Records Management

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.Records/Files Need Management

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.

#1 Accountability:

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.

#2 Protection:

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.

#3 Integrity:

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.

#4 Compliance:

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.

#5 Availability:

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.

#6 Disposition:

 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.

#7 Retention:

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.

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Records are the backbone of any business, and these records have a life cycle of their own, which needs to be managed efficiently. Records life cycle management basically refers to the managing of relevant records from their point of creation to preservation or disposal. If you look online you will find different types of records management models, and each one of them features creation the following phases:

  • Creation or receipt of the information in the way of records
  • The classification of these records in a logical system
  • Proper use and maintenance of these records
  • Records disposal via destruction or transfer to archives

Life Cycle SystemThe archival phase of the records life cycle management consists of selection or acquisition of the records, describing the records type in inventory management, preserving the records or its contents, allow for reference/ use by the scholars and researchers.

In today’s advanced technology, every business wants a smart and efficient system that can be easily accessible from anywhere in the world. One of the best examples of what modern companies need is the electronic documents and records management system (EDRMS). This mobile-friendly management software has all the features that you might expect from a traditional, time-tested system that uses the physical records.

The SharePoint Hybrid feature expands the records life cycle management system for better collaboration. It also ensures improved governance with retention system and a shared classification. The software supports a plethora of digital content which includes books, artifacts, business documents, videos, e-mail, PDF’s, scrapbooks, photographs, large maps, journals, logbooks, websites, and much more.

Eloquent Records is an effective records life cycle management system that offers all the features you would possibly look for in an electronic documents and records management system. Some of the important features are:

  • It can easily manage both online and physical records
  • The digital assets are presented with the help of a browser
  • You may request, retrieve and even track the physical items
  • It allows the retention and disposition of information governance
  • The software can be easily integrated with SharePoint and other types of collaboration tools

What are the base components of Eloquent Records?

Records System Search InterfaceThe base component of Eloquent Records life cycle management system provides you the need to file all documents that are declared as “records” regardless of what format they belong to – physical or electronic. These systems are easy to understand, and users can easily learn to make entries for their own records.

Eloquent Records software can be easily accessed using your smartphone, desktop browser, or any other mobile device. Users can ask for a hard copy of the records from the center by making an online entry to the Eloquent Records management software.

To know more about the Eloquent Records life cycle management system, you may watch the videos on their Youtube Channel, or request for the technical details. You may also request a free demo to see how the software works and how it can benefit your organization.

You may run the Eloquent Records system in the Eloquent Cloud server or your own server. In both ways, you as an authorized user will be able to get 24/7 access to the software from anywhere on the Internet.

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The mention of Gramophone Records is sure to make many of you feel nostalgic, because these were an indispensable part of the golden era of music. You have probably seen these records in your grandfather’s house and often wondered how such big records were used to play music.

They are often referred to as vinyl record or phonograph record. They come in the form of flat polyvinyl chloride discs containing modulated spiral grooves and inscriptions. These grooves start close to the periphery and go up to the middle section of the disc.

3 Records & Management System

These records were the primary medium for music reproduction and storage until the late twentieth century. They were in use even in the 1980s, when the compact cassettes replaced them in the mass market. Let’s take a sneak peek into the history of Gramophone Records:

  • The first types of records were on cylinders, and they were created by Thomas Alva Edison in 1877. Although several attempts had been made before to create music records, none were able to reproduce human voice so successfully.
  • In 1887, Emile Berliner, who was a German immigrant to the United States filed a patent for music records that were based on flat discs. This was an important milestone in the history of Gramophone Records because the new flat discs were much easier to produce than the cylindrical ones.
  • Eventually, the records industry settled with flat music records featuring a diameter of 10 inches for the new format. The rpm or rotational speed per minute varied from manufacturer to manufacturer, however ultimately 78 rpm was accepted as the common standard.
  • The earliest discs were made from different varieties of materials, however, shellac which is a type of resin derived from the secretions of lac insect was considered as the best. Shellac material is a natural form of thermoplastic that gets soft and flows when heat is applied, and it becomes hard when kept at room temperature. By 1930s, the natural shellac was replaced by synthetic resins.
  • Until now all 78 rpm records were single sided. The double sided records were first introduced by a Columbia company in Europe, and by 1923 the double sided Gramophone Records became the standard.
  • Close to 1950s, the seven inch, 45 rpm vinyl discs were popularized by the rival company RCA Victor. The popularity of 45rpm record rose with the beginning of the rock and roll era.
  • In 1965, the sale of 45 rpm vinyl records started to decline. In 1988, the popularity and sales of compact disc outdid the gramophone records. The industry suddenly experienced a decline in between 1988 and 1991.

The Gramophone Records continued to be used by the disc jockeys (DJs), and even today there are about 48 vinyl record pressing facilities situation across the world. The database of gramophone records is so huge that a  management system is essential to find specific records from the huge collection.

Whether you are a business or organization associated with Gramophone Records, you can save a lot of time by properly organizing the records with the help of a system that allows for records life cycle management. Look for a feature rich system that allows you to store the gramophone records categorized by artists and music genres.

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Having a Records Management System in place is crucial to the success of any business or organization and same goes with managing a database of music records. Just imagine having a database of 10,000 records. Will you be able to effortlessly locate the ones that you need at the particular time? Again, you won’t unless you have a really good system in place.