Understanding Records and Information Management

Defines Role of Records Management in Business

Jul 18, 2009

Business leaders should understand their responsibility to identify and control possible points of failure within their records and information management program.

According to an ARMA International survey only 25% of entities train their employees about the roles and responsibilities associated with managing organizational records. Avoiding occurrences of noncompliance with records management regulatory requirements, negative publicity through exposure of practices, and legal infractions is critical to sustaining organizational success. By incorporating a sound records and information management program built upon recognized practices, the organization can more readily mitigate risk associated with poor records management.

Businesses, both public and private, are held accountable by stakeholders and often are required to prove the responsible management of organizational assets and provide operational transparency. Organizations need to employ processes, policies, and procedures into financial, human resources, and other areas of recordkeeping throughout the organization to demonstrate good corporate governance.

What is Records and Information Management?

According to Glossary of Records and Information Management Terms, 3rd Edition, ARMA International (ARMA International, 2007) “Records and information management (RIM) is the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records.”

Records have value and add to the intrinsic worth of the organization. They must be managed efficiently, providing processes for accurate and rapid access so that they can be used effectively to make informed decisions across the enterprise.

What are Records?

Records are the evidence of what the organization does on a daily basis. Examples of records include:

Records can be found in various formats such as paper records in a file, electronic messaging, website content, or databases.

Records should not be kept forever, but rather have a distinct lifecycle. The records life cycle consists of specific phases covering the life span of a record from its creation to its final disposition. Throughout the records life cycle, issues such as security, privacy, disaster recovery, emerging technologies, and mergers must be addressed to protect the organization and ensure its viability.

RIM Professionals

RIM professionals are responsible for organizational records and information programs. RIM professionals are instrumental in controlling and safeguarding the information assets of the entity. They understand how to manage the creation, access, distribution, storage, and disposition of records and information in an efficient and cost-effective manner using RIM methodology, principles, and best practices in compliance with records and information laws and regulations.

Businesses should build a strong records and information management program to protect their organizational assets and mitigate damaging risk.

The copyright of the article Understanding Records and Information Management in Business Management is owned by Bridgett Ann Calia. Permission to republish Understanding Records and Information Management in print or online must be granted by the author in writing.