Records Management is the systematic control of all records from their creation or receipt, through their processing, distribution, organization, storage and retrieval to their ultimate disposition. Because information is such an important resource to organization, the records management function also includes information management. Therefore, records management is also known as Records and Information Management or RIM (Magnus, 2006).
Records management may also be used to define as the way official records (correspondence files, information) are organized in such a way that they have a meaning, and can be used continuously by the users such as managers, records professionals, educational institutions,
Importance of Records Management in Government Agencies
Establishing a records management programme, in government agencies for example, the Meteorological Department may result in both immediate and long-term importance to the department. Below are stated some of the importance of records management in the government agencies, civil service, companies and businesses as a whole:
• Records management reduces lost or misplaced records. Because the human element is always with us, even the best system in the world will occasionally have misplaced records. But properly designed document management systems can gradually reduce misfiles. Most often misfiled records can cost the clerical staff a huge wastage of time in searching for records;
• Records management act as evidence in the time of dispute. It is important for the settlement of dispute because it can be shown as proof in court;
• It helps in evaluating progress of organization. It helps in the preservation of history of the organization. The past records shows direction to organization. It helps in finding out the weaknesses and strength of organization. Records management gives the account of progress and direction in which organization is giving on;
• Records management is the memory of business. It is useful for future decision making process. The study of past records shows direction for future. It supplies information to organization whenever it is needed therefore, it helps in taking decision;
• Records management helps to evaluate business progress and performance. It helps in comparison between one period of time and another or between sometime of businesses;
• Records management helps in management and control of important records. If you’re ready to see more information on Timeoff manager look at our web-page.
It helps to protect necessary records with care and disposes useless records;
• To minimize litigation risks. Organization implement records management programmes in order to reduce the risks associated with litigation and potential penalties. This can be equally true in government agencies. A consistency applied records management programme can reduce the liabilities associated with document disposal by providing for their systematic, routine disposal in a normal course of business;
• It increases accountability. A records management will put in place a system for tracking actions on each record, therefore increasing accountability and providing access reports; and
• To improve working environment. Implementing records management programme improves the working environment through the organization of records and storage offsite. Organized working environment can then improve the perception of the business by clients and potential employees. New employees are also easily trained to manage the company’s records when an efficient records management programme is in place (Jackson, 2008).