Make those information control efforts hurt less.
There’s no one-size-fits-all approach to archiving and records management.
Like any company, the size (and focus) make a massive difference in achieving the type of information control you’re looking for — and so do factors like your record identification goals, records retention, disposition, the storage you use (don’t forget preservation) and even how you use classification.
In real terms, archiving and records management involves systematically controlling and organizing records throughout their lifecycle from creation to eventual disposal.
And, proper records management is crucial for businesses and organizations to operate efficiently, comply with regulations, and preserve important information.
To make your information control efforts easier, we asked experts for tips on how to get the most appropriate information control.
Here is a guide on Archiving and Records Management we’ve since developed and its importance in the workplace.
Definitions
- Archiving: The process of identifying, classifying, storing and preserving records for operational business needs and historical documentation.
- Records Management: The systematic control of all records within an organization throughout their lifecycle. This includes classifying, storing, securing, retrieving, tracking and destroying records.
Background on Archiving and Records Management
Archiving and records management provides many benefits:
- Improves efficiency by organizing information for easy access and retrieval.
- Reduces storage costs by eliminating obsolete records.
- Ensures regulatory compliance by providing evidence of activities.
- Preserves institutional memory and important historical records.
- Provides legal documentation in case of lawsuits or audits.
- Enables better decision making with comprehensive records.
The main components of archiving and records management are:
- Record Identification – Determining what constitutes a record and which records should be retained.
- Classification – Organizing records based on predefined file plans and taxonomies.
- Records Retention – Following retention schedules to determine how long records should be kept.
- Storage and Preservation – Managing the storage, backup and preservation of physical and electronic records over time.
- Disposition – Destroying records after their retention period or transferring permanently valuable records to an archive.
Maximizing Archiving and Records Management
To maximize archiving and records management in the workplace:
- Conduct a records inventory to identify all existing records.
- Develop organization-wide policies and procedures for ongoing records management.
- Implement a file plan and taxonomy for classifying records consistently.
- Use an electronic document and records management system (EDRMS) to manage records digitally.
- Train employees on records management processes and responsibilities.
- Follow retention schedules and dispose of records in a timely manner.
- Store and preserve vital and historical records appropriately for long-term access.
Recognizing When It’s Required
Archiving and records management is required when:
- New records are created that must be organized and classified.
- Records must be located to support business activities or legal needs.
- Records are due for disposition based on retention schedules.
- Permanent records must be transferred to secure storage for long-term preservation.
- Existing filing systems or recordkeeping processes need improvement.
Value in the Workplace
Proper archiving and records management provides many benefits in the workplace:
- Saves time and resources spent searching for records.
- Improves compliance with regulations and policies.
- Reduces risks associated with losing vital records.
- Enables better-informed strategic decisions using complete records.
- Promotes transparency and accountability through records availability.
- Ensures documentation of activities for legal defense.
- Preserves institutional history and memory with archived records.
Features and Benefits
Key features of archiving and records management include:
- Taxonomies and file plans to systematically organize records
- Retention schedules to determine record lifecycles
- Disposition procedures like destruction and archiving
- Access controls and security to protect confidential records
- Indexing and search functionality for easy information retrieval
- Storage and preservation methods for physical and digital records
These features provide benefits such as:
- Efficiency through organized, classified records
- Compliance with regulations and policies
- Risk reduction by disposing obsolete records
- Informed decisions with comprehensive records
- Accountability through access controls and security
- Legal protection with archived records as evidence
Getting Started with Archiving and Records Management
Follow these steps to implement archiving and records management in your workplace:
- Conduct a records survey to analyze current records and recordkeeping practices.
- Define a file plan and taxonomy for classifying and organizing all records.
- Develop organization-wide policies and procedures for ongoing records management.
- Introduce an electronic document and records management system (EDRMS) if managing digital records.
- Train staff on new records management processes and their responsibilities.
- Assign records management roles like records manager, archivist, and records custodians.
- Follow retention schedules consistently and dispose of obsolete records regularly.
- Transfer permanent records with historical/archival value to secure storage.
- Continually evaluate and improve the records management program over time.
Conclusion
Archiving and records management is essential for organizations to operate efficiently, comply with regulations, and preserve important information.
By systematically controlling records throughout their lifecycle, businesses can improve productivity, reduce costs and risks, and make better decisions.
Following best practices for identifying, classifying, retaining, storing and disposing of records is key to an effective program.
With proper implementation and training, archiving and records management provides significant ongoing value.
We encourage you to explore our frequently asked questions, special offers, and our ready-made training course material.
