Records management

Records Management

Records management refers to the process of creating, organising, maintaining, and eventually disposing a record of an organisation’s activities. It ensures that valuable data is kept secure and accessible, aids in the decision-making process, and helps a business to comply with legal and regulatory requirements.

Defining Records Management

• Records management is a systematic control of all documentary evidence produced or received by an organisation.
• Records can include letters, memos, reports, contracts, emails, and invoices among others.
• The purpose of records management is to efficiently handle records, utilising an effective record keeping strategy that promotes consistency, accuracy, and legality.

Important Features of Records Management

• Classification: This involves grouping related records together based on a classification scheme or system.
• Storage: The records need to be stored in a safe and easily accessible place.
• Preservation: This involves maintaining the records in their original state to preserve their authenticity.
• Disposition: This is about handling the final fate of the records - their destruction, archive, sale, or donation.

Benefits of Effective Records Management

• Efficiency: Proper records management can improve operational efficiency by enabling faster retrieval of information.
• Compliance: It helps businesses to meet legal and regulatory requirements related to record keeping.
• Risk mitigation: It decreases risk of loss and increases security of sensitive information.
• Size reduction: A systematic process can help to reduce physical and digital storage space by disposing of records that are no longer needed.

Basic Principles of Records Management

• Accountability: A person or team should be responsible for record keeping procedures and policies.
• Integrity: Records must be complete and unaltered.
• Protection: Measures should be implemented to protect sensitive information from unauthorised access or loss.
• Compliance: The principles align with legal and societal expectations of privacy, fairness, and freedom of information.

Sound records management is the backbone of an organisation. A well-structured records management system makes it easier for the business to locate and retrieve documents, maintain consistent record keeping practices, and ensure compliance with regulatory requirements. Proper management of records is an important aspect of organisational efficiency.