INTERNATIONAL STANDARD ISO 41001:2018(E)
Facility management — Management systems —
Requirements with guidance for use
1 Scope
This document specifies the requirements for a facility management (FM) system when an organization:
a) needs to demonstrate effective and efficient delivery of FM that supports the objectives of the
demand organization;
b) aims to consistently meet the needs of interested parties and applicable requirements;
c) aims to be sustainable in a globally-competitive environment.
The requirements specified in this document are non-sector specific and intended to be applicable to
all organizations, or parts thereof, whether public or private sector, and regardless of the type, size and
nature of the organization or geographical location.
Annex A provides additional guidance on the use of this document.
2 Normative references
The following documents are referred to in the text in such a way that some or all of their content
constitutes requirements of this document. For dated references, only the edition cited applies. For
undated references, the latest edition of the referenced document (including any amendments) applies.
ISO 41011, Facility management — Vocabulary
3 Terms and definitions
For the purposes of this document, the terms and definitions given in ISO 41011 and the following apply.
ISO and IEC maintain terminological databases for use in standardization at the following addresses:
— ISO Online browsing platform: available at https: //www .iso .org/obp
— IEC Electropedia: available at http: //www .electropedia .org/
NOTE 1 For the purposes of this document, the term “FM system” is used to refer to a system for facility
management.
NOTE 2 For the purposes of this document, the term “organization” or “top management” will refer to the
FM organization or FM top management unless otherwise stated.
3.1
organization
person or group of people that has its own functions with responsibilities, authorities and relationships
to achieve its objectives (3.8)
Note 1 to entry: The concept of organization includes, but is not limited to sole-trader, company, corporation, firm,
enterprise, authority, partnership, charity or institution, or part or combination thereof, whether incorporated
or not, public or private.
Note 2 to entry: For the purposes of this document, the term “organization” refers to the FM organization unless
otherwise stated.
ISO 41001:2018(E)
3.2
interested party
stakeholder
person or organization (3.1) that can affect, be affected by, or perceive itself to be affected by a decision
or activity
3.3
requirement
need or expectation that is stated, generally implied or obligatory
Note 1 to entry: “Generally implied” means that it is custom or common practice for the organization (3.1) and
interested parties (3.2) that the need or expectation under consideration is implied.
Note 2 to entry: A specified requirement is one that is stated, for example in documented information (3.11).
3.4
management system
set of interrelated or interacting elements of an organization (3.1) to establish policies (3.7) and
objectives (3.8) and processes (3.12) to achieve those objectives
Note 1 to entry: A management system can address a single discipline or several disciplines.
Note 2 to entry: The system elements include the organization’s structure, roles and responsibilities, planning
and operation.
Note 3 to entry: The scope of a management system may include the whole of the organization, specific and
identified functions of the organization, specific and identified sections of the organization, or one or more
functions across a group of organizations.
Note 4 to entry: For the purposes of this document, the term “FM system” is used to refer to a system for facility
management.
3.5
top management
person or group of people who directs and controls an organization (3.1) at the highest level
Note 1 to entry: Top management has the power to delegate authority and provide resources within the
organization.
Note 2 to entry: If the scope of the management system (3.4) covers only part of an organization, then top
management refers to those who direct and control that part of the organization.
Note 3 to entry: For the purposes of this document, the term “top management” refers to the FM top management
unless otherwise stated.
3.6
effectiveness
extent to which planned activities are realized and planned results achieved
3.7
policy
intentions and direction of an organization (3.1), as formally expressed by its top management (3.5)
3.8
objective
result to be achieved
Note 1 to entry: An objective can be strategic, tactical, or operational.
Note 2 to entry: Objectives can relate to different disciplines (such as financial, health and safety, and
environmental goals) and can apply at different levels (such as strategic, organization-wide, project, product and
process (3.12)).
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ISO 41001:2018(E)
Note 3 to entry: An objective can be expressed in other ways, e.g. as an intended outcome, a purpose, an
operational criterion, as a facility management objective, or by the use of other words with similar meaning (e.g.
aim, goal, or target).
