Records management is one of the core responsibilities of any organization because, in the absence of valuable records, the company will be as good as non-existent. From the records of the company’s incorporation to the first invoice and employee details, each record has its own value.
While some records may be needed frequently, there might be others that stay unused, but that does not mean that they are less important. Hence, every organization needs to have a strong records management system to ensure that each and every record (physical or digital form) is properly preserved.
Each record has a life cycle; it has its own value and meaning. They need to comply with the records management principles. In this article, we will discuss some of the primary records management principles that are useful for all organizations.
Every organization will have a senior executive member who will be responsible for supervising the information governance program. He will also be accountable for delegating the records management tasks to appropriate individuals. The organization embraces certain rules and regulations to acts as guiding principles for proper auditing of the program.
The records of an organization also contain sensitive information that can be exploited if they fell into the hands of the wrong people. Hence, there needs to be an information governance program that would provide the right degree of protection to the organizational data and information, especially the ones that are confidential, classified, privileged, secret, or essential to business continuity.
Any information or record that is maintained by the organization must be authenticated for its integrity. Hence, there needs to be an information governance program designed with the sole motive to ensure that the information generated or managed by an organization is reasonable, reliable and suitable.
Record management program must comply with the applicable laws within the organization. It should also take into consideration other binding authorities and organizational policies to deliver optimum results.
The records of an organization should be maintained in a way to ensure easy access anytime, anywhere. It should also be effortlessly retrieved timely, efficiently, and accurately whenever there is a need for that information.
An organization should have a secure and appropriate way to store the records for use or disposition when the data is no longer required by the organization. The disposition should be in accordance with the applicable laws and policies.
Organizations need to retain historical records and information that rightly are time specific, taking into consideration their operational, fiscal, legal, regulatory and historical requirements.
Whenever you think of creating a records management system in your organization, you must take care of the above records management principles to ensure efficient running of the program.