Records management is an important part of your overall information governance strategy. To learn more about Sarbanes-Oxley, read this article. The ability to manage content across repositories. The National Archives of Australia website provides some general guidelines for the compliant destruction of information. Does the execution match the language of the policy and the legislation that informs it? To ensure your records management strategy is compliant with current legislation, regular reviews are imperative. Personnel files are records, as are social media posts and instant messages (therefore, records management does not just involve paper documents). This is why itâs important for organisations to do their due diligence in determining these requirements or contract the services of a records and information management specialist to do this on their behalf. Yet records management compliance neednât be this difficult. Some are software-based with cloud storage capabilities. Your electronic document and records management system (eDRMS) should have strong inbuilt security features to keep information secure, with encryption of data in transit through a strong SSL connection. Throughout the records management lifecycle, itâs essential to maintain security and privacy. After months or even years of shoddy record-keeping, those four figure sanctions can add up to a crippling fine. For example, floppy discs were the best technology available in the mid 1990s. Work with the Records Manager to resolve questions or confusion about the interpretation or implementation of records policies and procedures. A registry often incorporates records management taxonomy. An effective records management system can save money on storage and improve an organizationâs efficiency. Records management is a process of ensuring the proper creation, maintenance, use and disposal of records to achieve efficient, transparent and accountable governance. Your business carries out periodic checks on records security and there is monitoring of compliance with records management procedures. 1. Curtin Information Management and Archives is responsible for developing and implementing policies, procedures, systems, tools and techniques, training and support programs, and monitoring compliance with records and information management policies and procedures, and advising senior management of any … Records management (RM), also known as records and information management (RIM), is an organizational function responsible for the creation and maintenance of a system to deal with records throughout a companyâs lifecycle. This might seem like an austere sanction but itâs worth remembering that the maximum fine for each breach currently stands at $A1260 for an individual or $A6300 for a corporation. All University Records and Information, with the exception of short term or transitory value records, must be captured in a compliant records management system or a University supported business system. Proper organization can help provide consistent service to clients and partners while simultaneously increasing staff efficiency and productivity. Students are responsible for keeping their personal up to date, information including contact details and residential address, to ensure they retain continual access to the systems and AIB communication. When designing your information architecture, carefully consider the following; Good information architecture will enable records to be captured and classified without impacting where and how your team works. It also helps you ensure compliance with government laws and industry regulations. Is Records Management Just for Large Businesses? As technology becomes an increasingly significant aspect of business, records management systems have had to keep up. All records defined by the organization as important to create should be captured into NSW State Archives’ recordkeeping systems so they can be managed appropriately. Under the provisions of Normal Administrative Practice (NAP), duplicates and some reference material may be destroyed without reference to an RDA once it is no longer required. (12) Determine if the record you are assessing is an original record or a copy. Jump-start new projects and processes with our pre-built sets of templates, add-ons, and services. The Ingquza Hill Municipality follows sound procedures for the security, privacy and confidentiality of its records. The records manageme… Records and Archives Services. Records remain legible, readily identifiable and retrievable. What Is a Registry in Records Management? Organisations should clearly identify the accountability of those who handle records and understand how this strategy will fit within the organisationâs strategic business plan. It also helps you ensure compliance with government laws and industry regulations. Authorised by the archives via an active records authority, Destroyed with the same level of security that was maintained during the records life-span, Information should be destroyed in a timely manner and not kept longer than necessary, The destruction of information should be accurately documented in accordance with the, What records management system youâll use to capture the digitised records, what access will be provided to these records, and what respective metadata should be captured, The state of physical composition of the records which will affect the security, physical handling and digitisation equipment required, especially if the records arenât documents, Whether the physical records can be legally destroyed and how this will be handled, What type of digitisation is appropriate; a digital photocopy/ image or optical character recognition (OCR) which makes the record with machine readable text. The following issues can also be problematic: Consistency across vendors and departments and proper training are also key components in the success of any records management system. The technology should be the last step in the process of records management because any company should first do an analysis of workflow and basic needs before turning to technology.â, Additionally, make sure any technology allows you to dispose of records once their retention period is past. A registry is usually a physical place where records management occurs. In this section, you should outline the purpose of the policy and detail the business drivers for creating it. If your records management system requires the involvement of end users (i.e. 4. quality management system. PRISM says that at any given time, between three and five percent of an organizationâs files are lost or misplaced. Records Management Procedures Manual Brief Description: Records are a valuable corporate asset which provide evidence of decision-making and business activity, and improve the efficiency and effectiveness of the Department. Having proper records can also help a company that ends up in court. A records management redundancy plan should address the following: As part of planning for an emergency, itâs important to identify potential scenarios and to communicate the disaster plan. Carlisle says she knows of companies that make a big mistake by underestimating the importance of records management and hiring summer interns to do it. âIt brings home the concept that information is as important as other types of assets,â she says, âInformation assets are as important as talent and financial assets.