1.6 WHY RECORDS MANAGEMENT IS NECESSARY


1.6       WHY RECORDS MANAGEMENT IS NECESSARY

A close correlation exists between an institutions ability to operate sound and satisfactorily with the quality of its records management service.  It is therefore practically impossible for a body to function purposefully if its records management service is insufficient.  An efficient records management service requires the following:

  • That staff responsible for the administration of records be properly trained.
  • That efficient classification system be implemented and maintained
  • That records be disposed of in systematic and responsible manner.

(I) Supports better decision making

  • Information in its recorded form is found easily

(II)  Controls the creation and growth of records.

  • Creating and storing records costs money
  • Records management allows only the creation and storage of only those records that are required by the organization and the rest destroyed.
  • Enormous amounts of money hence saved.

(III) Reduces operating costs

  • Without records management records will accumulate demanding more storage units, personnel, office space and other overheads.
  • Records will be retained longer than they ought to be.
  1. V)           Improves efficiency and productivity
  • Retrieval is normally enhanced if records management is in place.
  • Efficiency means that the correct information will be relayed to to the correct person at the correct time in the correct format and in the correct amount.
  • You take minimal time to locate and retrieve.

(V)              Ensures regulatory compliance

  •   Various regulations or legislations govern how long records should be kept.
  •   To ensure that all regulations are compiled with, records management principles must be adhered to.

(VI) Preserves the corporate memory

  • Corporate memory is the accumulated knowledge and information found within an organization
  • Memory is the history of the organization, the background to decisions that have been made and the decision which will be made in the future.
  • Such preservation is essential to ensure that the identity of an organization is protected.

(VII)         Fosters professionalism in the business.

  •  When office records and files are poorly maintained, the pride  and morale of the employees suffer.
  • Such ensures that every record is exactly where it should be all the time.
  • Information becomes readily available.

(VIII) Facilitates the implementation of new records management  technologies

  • Before automation is made possible the entire manual systems must be up to scratch.
  • If the manual system is chaotic, chaos will reign even after automation.