Note 4 to entry: In the context of facility management systems (3.4), facility management objectives are set by the
organization (3.1), consistent with the facility management policy (3.7), to achieve specific results.
3.9
risk
effect of uncertainty
Note 1 to entry: An effect is a deviation from the expected — positive or negative.
Note 2 to entry: Uncertainty is the state, even partial, of deficiency of information related to, understanding or
knowledge of, an event, its consequence, or likelihood.
Note 3 to entry: Risk is often characterized by reference to potential “events” (as defined in ISO Guide 73:2009,
3.5.1.3) and “consequences” (as defined in ISO Guide 73:2009, 3.6.1.3), or a combination of these.
Note 4 to entry: Risk is often expressed in terms of a combination of the consequences of an event (including
changes in circumstances) and the associated “likelihood” (as defined in ISO Guide 73:2009, 3.6.1.1) of occurrence.
3.10
competence
ability to apply knowledge and skills to achieve intended results
3.11
documented information
information required to be controlled and maintained by an organization (3.1) and the medium on
which it is contained
Note 1 to entry: Documented information can be in any format and media, and from any source.
Note 2 to entry: Documented information can refer to:
—  the management system (3.4), including related processes (3.12);
—  information created in order for the organization to operate (documentation);
—  evidence of results achieved (records).
3.12
process
set of interrelated or interacting activities which transforms inputs into outputs
3.13
performance
measurable result
Note 1 to entry: Performance can relate either to quantitative or qualitative findings.
Note 2 to entry: Performance can relate to the management of activities, processes (3.12), products (including
services), systems or organizations (3.1).
3.14
outsource (verb)
make an arrangement where an external organization (3.1) performs part of an organization’s function
or process (3.12)
Note 1 to entry: An external organization is outside the scope of the management system (3.4), although the
outsourced function or process is within the scope.
ISO 41001:2018(E)
3.15
monitoring
determining the status of a system, a process (3.12) or an activity
Note 1 to entry: To determine the status, there may be a need to check, supervise or critically observe.
3.16
measurement
process (3.12) to determine a value
3.17
audit
systematic, independent and documented process (3.12) for obtaining audit evidence and evaluating it
objectively to determine the extent to which the audit criteria are fulfilled
Note 1 to entry: An audit can be an internal audit (first party) or an external audit (second party or third party),
and it can be a combined audit (combining two or more disciplines).
Note 2 to entry: An internal audit is conducted by the organization (3.1) itself, or by an external party on its behalf.
Note 3 to entry: “Audit evidence” and “audit criteria” are defined in ISO 19011.
3.18
conformity
fulfilment of a requirement (3.3)
3.19
nonconformity
non-fulfilment of a requirement (3.3)
3.20
corrective action
action to eliminate the cause of a nonconformity (3.19) and to prevent recurrence
3.21
continual improvement
recurring activity to enhance performance (3.13)
4 Context of the organization
4.1 Understanding the organization and its context
The organization shall determine, demonstrate and document external and internal issues that are
relevant to its purpose and its strategic objectives, and that affect its ability to achieve the intended
outcome(s) of its FM system.
4.2 Understanding the needs and expectations of interested parties
The organization shall determine and document:
— the interested parties that are relevant to the FM system;
— the requirements of these interested parties;
— the outputs which will satisfy the requirements;
— the inputs required to achieve those outputs;
— the process to keep the requirements up-to-date.
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ISO 41001:2018(E)
4.3 Determining the scope of the FM system
The organization shall determine the boundaries and applicability of the FM system to establish its scope.
When determining this scope, the organization shall consider:
— the external and internal issues referred to in 4.1;
— the requirements referred to in 4.2;
— the interaction with other management systems, if used, and the resources to meet the requirements.
The scope shall be available as documented information.
4.4 FM system
The organization shall establish, implement, maintain and continually improve an FM system, including
the processes needed and their interactions, in accordance with the requirements of this document.
