Guidelines for Efficient RECORDS MANAGEMENT

Written By- Priya Amaresh

Records management is a process of organizing the creation and disposal of information of any format. Precisely, it defines company’s information organizing strategy from conception to disposal.

Records management plays the most indispensable role in any organization regardless of its size, because data is the ground foundation across any business set up.

Organization cannot run without data. Historical data is significant for analytical assessments in various business scenarios to build, develop and plan a good company policy.

Even today, few organizations in reality do not take the concept of information management seriously and ignore data analysis and record management. In this digital world, companies will be incapable to compete if electronic records management is not embraced. The principle of electronic records management is to support a business to maintain access to critical information and data for operations and audits.

People often confuse physical and digital records with documents. Records hold an evidence of a definite organization’s activity in the past and consequently the need for their storage and retention for a long period is important.

Look out for my blog on Records Retention a A Must For Organization.

Companies lack proficiency for sustaining, coordinating and organizing data collected over the years and spend too much on storage and consequently waste time searching for missing data.

Picture

 

Records Management

Records Management is simply efficient and systematic management of the records which includes creation, receipt, maintenance, use, and disposition of records. It involves a range of processes from capturing and maintaining facts of data and information about business activities and transactions according to ISO standard.

Records in a business revolve around plenty of reports, yearly annual budget documents, profit and balance sheets etc, therefore any information preserved as proof or used in business operations is measured as a record.

Records management is an integral part of an organization’s wider responsibility of governance, risk management, and fulfilment.

An organization primarily is concerned with managing the records and requires an effective Record Management framework to control piles of paperwork and retrieving and ensuring the necessary  information is quickly accessible.

Record Management is Important

Today, every business irrespective of its size is producing information at an alarming rate. Many businesses have accepted that they are ill-equipped to manage this kind of information in the future.

The prime purpose of records management is to segregate vital information and make it effortlessly available for business needs and compliance audits.

In my 15 years of profession, I’ve noticed that many companies lose a legal case because they are unable to locate the documents needed to establish as evidence. Companies experience significant problems when legal audits are undertaken. Hence, it is suitable to very to have an enterprise wide records management system that ensures preservation and conservation of records right through their lifecycle.

 

 

Leave a Comment

Your email address will not be published. Required fields are marked *