What Is Records Management?

Records management is the process of managing the creation, retrieval, storage and disposal of records, usually in accordance with government or industry regulations.

Implementing a system or process to effectively and strictly manage records can be an essential tool for organizations needing to comply with these requirements.

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What Is Considered a Record?

Records, in the broadest sense, include any tangible object or digital information which have value to the organization. More specifically, records can be items related to:

Course of business

Correspondence, agreements, studies.

Organizational actions

FOIA requests, controlled correspondence.

Organizational activities

Calendars, meeting minutes, project reports.

Statutes or regulations

Administrative records, legal/financial records, dockets.

Financial or legal matters

Contracts, grants, litigation case files.

Organizational requirements

Guidance documents, policies, procedures.

Social media

Post, comments, promotions.

Associated Terms

What Is a Records Manager?

Anyone who manages records acts as a records manager. Still, many organizations choose to employ dedicated records managers to be stewards of compliance as it relates to content.

What Is a Retention Schedule?

A retention schedule is a set of rules that determines when a specific type of record reaches different stages in the records lifecycle. They’re usually provided by governing bodies or industry organizations.

The Records Lifecycle

The records lifecycle is a collection of stages most records have to go through from their creation until their disposition. Maintaining record lifecycles in accordance with retention schedules (record lifecycle timelines usually provided by industry organizations or governing bodies) can be an essential part of an organization’s compliance initiatives.

Active Use

Most records start their lifecycle at the active stage. Here, a record can be accessed, used and edited. A records manager will move it to the next stage when it’s no longer actively needed.

Retention

At this stage, a record is made read-only and enters the retention stage. How long a record is in this stage is usually determined by its retention schedule.

Disposition

Once a record’s retention period is complete, it enters the disposition stage. At this stage, a record is usually archived indefinitely or destroyed.

Additional Resources

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