What is Records Management?

Records management is a process for the systematic management of all records and the information or data that they contain. Traditionally these were held on paper, or more recently on microfilm or fiche, but are now held increasingly within electronic systems.

The core concept is the life cycle of information, which sees information having a series of phases from creation to final disposition either through a controlled destruction process or being added to the long-term or permanent record (the archive) of the institution or organisation it represents.

In most cases that lifespan can be pre-determined at the creation of the record by use of pre-defined retention or destruction schedules.

Good Records management is based on the principles of regular review and controlled retention or destruction of information

The aim is that a record must be managed and maintained in such a way that it;

• Meets all internal business needs

• Defends the Institution and its people against all external demands

• Is compliant with all regulatory and statutory requirements

• Is capable of providing the primary or secondary evidence of a transaction or business process which is admissible in a court of law

• Is kept and maintained/stored in the most economical way consistent with the above objectives

And finally

• Is disposed of in a way which is auditable, and meets all environmental and other requirements.