5 Leadership
5.1 Leadership and commitment
The organization’s top management shall demonstrate leadership and commitment with respect to the
FM system by:
— ensuring that the FM policy and FM objectives are established and are compatible with the strategic
direction of the demand organization;
— ensuring the integration and support of the FM system requirements into the organization’s
business processes;
— ensuring that the resources needed for the FM system are available;
— communicating the importance of an effective FM system and of conforming to the FM system
requirements;
— communicating with the top management of the demand organization;
— ensuring that the FM system achieves its intended outcome(s) as documented herein;
— directing and supporting persons to contribute to the effectiveness of the FM system;
— coordinating and collaborating interdepartmentally;
— promoting continual improvement in innovation, communications, morale, cross functional
integration, the support of the organization’s objectives and responsible management;
— supporting other relevant management roles to demonstrate their leadership as it applies to their
areas of responsibility;
— ensuring that the approach used for managing risk in FM is aligned with the organization’s approach
for managing risk.
NOTE Reference to “business” in this document can be interpreted broadly to mean those activities that are
core to the purposes of the demand organization’s existence.
ISO 41001:2018(E)
5.2 Policy
Top management shall establish an FM policy that:
a) is appropriate to the purpose of the organization;
b) provides a framework for setting FM objectives;
c) ensures the management of risk;
d) includes a commitment to satisfy applicable requirements;
e) includes a commitment to the continual improvement of the FM system;
f) is endorsed by top management or a sponsor of the demand organization;
g) corresponds to the characteristics and requirements of the demand organization;
h) considers the characteristics and requirements of the users of the facility and the facility itself;
i) highlights how it responds to the issues appropriate to the local context.
The FM policy shall be:
— available as documented information;
— communicated regularly within the organization and with other interested parties;
— available to interested parties, as appropriate;
— consistent and be integrated with other relevant organizational policies;
— consistent with the organizational plan;
— appropriate to the nature and scale of the organization and its operations;
— implemented, periodically reviewed and reported to top management, and, if required, updated.
5.3 Organizational roles, responsibilities and authorities
Top management shall ensure that the responsibilities and authorities for relevant roles are assigned
and communicated within the organization.
Top management shall assign the responsibility and authority for:
a) ensuring that the FM system conforms to the requirements of this document;
b) ensuring that policies and objectives are established for the FM system and are compatible with
the strategic direction of the organization;
c) reporting on the performance of the FM system to top management;
d) ensuring that the FM process is established and is compatible with the FM policy and FM objectives;
e) establishing and updating the FM plan;
f) ensuring that management systems, procedures and any supply chain used fully support the
delivery of the FM objectives;
g) ensuring the suitability, robustness, adequacy and effectiveness of the FM system;
h) ensuring that sourcing strategies support the FM system;
i) establishing, reviewing, reporting and updating the FM system.
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ISO 41001:2018(E)
6 Planning
6.1 Actions to address risks and opportunities
When planning for the FM system, the organization shall consider the issues referred to in 4.1 and the
requirements referred to in 4.2 and determine the risks and opportunities that need to be addressed to:
— give assurance the FM system can achieve its intended outcome(s);
— prevent, or reduce, undesired effects;
— ensure business continuity and emergency preparedness;
— achieve continual improvement.
The organization shall plan:
a) actions to address these risks and opportunities, taking into account how these risks and
opportunities can change with time;
b) how to:
— integrate and implement the actions into its FM system processes;
— evaluate the effectiveness of these actions.
6.2 FM objectives and planning to achieve them
The organization shall establish FM objectives at relevant functions, sub-functions and levels. The
organization shall consider the requirements of relevant interested parties and of other financial,
technical and organizational requirements of the FM planning process.
The FM objectives shall:
a) be consistent and aligned with the organizational objectives;
b) be consistent with the FM policy;
c) be measurable (if practicable) without excessive cost or documentation;
d) be established and updated using criteria set out in 4.2;
e) take into account applicable requirements;
f) be monitored;
g) be communicated to relevant interested parties;
h) be reviewed and updated as appropriate.
