Records management what is

In addition, other countries and even some individual states in the U. Organizations need to remain steadfast in their dedication to proper records management if they want to comply. Electronic or digital records management is the modern standard for how organizations control their information and records.

A dependable, efficient records management system can help meet these challenges without drastically altering business operations.

In summary, building a records management strategy should be a top priority for any organization that values efficiency, security and compliance with regulatory recordkeeping requirements. Get the Ultimate Guide to Records Management to get started on or improve your records management strategy.

The objectives of this stage are:. Organize and list them. Retrieve only those records that are needed from time to time.

Finally, at the end of the lifecycle, records enter the stage a decision is made usually based on an approved retention schedule on what happens with records that entered the final stage of their life. It's called a Disposition phase. In the United Nations , there are two available disposition actions: either Archive or Destroy.

Identify records with archival value permanent retention , list them, organize them and sent them to ARMS. Skip to main content. Welcome to the United Nations. Toggle navigation Language:. Electronic records management has received attention, with an emphasis on identifying, authenticating, storing, retrieving, tracking, and disposing of the records in a secure fashion.

Many organizations have raised concerns over the security of electronic records without a physical backup. At the rate that technology continues to change, many organizations fear that electronic records will become obsolete with software updates.

Electronic formats also tend to be more vulnerable to security breaches. Many organizations have conducted research to address these concerns, but it may take time before digital preservation efforts become permanent. Emerging efforts to make records management more reliable under new compliance regulations and statutes have renewed corporate interest.

In previous years, the keeping of corporate records was poorly implemented. As a result, scandals and records-related mishaps occurred that left many corporations searching for solutions. Records managers have also raised concerns over growing cases of privacy intrusion, data breaches, and identity theft.

Records management refers to a set of activities required for systematically controlling the creation, distribution, use, maintenance, and disposition of recorded information maintained as evidence of business activities and transactions.

ISO defines Records Management RM as the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records.

Records management is primarily concerned with the evidence of an organization's activities and is usually applied according to the value of the records rather than their physical format.

Essential records management capabilities include assigning unique identifiers to individual records, providing safeguards against unauthorized changes being made to those records, and creating an unbreakable audit trail for reasons of accountability and eDiscovery. It is important to note here that, as important as these capabilities are, and as critical as it is to find a records management solution that supports them, it is even more vital that you take a long-term view of the process since some records — most notably in healthcare and government — need to be managed literally for decades, and digital technology tends to change frequently and degrade quickly … certainly faster than paper does.