Records Management Information

In order to determine your organisations records management requirements it is necessary to perform a survey.

The surveys determines how you currently manage your records and what improvements might assist you in the development of a professional records management program.

The survey is cost free and the results will be valuable to you.

Records Management ensures that an organization can find what they need when they need it in a cost effective manner.

Records must be maintained throughout a lifecycle that includes creation, use, maintenance and archival stages.

The cost of records management includes the cost of creation and replication; the cost of storage throughout lifecycle, and the cost of access.

Accessing records can be quite simple and inexpensive if the record is properly indexed.

There are three primary reasons for maintaining business records.

1. Regulatory Compliance
The Government requires us to keep certain documents to prove activities.

2. Litigation Avoidance
Businesses mut prove that it has acted in good faith in courts of law.

3. Best Business Practice
Auditors and CPA's recommend tht you maintain good trails as proof of sound business operation.

We maintain records because we must.

Business records represents the "results" of business transactions that you organisation processes.

Records usually include several documents that are used to certify and document that an action has taken place.

Not all documents are records. But all records are documents. It is sometimes difficult to determine which documents become records.

Records come in all sizes, shapes and types. They are no longer "8 1/2 x 11" only but include emil and other electronic documents.