RECORDS MANAGEMENT Meaning and
Definition
-
Records management is the systematic and coordinated practice of controlling, organizing, storing, and retrieving records, documents, and information within an organization. It involves the establishment and implementation of efficient and effective policies, procedures, and technologies to ensure the proper handling and maintenance of records throughout their lifecycle.
The main goal of records management is to enable organizations to manage their information resources in a way that supports their business operations and legal obligations. This includes ensuring the accuracy, reliability, and accessibility of records, as well as protecting sensitive information from unauthorized access or tampering.
Records management encompasses various activities, such as record creation, classification, retention, storage, retrieval, and disposal. It involves establishing standards and guidelines for the creation and maintenance of records, as well as ensuring compliance with applicable laws and regulations governing the retention and destruction of records.
A well-implemented records management program can bring numerous benefits to an organization, including improved operational efficiency, enhanced decision-making, reduced risk and legal exposure, and cost savings. It helps organizations maintain a comprehensive record of their activities, transactions, and decisions, thereby facilitating accountability, transparency, and auditability.
Overall, records management is a vital discipline in today's information-driven world, as it enables organizations to efficiently manage and leverage their records and information assets to achieve their strategic objectives while meeting legal and regulatory requirements.
Etymology of RECORDS MANAGEMENT
The word "records management" is formed by combining two separate words, "records" and "management".
- The term "records" originated from the Latin word "recordari", which means "to remember". In the late 14th century, "record" was used to refer to a written account of something, typically preserved as evidence or for future reference.
- The word "management" has its roots in the Latin word "manus" (hand) and "agere" (to act or operate). "Management" emerged in the mid-17th century and initially meant the act of handling or controlling certain affairs.
When these two words are combined, "records management" refers to the practice of organizing, controlling, and overseeing records or documents within an organization or a process of systematically managing records throughout their lifecycle, from creation to disposal.
