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Records Management
Records management is a specialized branch of document management that deals with information serving as evidence of an organization's business activities. Records management includes a set of recognized practices related to the life cycle of that information, such as identifying, classifying, archiving, preserving and destroying records. Records management also includes archival issues--both assuring that permanent records are accessible and readable 100+ years into the future and protecting often fragile historical archives.
A typical records management document lifecycle.
For records managers concerned with archival storage, it is crucial to determine if you are considering a digital document management solution or a records management application, because there is a difference. While most records management applications include a document management component, not all document management systems are appropriate for records management.
Records management:
- Enables more informed decision making, by making information readily available.
- Helps deliver services in a consistent and equitable manner.
- Facilitates effective performance of activities throughout an organization.
- Protects the rights of the organization, its employees, and its customers.
- Provides continuity in the event of a disaster.
- Protects records from inappropriate and unauthorized access.
- Meets statutory and regulatory requirements including archival, audit and oversight activities.
- Provides protection and support in litigation.
- Allows quicker retrieval of documents and information from files.
- Improves office efficiency and productivity.
- Provides better documentation more efficiently.
- Supports and documents historical and other research.
- Frees up office space for other purposes by moving inactive records to storage facilities.
