After completing this module you should be able to:
define records management and state how you would set up a records management programme;
describe how you would assess organisational needs and develop control over the records;
discuss active records management;
outline semi-active records management.
All organisations create records in the course of their various activities. They vary in nature and content, including a wide variety of documentary materials and also, for example, photographs, maps and plans, all reflecting the operational and legal aspects of business transactions. Records constitute an essential information resource for the effective continuation of the business of the parent bodies: they justify official actions and policy decisions, provide precedent and supply evidence required for legal compliance and official audit.
The value and use of recorded information is dependent upon the ability to retrieve appropriate information when required and, thus, on good management of the records themselves. Records Management addresses the need for a systematic approach to managing this information resource throughout its life cycle, from creation to final disposition. It is a professional discipline which is primarily concerned with the management of document-based information systems, but must increasingly take account of electronic media. Records Management encompasses a range of stages and purposes within a systematic management process. Based on principles of regular review and a controlled retention/destruction programme, its general aim is to secure cost-effective efficiency and good practice
This module is at CQFW Level 7