Introduction to Records Management

What are Records?

Records are documents that contain information regardless of form or media.

For instance, a record may be a letter received in an office or an outgoing email.

What is Records Management?

Records management involves the systematic control of records throughout their life cycles.

The records life cycle includes creation (receipt), classification, use, retention, storage, and final disposition (whether it be destruction or full retention).

In order to effectively manage records there needs to be policies and procedures that define the standards, systems, organization, and maintenance of records.

When managing recorded information, records management also encompasses managing the space records utilize, equipment and supplies needed, and personnel involved.

Keys to Managing your Records

  1. Complete a records inventory:
    Find out what records you have, in what quantity, how often they are used, and their value to your organization.
  2. Create a classification system:
    Design and implement a structured system by which you can organize your records in order to efficiently retrieve them in a timely fashion.
  3. Document your polices and procedures (i.e. a records management manual):
    Record the policies and procedures you employ when managing your records. This can be expanded to create a comprehensive records management manual. A records management manual should include, among other things, information about your organization such as an organizational chart, staff responsibility with respects to records management, description of the classification system and instructions on using it, and possibly information about the records retention schedules and vital records programme.
  4. Design a records retention schedule:
    A documented plan with official authorization, from the person in your organization with the authority to grant it, describing how long to keep records created by your organization and how the records should be disposed of (i.e. full retention, destruction, etc.)
  5. Implement a vital records programme:
    Creating a vital records programme involves identifying records that are necessary to maintain and continue the business of your organization, and to establish or recreate your organization’s identity and/or financial position, then ensuring that they are preserved properly, duplicated, dispersed, and accessible should you need them.

Note: these are just a few suggestions for effective records management within your organization. There are many other things can be done to improve records management such as introducing an integrated pest management programme, disaster and emergency prevention and planning, etc. If you need more information, please contact B.C. Records Management Services Ltd.