A Quick Guide to Records Management

A Quick Guide to Records Management


When we think of records we often think of
our personal records; birth certificates, tax returns, planning applications, medical
records and so on. These are all valuable records we want to
be able to keep as individuals. For organisations, records are kept as evidence
in pursuance of legal obligations. Organisational records can be contracts, invoices,
procedure manuals, corporate tax records, safety certificates, export licenses, tenders
or a myriad of others. These used to be found in printed hardcopy
form, but now more frequently in electronic forms like emails and PDFs. Each record will have a period for which it
needs to be kept by law, or may be imposed by the organisation itself. We call this a retention or sometimes disposition
schedule. At the end of the retention period, the record
is eligible for destruction. Because records are legal documents, it is
imperative that they are not changed. With hard copy records this is much easier,
ensuring that electronic records are not altered is a little trickier. Records are managed in a file plan, this is
a classification scheme which also provides the framework for the retention and disposal
schedule. File plans are well structured and often they
are ready made for an industry, for example the LGCS File plans are inflexible and rarely change.
Documents on the other hand can come from almost anywhere. For normal people in an organisation it is
hard for them to identify the type of record that should be declared. It’s also difficult for people to know where
to file the records in a potentially complex file plan and even when they should be declaring
those records.

Daniel Ostrander

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2 thoughts on “A Quick Guide to Records Management

  1. RN Bean says:

    Very informative! I needed this info very much so Thank You! Anyway, can I ask the name of the instrumental background please? 🙂

  2. Syllvana123 says:

    Do systems like this need a registration for accounts? I'm currently making one and dont know what to do regarding the accounts. I only plan to make one for admin and one for other employee with limited access.

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