â. In this article, you will find everything you need to know about records management: learn the basis of a good records management program, how to implement one, why it should be a part of any company, and who should be involved in the process. Our team of records management experts have been helping organisations navigate this complexity since 2008 and would be happy to assist your organisation or respond to any queries you may have. For example, a final response to a proposal is a record, but the drafts, comments about the drafts, and correspondence about the proposal might not be. Formats change, and the documents and records saved in a particular format might also need to change. The franchisee, Aulion Pty Ltd, and its director were both fined after investigations revealed that information from the companyâs accountant, bank and superannuation fund did not match figures provided to the ombudsman. In addition, the following definitions also apply: Retention and Disposal Authority are documents issued by the State Records Board NSW that specify the time periods for which particular classes of Records must be retained. Records should be placed on an official file. Get up and running fast with streamlined implementation and solution building to address your immediate business needs. And, unfortunately, non-compliance can have some pretty serious consequences for businesses. During the digitisation process, versions of the digitised record will be created for processing purposes. Even if someone is not regularly accessing an inactive record, you must maintain and protect it. The purpose of this Records Management Policy is to provide direction to staff for the creation, maintenance, storage and disposal of records and associated metadata within the Department of Foreign Affairs and Trade (DFAT). Records Management Program: Consists of the Recordkeeping framework, recordkeeping procedures, processes and practices, as well as the systems, structures, people and resources required for the effective management of the University’s records. The key to the system can be the records manager, the professional responsible for records management within an organization. Each business section will develop procedures to ensure that records in all formats and media are managed appropriately throughout their life … All Employees, contractors and consultants must make and keep full and accurate records of business activities (Public Records Act 2002). After 9/11, many businesses located in or near the twin towers were only able to reopen because they had system and record redundancy.Â. The system(s) used should have regard for the Information Lifecy… Copyright © 2020 Transmit Media. Join us for a re-imagined, innovative virtual experience to get inspired, get connected, and see what's possible. Free your team from content sprawl with Brandfolder, an intuitive digital asset management platform. Management of Active Paper Records 1 2. Document and Records Management Procedure is to ensure that documents and records are appropriately created, captured, accessed, managed and stored in a manner that reflects business, corporate and regulatory compliance requirements. This group provide the resources necessary for the management of records and liaise with Information Compliance on all aspects set out in ISO 15489-1:2001. Ensuring the authenticity and availability of records over time can help your organization achieve its mission. Thatâs why using tools that enable you to organize and manage the many aspects records management is essential to surviving and thriving. Vital Records Protection 11 7. All Rights Reserved Smartsheet Inc. Is Records Management the Same as Document Management? Just when you think youâre paddling in the right direction, a wave of legislation sends you reeling. Working within those parameters, you will more clearly discover how to manage active and inactive files. Document mismanagement and lack of an effective eDRMS are key contributors to poor record-keeping and can easily impede an organisationâs compliance to legislative requirements. They can be a useful tool for risk analysis and information security planning, for identifying critical systems for disaster recovery and business continuity, to inform digital preservation plans and to identify strategic records and information management priorities. Audits and other investigations of records at those companies found irregularities in record keeping, falsified documents, and improper destruction of documents.Â, It is important to keep in mind that it could be illegal to destroy records during an open court case or investigation, even if the destruction is in line with company policy. Itâs a lot of work,â Potts says. The main elements that should be … It includes the structure, policies, procedures, and processes necessary to manage all the information stored within an organization. Records management is all about keeping an accurate archive of the various happenings and transactions within your business and being able to evidence that you have policies and procedures in place to make sure this all works. The information required to be recorded about each record on capture is described in the Records Management Procedures. Accessibility is another key component of security and privacy, which can be broken down into two parts; appropriate user access levels within an organisation and discoverability/usability of information to support business activities. While digitisation of physical records can be seen as a time consuming and costly endeavour, the end result will far outweigh the interim costs and effort. (Source: Public Record Office Victoria) A modern, effective records management system will do its work in the background, appearing invisible to end-users and will possess the ability to manage records in-place across a variety of platforms (i.e. Records management is the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records. In this article weâll discuss the nine rules for records management best practices for implementation in your organisation. Does it belong in legal services, management and audits, administrative services, information technology, or somewhere else?