1.2 WHY DO ORGANIZATIONS CREATE AND KEEP RECORDS
WHY DO ORGANIZATIONS CREATE AND KEEP RECORDS
Records are created and received as soon as an institution/office begins to fill a specific function.
(I) To ensure that the functions of the institutions concerned are executed in a logical, responsible and consistent manner.
- Decisions, proceedings, transactions are recorded to serve as evidence of what was done and how it was done.
- Further action on a matter can then be based on what was done or decided in the past ensuring consistently and integrity of the institution.
(II) To protect the legal and financial rights and obligations.
- If rights and duties of an institution are not formulated and recorded clearly, the institution may be exposed to unjustified assertions and claims against which it cannot readily defend itself and it may suffer loss as a consequence.
- Hence capture and retain minutes, agreements, contracts etc
(III) Exercising control over activities
- Records will show proceedings of an event or function or transaction.
- Brings about accountability of actions.
(IV) Execution of line functions
- Institutions are established to render services to the public and/ or other bodies
- In the process, records are created to make information available to their clients or to enable execution of functions.
- Such records include directives, guidelines, publications, maps, plans or photographs on any medium.
(V) To keep a record of verbal transactions.
- Verbal agreements, discussions, meetings, telephone conversations have to be confirmed in records such as memoranda, reports or minutes.