The Importance of Records Management;

Records play a role in any organisation serving as the foundation, for operations. Whether they involve receipts, tax documents or communication records it is crucial to identify and manage them. Each company should adopt a customised records management approach that aligns with its needs. However, there are principles that apply to most records management systems.

Understanding Records;

Every organisation deals with records, which encompass a range of documents such as receipts, tax records and communications. It is essential to identify and manage these records effectively. While the chosen method of managing records should be tailored to meet the requirements of each organisation there are core principles that form the basis of systems.

What Is Records Management?

Records management systems establish consistency and clarity within an organisation. Regardless of the system chosen by an organisation effective records management significantly impacts how data is collected, stored and accessed. Key aspects include; Implementing a filing system throughout the company. Determining storage methods for confidential records. Developing programs, for managing records. Establishing archives and resource libraries.

Defining Records;

Not all documents can be considered as records “. All official “records” are indeed documents. Documents can come in forms like contracts, emails or business negotiations. When a document relates to obligations, evidence or business transactions it becomes part of the record. To identify a document as a record we consider its purpose;

• Is it personal or related to business?
• Does it involve a transaction?
• Does it reflect the actions or activities of a company?
• Does it have implications?

Once identified as a record the document must be carefully maintained for use.

Defining a Record;

Records encompass any documented information regardless of its format that is generated, received, retained and managed by an organisation in accordance, with obligations, importance or business transactions. Essentially a record includes recorded data that is created received, used or filed during operations within an organisation. These records can exist in digital forms and may be stored in different locations such as desk drawers, personal computers, servers, networks, cloud based drives, disks, external drives or even microfilm. Official organisational records can also include photographs, audiotapes,videotapes, artwork and memorabilia.

Archives, vs. Records;

Records may eventually become part of archives. Archives consist of records that’re no longer current but are kept beyond the retention period. The duration for which records are retained varies depending on their nature. When documents exceed their required storage period they are either disposed of. Transferred to archives. Archives typically hold political or legal significance. Offer long term value. For example documents that provide protection may be archived alongside an organisations founding documents. It’s worth noting that only select documents are usually archived. In organisations with locations archives may be stored on site or, off site.

What Defines an Archive?

An archive refers to records that hold lasting importance and have value beyond the agency that created them. These records serve as evidence of events. At the end of a documents life cycle if it is considered significant with enduring value deserving retention then it is transferred to the archive. Archivists often have degrees in fields like history or library science. Many institutions of education provide courses in archival administration typically as part of their graduate programs for history or library science. Some employers may prefer candidates who have backgrounds, in these courses Some archival programs even offer graduate degrees covering both.

Benefits of Records Management;

The corporate sector is witnessing a surge, in the demand for records management and archiving facilities thanks to the benefits they offer. Companies can make the most of document archiving services to; Ensure the security of information thereby enhancing compliance. Enable easy access to records during emergency situations. Simplify retrieval of data and intellectual property. Strategically preserve and improve document classification. Store files in a cost manner. Minimise the risk of data theft and mismanagement. To fully enjoy these advantages it is often recommended for businesses to partner with an reliable third party organisation. This approach not proves economical. Also eliminates the need, for additional storage space.

The Role of Archivists;

Archivists often argue that there is a stage, in the life cycle of records, known as Preservation. This phase is where archivists primarily focus their efforts and can be considered as the starting point of the archival record life cycle. Records managers typically dispose of records they no longer need and transfer the permanent records to archives. However, in some cases local governments may not automatically send records to an archives facility so they must preserve all records internally by taking on both the responsibilities of a records manager and an archivist. Preservation skills used by both records managers and archivists often overlap. These professionals must have knowledge on safeguarding long term records against theft, tampering and damage.

Archivists can rely on records managers to assist them during the “Creation or Receipt” and “Maintenance and Use” stages of the records life cycle. Records managers are usually more involved in business administration and policy development providing insights, into the purpose and structure of records. Such insights can help archivists in documenting the context surrounding these records.

Distinguishing Between Archives and Records Centers;

Archives serve as repositories for an organisations records that are meant to be kept. These records are typically transferred both physically and legally to an archives when the organisation no longer needs them for day to day operations. Once in an archives these archival records become accessible to researchers who use them not to document the history of the producing organisation but the broader society it is a part of. On the hand a records center acts as a storage facility for records that’re no longer essential, for daily use.

Documents stored in a records center are usually classified as either temporary (until their scheduled disposal date) or permanent (until they are transferred to an archives). It’s worth noting that the organisation that created or received these documents maintains ownership of them while they are in the records center. Therefore access to these documents is regulated by the organisation itself than the staff, at the records center.