The organization shall retain documented information on the FM objectives.
When planning how to achieve its FM objectives, the organization shall determine:
— what will be done;
— what resources and budgets will be required;
— who will be responsible;
— when it will be completed and with what frequencies;
— how the results will be evaluated;
ISO 41001:2018(E)
— appropriate planning horizons with the demand organization for completeness and effectiveness.
7 Support
7.1 Resources
The organization shall determine and provide the resources needed for the establishment,
implementation, maintenance and continual improvement of the FM system.
The organization shall source, supervise as necessary and monitor the resources used in implementing
the activities required to achieve the objectives of the FM plan(s).
7.2 Competence
The organization shall:
— determine the necessary competence of person(s) (or entities) doing work under its control that
affects its FM performance;
— ensure that these persons are competent on the basis of appropriate education, training and/or
experience;
— where applicable, take actions to acquire the necessary competence, maintain ongoing education,
training and certifications and evaluate the effectiveness of the actions taken;
— ensure that competencies are in alignment with applicable local context;
— retain appropriate documented information as evidence of competence;
— plan for future resources and long-term requirements.
NOTE Applicable actions can include, for example, the provision of training to, the mentoring of, or the re-
assignment of currently employed persons; or the hiring or contracting of competent persons.
7.3 Awareness
Persons or entities doing work under the organization’s control shall be aware of:
— the FM policy;
— the organization’s strategic objectives, outputs and desired outcomes;
— their contribution to the effectiveness of the FM system, including the benefits of improved FM
performance;
— the implications of not conforming with the FM system requirements.
7.4 Communication
The organization shall determine the need for internal and external communications relevant to the
FM system, including:
— on what information it will communicate;
— why the information needs to be communicated;
— when to communicate;
— with whom to communicate;
— how to communicate;
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ISO 41001:2018(E)
— how to monitor the effectiveness of communications.
7.5 Documented information
7.5.1 General
The organization’s FM system shall include:
— documented information required by this document;
— documented information determined by the organization as being necessary for the effectiveness of
the FM system.
NOTE The extent of documented information for an FM system can differ from one organization to
another due to:
— the size of organization and its type of activities, processes, products and services;
— the complexity of processes and their interactions;
— the competence of persons.
7.5.2 Creating and updating information
When creating and updating documented information, the organization shall ensure appropriate:
— identification and description (e.g. a title, date, author, or reference number);
— format (e.g. language, software version, graphics) and media (e.g. paper, electronic);
— review and approval for suitability and adequacy.
7.5.3 Control of documented information
Documented information required by the FM system and by this document shall be controlled to ensure:
a) it is available and suitable for use, where and when it is needed;
b) it is adequately protected (e.g. from loss of confidentiality, improper use, or loss of integrity).
For the control of documented information, the organization shall address the following activities, as
applicable:
— level of information required to support the demand organization’s objectives;
— information governance requirements;
— distribution, access, retrieval and use;
— storage and preservation, including preservation of legibility (i.e. clear enough to read);
— control of changes (e.g. version control);
— retention and disposition;
— prevention of the unintended use of obsolete information;
— protection of documented information and data.
ISO 41001:2018(E)
Documented information of external origin determined by the organization to be necessary for the
planning and operation of the FM system shall be identified, as appropriate, and controlled.
NOTE Access can imply a decision regarding the permission to view the documented information only, or
the permission and authority to view and change the documented information.
7.5.4 FM information and data requirements
The organization shall determine its information requirements to support its FM system and the
achievement of its organizational objectives. In doing this:
a) the organization shall include consideration of:
— the roles and responsibilities for FM;
— the FM processes, procedures and activities;
— the significance of the identified risks;
— the exchange of information with its interested parties, including service providers;
— the impact of quality, availability and management of information on organizational decision
making;
b) the organization shall determine:
— the attributes of identified data;
— the quality of identified data;
— how and when data are collected, analysed and evalua
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