Records can come in any form. Not all records come in a “traditional” form: physical pieces of paper, bound reports, a black and white photograph, or a hand-drawn map. Videocassettes, reel-to-reel tape recordings, and films can also be records – we refer to these types of evidence as analog or multi-media records. Records might also be in electronic form: computer files, data tapes, digital photographs, and so on. Data in databases can provide proof, and so can email messages, social media posts, text messages, and Instagram photographs. The challenge with managing records, especially in the 21st century, is distinguishing between valuable evidence and obsolete records or non-evidential data or information. Many other forms of evidence exist around the world, that do not fall easily into the definition of physical paper, analog or multi-media, or electronic. Oral traditions, stone carvings, woven beads, and carved wood can all be defined as evidence, depending on why they were created and the kind of information they hold. Whatever the form, a piece of evidence can hold information that might be needed as proof. That piece of proof needs to be protected. Knight Archives focuses primarily on physical, analog, and electronic records, which are the common forms of record and evidence produced in organizations today. But the principles also apply to the management of any other type of documentary evidence. If something is intended to provide proof, it should be protected so it remains authentic and reliable.
RECORDS ARE ASSETS
Records and evidence are essential to an organization’s operations. Finances, employees, buildings, and equipment are all important resources for any organization. So are records and evidence. To ensure these resources are managed as assets, not liabilities, organizations establish structures and processes, rather than let officials act independently.
➢ To manage finances, organizations pay invoices on time and document and track expenditures consistently.
➢ To manage staff, organizations follow clear hiring processes and regularly evaluate staff performance.
➢To manage buildings, organizations ensure they are well built in the first place and then maintain them, so they remain safe and strong.
➢ To manage equipment, organizations purchase the best items they can afford, maintain them in good working order, and replace them when they become obsolete.
Organizations need to execute similar actions to manage records. Establishing and maintaining a formal records management program ensures that records are treated as assets – which they are!
WHY IS RECORDS MANAGEMENT IMPORTANT?
Record management improves public accountability, enhances organizational efficiency, increases public access and transparency, and supports effective work practices. When an organization follows an effective and efficient records management program, it can:
➢ locate an original signed agreement right away by filing it logically
➢ resume negotiations with a client easily by accessing a complete set of records
➢ send final annual reports to shareholders quickly by removing obsolete copies right away
➢ protect a citizen’s personal information by storing sensitive records safely
➢ reduce storage costs by destroying obsolete records consistently
➢ remember past actions and decisions, allowing the organization to work more effectively.
Without records management, organizations are vulnerable. We read news stories every day about data hacks, lost files, mismanaged government information, and breaches of personal privacy. Many of these stories highlight weaknesses in the management of an organization’s records. The costs of poor records management are high. Resources are poorly used, staff cannot perform effectively, and the organization’s reputation is at risk. It does not have to be that way. Knight Archives can help your organization reduce your level of risk and improve your daily operations. Call our friendly staff to make an appointment.