Features Of Good Records Management

By Author: Frank Coerlin
Total Articles: 20
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Records management is a process for the systematic management of all records and the information or data that they contain. It also refers to the practice of maintaining the records of an organization from the time they are created up to their disposal. Good records management services aim at providing a range of services relating to the management and use of records. It includes designing, implementing and administering specialized systems for managing records.

Good records management is essential for any organization to function effectively. Information is every organization’s most important asset and requires effective management in preserving this asset. Records management ensures that information can be accessed easily and can be destroyed when no longer needed. It enables organizations not only to function on a day to day basis, but also cater to all their company’s requirement. Organizations are producing increasingly large amounts of information and consequently greater volumes of records, in both paper and electronic form in their routine work. It is essential that information is captured, managed and preserved ...
... in an organized system that maintains its integrity and authenticity. Records management facilitates control over the volume of records produced through proper program and ensures that they are managed properly and is accessible when required.

Systematic records management allows organizations to know what records they have and can locate them easily. A company’s efficiency increases because the records are easily accessible when required. A good records management company can provide continuity in the time of disaster and protects the interests of employees, clients and stakeholders. A poor records management system makes the performance of duties more difficult, costs organizations time, money and resources, and makes them vulnerable to security breaches, prosecution and embarrassment. If the records are not managed properly, good amount of time is spent by the staff in an organization to locate important information. The main principle of records management is to ensure that information is available when and where it is needed, in an organized and efficient manner. Organizations must ensure that their records are authentic and effective and the information contained in them must meet the purpose.

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