Discuss the Importance of Each Element of a Record Management

1. Discuss the importance of each element of a Record Management programme.

Record Management is a process of ensuring the proper creation, maintenance, use of and disposal of records to achieve efficient transparent and accountable governance.

A sound records management in terms of an organizational records management programme governed by an organizational records management policy.

A record is any information created, received and maintained as evidence and for information by an organization or person, in pursuance of legal obligations or in transaction of business.

With Record Management it is an important function that ensures the organization receives and manages information which deemed necessary to enable it to carry out is mandate. Also records should be properly managed and this is done through a records management programme that deals with a creation of files to dispose through the life cycle of a file.

In record management there are elements of life cycle.

Record creation – Within this is the first step, which determines who creates records and the purpose for creation and focuses on retaining information and designing for efficient use.

Record Storage – This is where the equipment and procedures used to store documents and where the emphasis of these is placed on the filling systems along with to operating systems along with the security and confidentiality.

Record Retrieval – It’s the process of locating and if possible the reactively information that has been stored and retrieved and this include physical as well as selective items.

Record Maintenance – Activities are necessary and also sufficient for dealing with information which are stored and retrieved, which includes, classification, operating procedures updating, presentation, purging retaining and security which is so on the top of the list.

Record Disposition this is where inactive records are being disposed of or transfer of inactive records to less accessible storage. With this...